Introduction to the copyright procedure
As soon as you register a work, it is created in our database. This work is then matched against other works, at this point there may be multiple entries (duplicates) on the database. When either the work or any of its matches receive activity (please see below for the definition of activity) they are, at this point, merged into a single work.
- All work registrations received pass through a validation program to ensure the basic level of details are correct.
- The validation program checks the standard things such as titles, agreement numbers, CAE numbers and shares amounts.
- All registrations that successfully pass validation are automatically created as per the details on the registration.
- The automatically created works are then run through a matching program that attempts to find matching entries already on file.
- If a match is found the system creates a link between matches and these are visible alongside your own registration at this point.
- The work will be updated once it becomes ‘active’ (see below for definition).
- If a match is found or the work requires further human intervention the system creates a “case”which is effectively a piece of work in a queue. Examples of this include: matches on system and mechanical shares not 100% etc.
- The reasons for a “case” being created are listed and assists us with the tasks required to ensure the work is accurate.
- Staff work through cases prioritising works that are due for payment in the next distribution.
- Currently there are value thresholds in place for case processing (these are not distribution thresholds) and these are:
50 euros for PRS
10 euros for MCPS-PRS-Alliance
What this means is for those works that have had a case created there will be a proportion of those that will distribute accurately however there will also be a proportion that will distribute to the previous owner of the work (in cases where a works registration is advising us of a change of ownership) or distribute the wrong share (in cases where a works registration is advising us of a change in share).
We continue to work with ICE to create efficiencies with the copyright processes with a view to reducing these case thresholds further. This is demonstrated by the reduction in case value thresholds from 100 euros earlier this year to the current levels.
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How do I amend my shares on an existing work registration?
You should make any amendments to existing work registrations through online services. An amendment will initially create a duplicate, which will sit alongside the original registration until the works are merged. To amend shares please click here.
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When will duplicate works be merged?
Duplicate works will be merged when there is activity (see below) on the work.
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What are activity triggers?
There are activity triggers for all types of usage. The most common are broadcaster reporting for radio and TV (PRS) as well as applications for licences (MCPS).
Once activity is reported, should a case be created which requires a work to be merged, this can be processed anytime up to the point of the distribution files being loaded to our distribution systems in the case of PRS. For MCPS this can happen at anytime up to the point of invoicing.
ICE triggers and processes flowcharts
We are currently putting together flow charts that show the ICE triggers and processes. We will be updating the list below as they become available.
See the ICE triggers and processes chart for MCPS Recorded Media Quarterly licences (such as AP1)
See the ICE triggers and processes chart for MCPS Recorded Media 'On Manufacture' licences (such as AP2)
See the ICE triggers and processes chart for Broadcast
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What happens if my work has not been merged by the time there is a licence application?
Although a licence application is a trigger for activity, the work must be merged when invoicing takes place, in order for payment to take place.
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My tunecode no longer exists on a work – why?
Your tunecode will never disappear. However, if any possible matches are on the product, the works will be merged. There may be more than one tunecode acting as cross references on the same work.
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Someone else is claiming for my work – when will this be addressed?
The duplicate claims process remains the same as it was before the launch of ICE however one key change is the process will begin when the work becomes active.
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What does the last amendment date cover?
The last amendment date is immaterial. This is the last time that the system has accessed your work which could occur for all manner of reasons, including system updates. It does not mean that your work has been amended on that date.
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What does ‘MCPS active’ or ‘PRS active’ cover?
This means that we have previously made distributions on this work.
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What are the schedules for activity?
The schedules for activity are directly linked to the distribution schedules.
MCPS distribution schedule
PRS distribution schedule
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Please note, that these FAQs cover the majority of cases. There will be times when there are exceptions. If you need further help do please contact Member Services.