The GRid Handbook

A Users' Guide to the implementation of the Global Release Identifier

Version 2.0

Date of Publication: 8^th January 2007

The International GRid Authority

The International GRid Authority
IFPI Secretariat
10 Piccadilly
London W1J 0DD
UK

grid@ifpi.org

Publication Note

This is the second release of the GRid Handbook. It is anticipated that there will be issues relating to the management and operation of the Global Release Identifier (GRid) which have not been fully elaborated in this document. Questions and comments from readers would be greatly welcomed to assist in the improvement of the Handbook. New editions will be published as frequently as necessary.

Please address all comments and questions to: grid@ifpi.org

All rights reserved

Contents

1 Introduction

The Global Release Identifier (GRid) Standard was developed by members of IFPI¹and the RIAA²for the identification of electronic music Releases as an integral part of the Music Industry Integrated Identifiers Project (MI3P).

This project, which began in September 2000, was giventhe objective of developing a standard identification, description and communication system to enable all parties in the electronic music industry value chain to interoperate within an automated electronic trading environment. In 2001, IFPI and RIAA were joined in the project by the International Confederation of Societies of Authors and Composers (CISAC)³and BIEM⁴(the International organisation representing mechanical right music societies). MI3P therefore represented a very significant collaborative standards development effort undertaken on behalf of the major players in the worldwide music industry.

In May 2006, the governance of the communication standards developed during MI3P was assumed by the Digital Data Exchange (DDEX).⁵ Responsibility for the management of the GRid was assumed by IFPI (alongside its responsibility for the management of the International Standard Recording Code).

GRid provides an identification and description scheme for Releases which embody one or more Digital Resources. Commonly, the Digital Resources contained within a Release will be sound recordings and/or audio-visual recordings but this is not invariably the case. A Release may contain any type of Digital Resource, including (for example) digital images, software or textual material. There will be circumstances where a Release contains no sound recordings or audio-visual recordings but only contains other Digital Resources.

The global adoption of the GRid, along with DDEX communication standards, will greatly simplify the management of electronic music Releases on the network.

An important feature of the GRid standard is the requirement to associate a standard set of descriptive information, or Reference Descriptive Metadata, with each Release in order to uniquely identify it and distinguish it from other Releases. The GRid Standard specifies the elements that make up the Reference Descriptive Metadata for a Release and also mandates the storage and maintenance of the metadata.

The GRid Standard is managed and administered on behalf of the global recording industry by IFPI as the International GRid Authority responsible for maintaining the documentation governing its operation (of which this Handbook is an integral part) and for assigning Issuer Codes to identify those parties assigning GRids to new Releases. As registration authority, IFPI is also responsible for ensuring that Issuers comply with the Standard.

The second version of the GRid Standard was approved as an IFPI standard in January 2007 This document is the second full release of the GRid Handbook, accompanying this Standard.

A number of details of implementation remain to be fully elaborated. These will be addressed in future releases of the Handbook. These include, for example, the mechanisms by which access to Reference Descriptive Metadata is provided, the methods by which the International GRid Authority carries out compliance procedures and the form of corrective action it would require in the event of the discovery of non-compliance.

2 Benefits of the Global Release Identifier

The GRid will facilitate the accurate exchange of information between partners in the music value chain for the management of legitimate online trading in music. The widespread adoption and implementation of the GRid by the global music community will have the following benefits:

1. Simplification of the processes involved in the exchange of information between trading partners

2. Reduction in cost and time, through the integration of common information management systems for content delivery and rights management

3. Reduction of errors caused by misinterpretation and unnecessary duplication of information

The integration of GRid into the family of DDEX communication standards will make a major contribution to interoperability throughout the music industry (between music rights societies, music publishers, record companies, online wholesalers and online retailers).

3 Purpose and structure of this Handbook

This Handbook is designed to be used alongside the GRid Standard. It is intended to provide further information about the GRid and to explain how the Standard should be applied in particular circumstances, outside the somewhat constrained language and structure of a formal Standard.

As the GRid is a new Standard, it is anticipated that this document will need to evolve as specific issues are identified. So while the Standard itself should be broadly stable, the Handbook can be expected to go through a more frequent update cycle. As new versions are created and published, GRid Issuers will be informed (and a proper revision history maintained).

