New Release Processing

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New Release Processing

Opening Mail

IMPORTANT - First things first, station mail addressed to someone on STAFF or mail that does not seem to contain music should NOT be opened and should be put on Nick's desk to deliver upstairs. This includes ALL packages addressed to Kelly Wells or The Stage at KDHX, whether it is music or not.

All packages that look to contain music addressed to the following should be opened and processed:

  • KDHX
  • Music Director/Music Dept. (Specialty Director, Jazz Director, RPM Director, Blues Director etc.)
  • Nick Acquisto
  • Kate Estwing
  • Nico Leone
  • Grace Woodard
  • Christine Sanley
  • Al Becker (Jazz)
  • James Mullins

Packages that look to contain CDs addressed to anyone else are probably for a DJ and should be placed on the black shelf labeled “Programmer Mail” the contents of the package should only be distributed to the appropriate DJ mailbox if it meets any of the following criteria:

  • We already have a station copy

(check the Physical Music Library and the stack of CDs yet to be entered to see if we already have one (in which case, the second copy can go to the DJ it is addressed to).

  • is hand-addressed on the package or includes a handwritten note or personalized note.
  • is from a local group
  • is from an individual artist (not a label)
  • is from overseas
  • Open all mail with scissors.
  • Signed items, vinyl releases that we already have on CD, t-shirts and large promotional items go to the bottom shelf of the metal cabinet.
  • Posters go on the top shelf of the black shelving unit.
  • Buttons, stickers and miscellany go in the bottom drawer of the small black metal file cabinet.
  • Vinyl that we have not received on CD can go on top of the tan metal cabinet in front of the black shelving to be processed.

We automatically pass on the following:

  • Label or promoter compilation samplers should be placed in the stack marked “samplers” in the metal cabinet.
  • Singles or CDs with 2 or fewer tracks should be placed in the stack marked “singles” in the metal cabinet.
  • Broken CDs should be placed in the stack marked “Broken/Re-service” in the metal cabinet.

If the CD is addressed to a DJ and does not meet any of the criteria above, add to the appropriate genre pile on the black middle shelf to be processed into the library.

Other types of mail to be aware of:

  • Local releases not addressed to a specific programmer: Place a red circular sticker with the word “Local” written on it on the top right-hand corner of the front of the CD and small red sticker on the spine and then sort by genre as usual.
  • Christmas music goes in the tan metal cabinet.
  • Packages addressed to Nancy Kranzberg or Literature for the Halibut contains books and should be placed directly on the programmer mail shelf.

Extra CDs (which come individually, not addressed to a programmer) should be placed in the stack in the metal cabinet (labeled “Duplicates”) to later be distributed to DJs, set aside as a reviewer copy, replacement copy, Ebay Auction item or for street team giveaway.

Handling album one-sheets and CD tracks with FCC Warnings.

Many CDs will come with a 1-sheet that offers information on the album, key tracks, FCC violations, tour dates and other info. Be sure to very clearly mark ALL potential FCC violations listed on the 1-sheet, listed on the CD case itself, or discovered by reviewing the disc. We want to make it as apparent as humanly possible, that all tracks on the disc that shouldn't be played are marked in the most obvious way to DJs, because it could jeopardize our license.

Here are three different ways to draw attention to tracks with FCC violations:

  • If the case is cardboard or paper based, write FCC next to the track with a Sharpie on the back of the CD case,
  • Attach the sticky part of a post-it on the back near the tracklisting and write, for example, "FCC - Tr. 2, 3, 7" in pen on it and then highlighting it with highlighter.
  • Highlight the tracks already noted on a sticker on the CD as having FCC violations with highlighter and then attaching the sticky part of a post-it on the back near the tracklisting and writing, again for example, "FCC - Tr. 2, 3, 7" in pen on it and highlighting.

If the 1-sheet has a St. Louis tour date, highlight it and place the 1-sheet on the window sill. If not, recycle it. If there is ever a personal note to me, let me know.

Place any envelopes forwarded from our old address, 3504 Magnolia, in a mail tub and put the 1-sheet back in it, so the label or artist can be contacted. Place paper or cardboard based envelopes in the recycle bin. Place all other envelopes in the trash.

Sorting Music by Genre

Sort CDs into the following piles on the black middle shelf by genre, they will be moved to the bottom shelf after being reviewed by the music director:

  • rock (rock, hip hop, electronic)
  • Americana (Americana, folk, singer/songwriter, bluegrass),
  • jazz
  • blues (blues, soul, r&b)
  • world/misc (world, reggae, soundtracks, spoken word, etc.).

If you are not sure which genre it goes in, check the Physical Music Library Database for other releases from the artist (remember: last name only), or the one-sheet for a description, or look it up on or ask Nick.

Open the CD in iTunes and take a quick listen for “embarrassment factor.” If we would be embarrassed to hear it played by any DJ at KDHX, we pass. Keep in mind that our DJs have very diverse tastes! Enter all passes into the Google Drive spreadsheet called MD - Passes. If you do not have access to the document, just ask Nick to share it with you. Place in the pass stack in the metal cabinet.