Library Maintenance

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Removing New Releases from the Shelf

Remove CDs from the new release shelf on the following timeline (played/unplayed):

  • Rock - after 4 months
  • AMA - after 5 months
  • Jazz/Blues/World - after 6 months

Check CDs for airplay by logging into Spinitron.

Click Search in the Music Database column.

Search for “Songs” and select “Played in the _ year(s) ending in ‘Current Date’” at the bottom and enter in “6” years.

Type the Artist name or at least the first part of an artist's name in the artist Field and press Search. (In both playlist search tools, correct spelling is crucial!. Do not use just a last name when searching Spinitron, only in the library database.)

  • If the Artist received 3 spins or more, put the CD in a bin marked 'Library with a post-it.
  • If the Artist has received 2 spins or less, put it in a bin marked 'No longer in library with a post-it. The exceptions to this rule is:
  • ALL LOCAL ARTISTS should be left in the main library, despite amount of airplay. (ALL LOCAL ARTISTS should also be marked with a red dot sticker.)

Then change the CDs' location in the Physical Library database. Go to the KDHX MD & Programing Portal bookmarked on your browser and click the "Move Physical Items" button.

  • Enter the 5-digit number on the back of the album. This is much more accurate than using the artist name or album title.
  • Click Search
  • If the CD should be moved into the library, select "Library" and click the move button. If it needs to be purged from the library, check "No Longer in Library" and click the move button.
  • Click Move. The new location will be verified when the screen reloads.
  • Once CDs have been moved to the KDHX "library" or "no longer in library" in the database, let the Music Director browse for possible errors.
  • Alphabetize and file CDs to the appropriate place in the music library.
  • Stamp out the CDs being removed from the music library and place them in the giveaway bins under the computer stations below the DJ mailboxes for anyone to take.

Clearing Space in the Library

Pull a bin’s worth of CDs from the shelf, but to save time, leave Artists ...

  • with three (3) or more CDs in the library
  • that you are fairly confident have gotten 4 or more spins in the past 6 years.
  • that are LOCAL; all local artists stay on the shelves and should be marked with a red dot sticker on the spine.

When checking airplay in the music library. You will be searching in Spinitron.com

Using Spinitron

Check CDs for airplay by logging into Spinitron.

Click Search in the Music Database column.

Search for “Songs” and select “Played in the _ year(s) ending in ‘Current Date’” at the bottom and enter in “6” years.

Type the Artist name or at least the first part of an artist's name in the artist Field and press Search. (In both playlist search tools, correct spelling is crucial!. Do not use just a last name when searching Spinitron, only in the KDHX library database.)

  • If the Artist received 4 spins or more, it should stay on the shelves.
  • If the Artist has received 3 spins or less, put it in a bin marked 'No longer in library with a post-it. The exceptions to this rule is:
  • ALL LOCAL ARTISTS should be left in the main library, despite amount of airplay. (ALL LOCAL ARTISTS should also be marked with a red dot sticker.)

Then change the CDs' location in the Physical Library database. Go to the KDHX MD & Programing Portal bookmarked on your browser and click the "Move Physical Items" button.

  • Enter the 5-digit number on the back of the album. This is much more accurate than using the artist name or album title.
  • Click Search
  • If a CD needs to be purged from the library, check "No Longer in Library."
  • Click Move. The new location will be verified when the screen reloads.
  • Once it is determined if a CD should stay in the KDHX library or moved to "no longer in library" in the database, let the Music Director browse for possible errors.
  • Stamp out the CDs being removed from the music library and place them in the giveaway bins under the computer stations below the DJ mailboxes for anyone to take.


Also Very Important:

  • Always leave local CDs marked with a red dot sticker on the spine in the music library, regardless of airplay. If you ever notice that a band is local and unmarked, put a red dot sticker on it.
  • If you notice anything on the label that looks misspelled or mislabeled or with any hand-written adjustments on the label for refiling (likely incorrect spelling, artist, album or genre) put it (with a post-it note of the problem) on the shelf by the stereo marked Under Review For New Label near the Duplicate stacks.
  • Pull duplicate copies of labeled CDs from the music library shelf and put them on the shelf marked Duplicates in the metal cabinet.
  • If you are unfinished with a project, be sure all bins are brought upstairs before you leave, and that the bin is labelled with a post-it-note marking what stage of the process the CDs are in.
  • Do not pull more CDs than you can get back on the shelf in one day. If you have to pull less than a bin full of discs, that’s fine.
  • When you leave, do not leave any bins of CDs downstairs.

Theft Check

  • Pick a genre.
  • Be sure the genre you will be doing a theft check in is alphabetized correctly on the shelf and move any albums that are out of place correctly.
  • Go to the New CDs page of the Air Room Portal.
  • Click the "90 days" option from the dropdown in the top right corner.
  • Copy text from all of the albums.
  • Paste the text into Google Sheets.
  • Sort the band names/last name columns by A-Z and Sort the Genre column from A-Z, also.
  • All albums on the list should be on the new release shelf, with albums from the month prior in between.
  • If you do not see an album on the new release shelf that's on the list, type missing in the next column next to the album in the sheet.
  • Share the sheet with the music director.

Creating Replacement Copies from the Digital Library

Search Desk.com for the album. See How_To_Handle_Digital_New_Releases#Digital_Releases