The document sets out:

1. Some definitions of essential terms [Section 4]

2. A description of what a GRid identifies [Section 5]

3. A description of the syntax of the identifier itself [Section 6]

4. The rules for assignment of the GRid [Section 7]

5. Some guidelines for the GRid in use [Section 8]

6. The definition of metadata to support the GRid and the ISRC [Section 9]

7. Processes for storing and maintaining metadata [Section 10]

8. Responsibilities involved in the governance and administration of the GRid [Section 11]

9. Use Cases to illustrate the concept of "Material Change" (ie the point at which changes to a Release permit or necessitate the allocation of a new GRid) [Appendix A]

4 Some definitions

However carefully a handbook of this type may be written, there is always the risk of misunderstanding about the terms that are used. Therefore included in the Handbook are some of the definitions that form part of the GRid Standard. A term in this document is always used to mean exactly the same as it means in the GRid Standard.

To make it easier for readers to recognise when a specific term is included in these definitions, it will always be capitalised in the text (e.g. "Release"; "Reference Descriptive Metadata").

Table 1- GRid Handbook Definitions

5 What a GRid identifies

A GRid identifies "a Release", and the formal definition of a Release is given in Table 1. This definition may helpfully be expanded through an example.

A record company decides that it wishes to market a specific group of sound recordings available to the public. It may also want to bundle these sound recordings with some other Digital Resources perhaps some textual notes, some still images and a music video. This "bundle" of Digital Resources is the Release which can be identified with a GRid.

The Release is therefore an abstract concept; it can be referred to entirely separately from any particular representation of those Digital Resources. It is also conceptually different from a Product. The same Release may be made available for sale, for example, through different channels, may be consumed by the user in different ways (e.g. streaming, downloading), and provided in different file formats, at different price points. Each permutation of product attributes might reasonably be seen as a different Product. Assuming the Digital Resources remain the same, each Product embodies the same Release.⁷

So, although a Release is the basis of a Product, it is not the Product. It is at the level of the Release that the GRid is applied, not at the level of the Product.

The scope of the GRid is primarily to identify Releases which contain Digital Resources that are sound recordings or audio-visual recordings. However, to recognise that there are and will continue to be a variety of business models where GRid Issuers will be trading Releases containing Digital Resources which are not sound recordings or audio-visual recordings, it is not a requirement of the Standard that a Release should include a sound recording or an audio-visual recording. So, a GRid may be used to identify a Release that contains, for example, a single digital image or which contains a digital image with a textual Digital Resource (such as the lyrics of a musical work).

A Release may contain a single Digital Resource or many different Digital Resources. So, the Release may contain just a single sound recording or a single music audio-visual recording or a single digital image (if it is released for sale separately) and this can be allocated a GRid. However, the GRid does not identify the sound recording or the music audio-visual recording or the digital image, it identifies the Release. This is an important distinction to make. The identifier for the specific sound recording or music audio-visual recording is the ISRC. Digital Resources (such as a digital image) which are not eligible to be identified by an ISRC are either identified by an ISO identifier where one exists for the class of Digital Resources⁸; or by an alternative identifier (not necessarily a standard identifier) that is appropriate for the class of Digital Resource (in the form NAMESPACE:IDENTIFIER); or by a free text description of the Digital Resource.

The Digital Resources to which a Release refers are defined in Table 1 above using terminology which originated in the <indecs> Project.⁹These terms are now widely used in the modelling and development of identification and description systems.

6 The structure of the GRid

The GRid consists of a string of 18 Arabic numbers (0 - 9) and/or Roman alphabet characters (A - Z). The characters are not case sensitive. There are therefore potentially 36 different characters which can be used in each of the 18 positions in the string which gives an extremely large number of different permutations.

The GRid is divided into four distinct elements as shown in Figure 1,

Figure 1: The GRid syntax¹⁰

1. The first two characters make up the identifier scheme element. This distinguishes GRids from other identifiers. In the case of a GRid, the identifier scheme element is always A1.

2. The next five characters constitute the issuer code element. This is the unique code allocated to each Issuer of GRids by the Registration Agency (see Section 11.3). Five characters allow for over 60 million Issuer Codes to be allocated, so there is no risk of running out in the near future. The Issuer Code plays an essential part in ensuring the uniqueness of every GRid allocated.

3. The next 10 characters constitute the release number element. This is the unique number allocated by the Issuer to each release which they control. It is the responsibility of the Issuer to ensure that each release number element that they use is unique within their own Issuer Code (and that each Release is assigned only one release number element).

4. The final character is a Check Character. The Check Character is designed to ensure that when GRids are manually entered into systems they can be tested for their accuracy. Full details of how the check character is calculated can be found in the GRid Standard (Annex C).

