The Indie Publisher’s Toolkit: Metadata, Royalties and Rights Explained (Inspired by Kobalt’s Expansion)

Hook: Stop losing money to bad metadata — and start collecting what’s yours

Independent songwriters and producers repeatedly tell us the same thing: great music isn’t enough if your metadata is messy, your splits are unclear, or your rights aren’t registered everywhere they should be. In 2026, the gap between streams and real income is still bridged by one thing: clean publishing admin and rights hygiene. The Kobalt–Madverse expansion (Jan 2026) is a timely reminder that access to global publishing networks matters—but access only helps if your metadata and rights paperwork are ready to travel.

The most important takeaway (read this first)

If you do one thing this week: create a single canonical metadata record for every track and work, assign ISRCs/ISWCs, and register all writers with their local collection societies. That little bit of discipline will multiply your collections across territories and platforms and is the foundation of every royalty stream discussed below.

Why the Kobalt–Madverse tie-up matters for independent creators in 2026

On January 15, 2026, industry press reported a strategic partnership between Kobalt and India’s Madverse Music Group that opens Kobalt’s publishing administration network to Madverse’s roster of South Asian indie creators. This is significant for three reasons:

• Global collection reach — admin publishers like Kobalt offer reciprocal collection agreements and local sub-publishing relationships that capture income from hard-to-reach territories.
• Scale + tech — roster-level technology and reporting pipelines reduce unallocated royalty leakage when metadata is correct.
• Market access — the South Asian independent scene is booming in late 2025–26; partnerships like this bring local creators into global catalogs faster.

“Kobalt Partners With India’s Madverse to Expand Publishing Reach” — Variety, Jan 15, 2026

2026 trends that change the game for publishers and indie creators

• Regional growth: South Asia and Southeast Asia accelerated streaming growth in 2025; collection in these territories is critical for long-term income.
• Metadata-first systems: DSPs and rights platforms increasingly prize DDEX-compliant metadata. Poor metadata is now the top cause of unclaimed royalties.
• AI transparency: Industry guidance through 2025–26 encourages explicit metadata fields to flag AI-assisted creation — failure to disclose can complicate rights claims. See practical data steps in ways to stop cleaning up after AI.
• Direct licensing & neighboring rights enforcement: DSPs, radio, and broadcasters are offering more direct deals and enhanced neighboring-rights tracking tools, making local representation more valuable.

Core concepts — what you must know

Identifiers and what they track

• ISRC (International Standard Recording Code) — identifies sound recordings (the master). Apply one per unique recording version (radio edit, instrumental, remix).
• ISWC (International Standard Musical Work Code) — identifies the underlying composition (the song).
• IPI/CAE — songwriter/composer identifiers used by PROs to map shares. Ensure your IPI is correct on registrations.
• GRid / Release ID — release-level identifiers used by distributors and retailers; keep them consistent across stores.

Types of royalties (the money streams)

• Performance royalties — collected by PROs (e.g., ASCAP, BMI, PRS, IPRS) when a song is broadcast, streamed, or performed publicly. Split into writer’s share and publisher’s share.
• Mechanical royalties — paid for reproductions of the composition (downloads, and increasingly streaming in many territories). In the US, the MLC handles digital mechanicals; other countries use different systems.
• Neighboring (related) rights — royalties paid to performers and rights-holders of a recording when it’s broadcast or publicly performed in many territories (often collected by organizations representing labels/performers).
• Sync fees — direct licensing income when a track is used in film, TV, ads, or games. Admin publishers can help negotiate and collect sync fees globally.

Metadata hygiene: the step-by-step toolkit

Think of metadata as the routing address for your money. Messy metadata equals missed collections. Follow this checklist for each release.

