How To Handle Digital New Releases

Entering New Releases (CDs) into Access Database

• Pull cds to enter from black shelving unit
• Open the KDHX Music Library Access database from the volunteer (V:) drive.
• Click on the “Enter / View Music Entries” Button on the Switchboard
• Click the new record button (bottom row, far right ‘>')
• Enter information into the following fields, using the tab key to move between fields:
  • ArtistFirst - Only if it is an individual artist, not a band
  • Last/Band Name - Leave off articles such as ‘A’, ‘An’, ‘The’, etc... Compilations should be entered as “Various / a couple of key words from the title”
  • File Under - This is the first letter of the band name or artist last name - use # for compilations
  • Title - Album title
  • Record Co. - Enter both record label name and promoter if known, separated by a slash
  • CD or LP - Select CD from drop down menu
  • Category - Select appropriate genre from drop down menu
  • SubCategory - Select appropriate subcategory from drop down menu
• You must enter information in all of these fields but ‘ArtistFirst’, or the labels will not print correctly
• Click the new record button (bottom row, far right ‘>*’
• When all cds are entered, close the “Enter / View Music Entries” window and return to the Main Switchboard
• Click on the “Print CD Labels” Button on the Switchboard
• Enter todays date using (MM/DD/YYYY format) into the box that pops up and click “Enter”
• Print the list to the “Radio Color Laser” printer. Don’t forget to load label paper facing the correct direction.
• Place the labels on the appropriate cds with the letter on the spine
• Write KDHX on the face of the CD and inside of the case with a black sharpie
• Shelve the CDs in alphabetical order within each genre on the new release shelf

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Digital Releases

• Go to the Digital Releases Shared Google Doc or search “MD- Digital Releases” (Open) in Salesforce and check for releases that need to be downloaded.
• If the download is a single or would shatter our station’s reputation, close the case in Salesforce.
• If the e-mail contains passwords, directions, or other info, be sure they are updated in the Digital Download Logins Doc.
• If the e-mail contains a full album(s), check to see if we already have release by looking in Digital Library (and CD Lib)
• If we have all albums contained in the email, close the email in Salesforce.
• If not, go Digital, young man! (Ignore anything using the Play MPE system for the time being.)
• Click on the download link, log in with password. (Check Google Doc or ask Nick if you do not know it.)
• If possible, take a quick listen to two or three tracks for “embarrassment factor.”
• You will need to download the Artwork/tray card, and the entire album. You may need to click on each individual track to do so. For some digital releases, you will need to log into iTunes, and then go to advanced –> Get Artwork, then iTunes –> print –> select the option w/ artwork.
• Create a new playlist in iTunes with the artist’s name.
• Drag the tracks into the playlist, then add label info in the comments section (Apple-A, then Apple-I). Get rid of any ampersands or other evil characters.
• Drag the tracks into “a playlist.”
• Burn it onto a CD. Blank CD-Rs are kept on the shelf above Nick’s desk.
• Write the artist name,album title, label, year and KDHX on the CD.
• Print the artwork, and insert it into a blank jewel case (located in the top drawer of the tan file cabinet with the printer on top or it. If there is no spine label, create one by cutting and bending the paper up to fit in the spine. Using tape is a-ok! We want the programmers to be able to find the CD without having to pull it out from the shelf to see what it is.
• All digital release MUST contain the following information–if they do not, please add:
  • artist
  • album title
  • record label
  • track listing
• Add to appropriate genre pile on the “Ready for Library” shelf.
• You just went digital, congrats.