The GRid (as an identifier) is not designed to carry any information beyond what is explicitly defined here. In other words, someone finding a GRid without any other supporting information is able to determine only:

1. From the "A1" prefix, that it is a GRid rather than any other identifier using the same syntax (which was developed by MI3P and is already used by IFPI for the GRid, CISAC for the MWLI¹¹ and will potentially be used by DDEX and other organisations for additional identifiers)

2. From the Issuer Code, who issued the original GRid (assuming that there is access to a list of Issuer Codes and the name of the Issuer to which the particular code was allocated)

3. From the Check Character, that the GRid has been accurately presented by calculating the correct Check Character

Only by referring to metadata associated with the Release (for example, the Reference Descriptive Metadata), is it possible to find out anything about the Release that the GRid identifies. In particular, there should be no assumption of any "interpretable intelligence" in the release number element. It is strongly recommended that the release number element is constructed in such a way that a third party will not be tempted to read meaning into the release number element.

Because of the rules of assignment of the GRid (see Section 7.1), it is essential that all stakeholders in the music supply chain understand that the Issuer Code in a GRid simply provides an indication of the original Issuer of the GRid. The intelligence in the GRid system lies in the Reference Descriptive Metadata, not in the identifier.

7 Assigning GRids

7.1 Principles of Assignment

The basic underlying principles of assigning GRids to Releases are very straightforward:

1. Each distinct Release should be assigned its own GRid.

2. What makes a GRid distinct are the Digital Resources it contains

In other words, a Release should in principle be given a new GRid only if the Digital Resources it contains are different from any other Release that has already been given a GRid (although there are some important exceptions to this rule). Figure 2 shows that the same sound recording (in the figure, Recording 1) can appear in many different Releases. Each Release is separately identified, and may contain many recordings (as in Release 1) or only one (as in Release 3). Similarly a Release may contain Digital Resources not identified by an ISRC (as in Release 1 and Release 2) and the same Digital Resources may appear in more than one Release (as with Text 1).

Any addition or deletion of a Digital Resource in a Release must always lead to the allocation of a new GRid to the revised Release.

There are several significant exceptions to these principles, all of which are recognised in the GRid Standard:

1. It may sometimes be necessary to make changes to some of the Digital Resources identified by an ISRC. In these circumstances, if the change is such that, under the terms of the ISRC Standard and associated Handbook, the change to the Digital Resource identified by an ISRC requires the allocation of a new ISRC, then this will also require the allocation of a new GRid to the Release. If the change to the Digital Resource identified by an ISRC does not require the allocation of a new ISRC in accordance with the terms of the ISRC Standard and associated Handbook then it is at the discretion of the Issuer as to whether a new GRid is allocated to the Release.

2. In the same way as for those Digital Resources that are identified with an ISRC, it may sometimes be necessary to also make changes to some of the Digital Resources in a Release that are not identified by an ISRC.¹² All Digital Resources included in a Release must be identified in the Reference Descriptive Metadata for that Release (see Section 9 of this Handbook); this identification may be in the form of standard identifier, a proprietary identifier, or a free-text description. When the change to a Digital Resource in a Release leads to a change to its identifier in the Reference Descriptive Metadata (where "identifier" should be taken to include the free text description of the Digital Resource), then the Release must be allocated a new GRid. If the change does not lead to a change in the identifier of the Digital Resource, then it is at the discretion of the Issuer as to whether a new GRid is allocated to the Release.

Figure 2:The Basic Principles of GRid Assignment; note that, although the examples shown here all include at least one sound recording, this is not a condition for the allocation of a GRid. A GRid can be allocated to a bundle of any number of Digital Resources - from a single Resource (a single sound recording, a ringtone, a video, a digital image) to an arbitrarily complex bundle of multi-media Digital Resources.

3. There is a particular challenge with respect to the identification of Releases of single recordings. Sometimes these may be released simply as "singles", in which case they can simply be assigned a GRid in the normal way (since a Release is defined as "representing a bundle of one or more Digital Resources"). However, where some or all of the individual tracks from an album are made available as single-recording Releases, it may be necessary for a number of critical administrative reasons to identify those Releases as having been released in the specific context of the album from which they come. In these cases, it is permissible (but not obligatory) for a context-specific GRid to be allocated to that single-recording Release. The context of the Release must then be identified in the Reference Descriptive Metadata for the Release (see Section 9.2); this "context" will normally be the GRid of the relevant album Release. This use of contextual identification is strictly limited to single-recording Releases (that is, Releases which contain a single Digital Resource which is identified with an ISRC); however, it is also permissible to include other assets in the bundle - cover art for example - and still to identify the context in the Reference Descriptive Metadata (although this would probably not strictly speaking be necessary, since the other assets would be likely to distinguish the Release from any other Release containing the same single recording).