Pre-release checklist (30–90 days before release)

1. Create canonical metadata spreadsheet — one row per track, locked file. Columns below.
2. Assign ISRCs — get ISRCs from your label/distributor or national ISRC agency. Apply one per recording version and record it in the sheet.
3. Draft and sign split sheets — list contributors, roles (writer/producer/arranger), percentage splits (must total 100%). Use dated signatures (electronic OK).
4. Confirm writer IPI/PRO affiliations — list IPI and PRO for each writer. Resolve inconsistencies before registration.
5. Decide publishing route — self-administer, sign with an admin publisher (like Kobalt), or use a publisher through Madverse/Kobalt partnership. Note fee structures and territories covered.
6. Prepare rights statements — whether you grant exclusive publishing, admin-only, or co-pub arrangements; note sub-publishing preferences for territories like India, UK, EU.

Canonical metadata fields (the minimum)

• Track title (exact)
• Album/Release title
• Primary artist
• Contributors with roles (writer, composer, producer) and percentage splits
• ISRC
• ISWC (if available; register to obtain if not)
• IPI numbers and PRO affiliations for each writer
• Publisher name(s) and publisher IPI
• Release date
• Label/distributor name and GRid/Release ID
• Rights territory (worldwide or specified territories)
• Audio file format/bitrate for fingerprinting
• AI involvement flag (yes/no) and short note if yes

Register before release

Register the composition with your PRO and the recording with your distributor/sound recording collection body. If you have a publisher-admin agreement, they should file registrations on your behalf to global databases and sub-publishers.

Registering works and recordings — where to go

Register the composition with your PRO (performance rights) and, where applicable, with mechanical rights agencies and the local ISWC agency. Register the sound recording with your distributor (who files to DSPs) and with neighboring-rights organizations if you’re entitled.

Key registration bodies to know

• PROs: ASCAP, BMI, SESAC (US), PRS (UK), GEMA (DE), IPRS (India), etc.
• Mechanical agencies / MLC (USA) — handles streaming mechanicals for interactive services in the US.
• SoundExchange (US) — digital performance for sound recordings (non-interactive/statutory).
• Neighboring-rights collectives — varies by country; many countries use centralized bodies or private collectives.
• ISRC national agencies — for code assignment.
• DDEX — standards for metadata exchange between industry partners (used by DSPs/distributors/publishers).

How publishing administration works (and what to expect from Kobalt-style admin)

A publishing administrator acts as your global collection engine. They:

• Register compositions with PROs and global databases
• Chase unpaid or misallocated royalties across territories
• Negotiate sub-publishing and handle bilateral deals
• Provide reporting and reconcile collections against statements

Admin publishers typically charge a percentage fee on worldwide publisher collections (common ranges 10–25%). The Kobalt–Madverse expansion means Madverse-represented creators can plug into Kobalt’s tech stack and global sub-publisher network — especially valuable for collection in markets where local knowledge matters.

Actionable royalty collection playbook

Day 0–30 (immediate tasks)

• Confirm splits and get signed split-sheet PDFs into your canonical folder.
• Register with your local PRO and verify your IPI. If you have co-writers in other countries, confirm their PRO affiliations and IPI numbers.
• Get ISRCs assigned and entered into distributor metadata.

Day 31–90 (short-term optimizations)

• Submit work registrations to all relevant PROs and to your admin publisher (if you have one).
• Register the work for an ISWC where possible; many PROs issue an ISWC upon registration.
• Enroll recordings in YouTube Content ID (via distributor or publisher) and register with SoundExchange or nearest neighboring-rights body.

Ongoing (quarterly & yearly)

• Reconcile statements against your canonical metadata — flag unmatched lines and open claims within 30–90 days.
• Audit top-earning tracks: check for miscredited splits or missing writer IPIs.
• Keep track of territorial registrations — when in doubt, your admin publisher should file on your behalf.

Resolving common problems — practical fixes

Problem: Streams report to the wrong artist name

Fix: Ensure distributor metadata (artist display name, artist ID/Spotify URI) and publisher metadata (publisher names and IPI) exactly match canonical records. Submit artist claim to DSPs and provide proof of ownership and split sheet.

Problem: Mechanical royalties unclaimed in a territory

Fix: Register the composition with the local mechanical society or ensure your admin publisher has a sub-publisher in that territory. Mechanical rights are fragmented — admin publishers typically recover these through local partners.