4. There are some releases where the sequence in which individual Digital Resources are presented to the end user may be a material factor, and where it may be essential to be able to distinguish different Releases of exactly the same set of Digital Resources in different sequences. Where this is the case, it is permissible to assign different GRids to different Releases containing the same Digital Resources, but the fact that they are mandatorily sequenced Resources (and their sequence) must then be identified in the Reference Descriptive Metadata for each Release (see Section 9.2). The structure of the Reference Descriptive Metadata allows for all types of Digital Resources to be sequenced; and for an individual Release to contain both sequenced and unsequenced Resources.

5. If the ownership of a catalogue changes, then it is at the discretion of the new owner of the catalogue whether to issue new GRids (using their own Issuer Code) to Releases that are affected by this ownership change or whether to continue to use the GRids assigned by the previous owner. The new owner cannot in any circumstances issue new GRids using the previous owner's Issuer Code.

These principles of GRid assignment are fully illustrated in a set of Use Cases that can be found in Appendix A of this document (see page 23).

7.2 No re-use

Once a GRid has been assigned to a Release, even if this is done in error, it should never be re-used.

7.3 Eligibility of assignment - Issuer

The first rule of eligibility for assignment of a GRid to a Release is that the Issuer should have a current and valid Issuer Code, issued by the International GRid Registration Agency (see Sections 11.2 and 11.3). An organisation is eligible to apply for an Issuer Code if it is:

1. The owner of copyrights in sound and/or music audiovisual recordings and/or

2. An exclusive licensee of copyrights in sound and/or music audiovisual recordings.

The organisation must also be willing and able to assent to the Compliance Agreement.

7.4 Eligibility of assignment of a GRid to a specific Release

With respect to any specific Release, the definition of which organisation may assign a GRid to the Release is supported by a similar set of rules. An Issuer shall issue a GRid to a Release only if (with respect to the Digital Resources included in that Release):

1. It is the owner of the copyrights in the Digital Resource(s) or

2. It is an exclusive licensee in respect of the copyrights in the Digital Resource(s) or

3. It has been specifically authorised by either the copyright owner or the exclusive licensee to compile a Release containing the Digital Resource(s)

An organisation which issues GRids to a Release outside these rules of eligibility will be in breach of the Compliance Agreement and may have its Issuer Code withdrawn by the International GRid Authority.

8 GRid in use

8.1 Displaying or printing a GRid

The primary function of the GRid is to support machine-to-machine communication through system-to-system messaging. It is therefore intended to be largely invisible in use. However, there may be circumstances in which GRid is displayed to a human user, in which case some rules for presentation are in place.

When the GRid is printed, or presented to a human user on screen, the elements should be separated by hyphens, as shown in Figure 1. This is simply to aid reading of the GRid. The hyphens themselves do not form part of the GRid (for the purposes of calculating the Check Character, for example).

Similarly, unless it is clear from its context of use that the identifier is a GRid, a GRid should always be presented with the prefix "GRid:". Using the same example as in the illustration in Section 6, a GRid would typically appear on screen or in print as:

GRID:A1-2425G-ABC1234002-M

As with the hyphens, the prefix "GRID" and the colon do not form part of the GRid.

8.2 Associating GRids with digital files

Beyond the metadata specifications which are described in Section 9, the GRid Standard does not provide any requirements relating to the association of a GRid with the Release which it identifies, nor with digital files that may be manifestations of that Release.

9 Reference Descriptive Metadata

9.1 The purpose of Reference Descriptive Metadata

An identifier without metadata is of very limited value unless it is physically attached to the thing that it is identifying. It is only through being able to look up metadata records that it is possible for someone (or a system) which has an identifier to "know" what it identifies - or to find the correct identifier for something about which some other attributes are already known.

However, no metadata set can ever be regarded as a "complete" description. It can only ever be a representative set of descriptors which are appropriate for a particular purpose.

GRid Reference Descriptive Metadata has been specified so as to enable the recognition of the attributes that differentiate one Release identified with a GRid from another Release that is identified with another GRid. The difference between two Releases always has some relationship with the Digital Resource(s) they contain. In some cases, this differentiation is very simple, but in other cases it can require a relatively large amount of information about the precise list of Digital Resources included in the Release, the context of their Release or the sequence in which they are to be presented.