Problem: A co-writer is registered with a different split

Fix: Exchange updated signed split sheets with the PROs and your publisher; request a correction. Keep dated, signed documents as proof.

Advanced strategies for 2026 and beyond

• Use a single authoritative metadata source — store it in a rights-management system or a locked canonical metadata spreadsheet and reference it for every upload, registration, and communication.
• Leverage admin relationships — an admin publisher with strong sub-publishing (as Kobalt claims to provide via Madverse for South Asia) will collect in territories with historically low self-collection rates.
• Audit your catalog with tech — use fingerprinting and monitoring tools to find unlicensed uses and file claims through Content ID or direct licensing.
• Plan for AI-era metadata — add a field for AI contribution to your metadata template. Transparent attribution speeds claim resolution and aligns with emerging platform policies; see practical data guidance at 6 Ways to Stop Cleaning Up After AI.
• Consider partial admin deals — if you want control, sign an admin-only deal for specific territories; retain rights elsewhere to negotiate direct sync or mechanical deals.

Sample canonical metadata template (copy this)

• Track Title
• Primary Artist
• Featuring / Secondary Artists
• ISRC
• ISWC
• Writers (Name | IPI | PRO | % split)
• Publishers (Name | IPI | % share)
• Label / Distributor
• Release Date
• Release ID / GRid
• Audio File Hash / Fingerprint
• AI Contribution (Y/N) + Notes

Case study—hypothetical but realistic

Ria, a Delhi-based producer, released a single in late 2025 via Madverse. She assigned ISRCs to each version, created signed split sheets with collaborators (including a co-writer in the UK), and registered the composition with IPRS and the UK co-writer’s PRO. After Madverse plugged the release into Kobalt’s admin pipeline (early 2026), Kobalt’s network recovered unregistered performance and mechanical royalties from the UK and EU that Madverse alone couldn’t claim. The incremental collections covered Madverse’s admin fee within two quarters, demonstrating how metadata discipline combined with a global admin can unlock hidden income.

Checklist: What to have ready before contacting an admin publisher

• Signed split sheets for each work
• Canonical metadata spreadsheet with ISRCs and IPIs
• PRO registration confirmations
• Audio files with fingerprints or high-quality masters
• Clear list of territories you want the admin to cover
• Timeline for releases and anticipated sync opportunities

Common admin contract clauses to watch

• Territorial scope — are collections worldwide or limited?
• Fee structure — percentage on publisher’s share vs. gross collections, and any add-on costs.
• Term and termination — length of the deal and rights reversion clauses.
• Audit rights — can you audit the admin’s collections and accounting?
• Sub-publishing — who signs sub-publishing agreements in specific territories?

Final checklist — 10-minute audit you can run now

1. Open your canonical metadata file: is every release accounted for?
2. Confirm ISRCs for your top 10 tracks — do they exist and match distributor metadata?
3. Check split sheets for your top 5 tracks — signed and dated?
4. Are all writers registered with their PROs and have IPIs listed?
5. Do you have proof of registration or submission to any neighboring-rights bodies where applicable?

Closing thoughts & predictions for creators in 2026

Partnerships like Kobalt and Madverse are a sign of the industry maturing: regional indie ecosystems are gaining global plumbing. But plumbing only works when pipes are properly labeled. The single most impactful change any indie creator can make today is to adopt strict metadata and rights hygiene. Do that and the global publishing networks — whether through Kobalt, Madverse, or another admin — can actually bring money back to your account.

Call to action

Ready to clean your catalog and start collecting? Download our free canonical metadata spreadsheet and 90‑day launch checklist, join the Indie Publishers Slack (we’ll share Madverse/Kobalt updates and community tips), or book a 20-minute rights-audit with our team. Don’t let sloppy metadata keep your royalties in limbo — take action this week and reclaim what you’ve earned.

Related Reading

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• How Cloud Filing & Edge Registries Power Micro‑Commerce and Trust in 2026 — ideas for an authoritative metadata source.
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