The ISRC Reference Descriptive Metadata plays the same role by providing enough information to differentiate any two sound recordings or music audio-visual recordings.

Certain elements in both Reference Descriptive Metadata sets play an additional role in the management of integrated identification (relating different identifiers to each other).

9.2 GRid metadata

When a GRid is allocated to a Release, it is a requirement of the GRid Standard that the Issuer store and maintain in a Metadata Repository a small, structured description of the Release. It is this description that is designated the Reference Descriptive Metadata.

It consists of a very small number of data elements (the numbering of the elements corresponds with the numbering of the elements in the Standard):

1. The GRid itself is the first element of the Reference Descriptive Metadata; this is a mandatory element.

2. A title (that is, a name by which the Release is known) for the Release must also be included. This is a free text field; the Issuer may decide which title to use if there is more than one. This is a mandatory element.

3. The name of the main artist associated with the Release, which is a customary aid to identification, is an optional element.¹³

4. A flag to indicate whether or not this is a Sequenced Release. A sequenced Release is a Release in which the order in which some or all of the Digital Resources included in the Release are presented to the end user is material. If the flag is set to YES, there must be at least one sequenced Resource Group (see Element 6). If the flag is set to NO, there must be at least one Unsequenced Resource (see Element 5). This is a mandatory element,

5. A list of Unsequenced Resources. This element is conditional - if the Sequenced Release flag (Element 4) is set to NO, it is mandatory.¹⁴ It is simply a list of the identifiers of each of the Digital Resources included in the Release. The ordering of the identifiers of Digital Resources in the list is arbitrary (even if the list of Resources is numbered, this numbering has no meaning). For each sound recording or music audio-visual recording included in the Release, the ISRC of that recording must be included in this list (see also the Section 9.3); for each other Digital Resource¹⁵ that is included in the Release, this list must include some means of identifying that Digital Resource. The identifier to be used for identifying Digital Resources which are not eligible to be identified by an ISRC are either (i) an alternative identifier (a standard identifier need not necessarily be used, although an appropriate ISO identifier should be used where it is available) in the form NAMESPACE:IDENTIFIER or (ii) a free text description of the Digital Resource

6. Resource Group. The Resource Group element has no value of its own, it is simply a mechanism for the grouping of elements 6.1 to 6.4. This element is conditional; if the flag (Element 4) is set to YES, it is mandatory to include at least one Resource Group in the Reference Descriptive Metadata. A single Release may contain any number of Resource Groups.

   1. Resource Group Identifier: each Resource Group within a Release must be uniquely identified within the Release. The simplest mechanism for identification is a sequential number, particularly if Resource Groups themselves are sequenced, but Resource Groups may also be given titles, so long as each Resource Group Title is unique within that Release¹⁶

   2. Sequenced Resource Group flag: a flag to indicate whether some or all of the Digital Resources in this particular Resource Group are sequenced - in other words, the order in which the Digital Resources included in the Release are presented to the consumer is material. If the flag is set to YES, there must be at least one Sequenced Resource Group (see Element 6.4) within the Resource Group. If the flag is set to NO, there must be at least one Unsequenced Resource Group (see Element 6.3). This is a mandatory element,

   3. Unsequenced Resource Group: a list of unsequenced resources; this takes precisely the same form as Element 5. This is mandatory if Element 6.2 is set to NO; it is optional if Element 6.2 is set to YES.

   4. Sequenced Resource Group: a list of sequenced Resources; this takes the same form as Element 5, with two critical exceptions. (i) The ordering of the resource identifiers within the element is significant (and reflects the order in which the various Digital Resources should be presented to the consumer); (ii) Resource Group Identifiers can themselves be included within a Sequenced Resource Group, thus allowing mandatory sequences of Resource Groups within a Release (as well as the ordering of Resources within with a Resource Group); Resource Groups themselves are referenced in the form ResourceGroup:IDENTIFIER.¹⁷ At least one instance of this element is mandatory if Element 6.2 is set to YES; it is not permitted if Element 6.2 is set to NO.

7. Resource Context: this is an optional element, which is only permitted when a Release is of a single sound recording, although the Release can include other Digital Resources in addition to the sound recording. This Element is used where it is necessary to identify the context (normally an album) from which a track is being released as a single-recording Release; it is used to identify that context. The means of identification of the context is normally a GRid (in the form GRid:NUMBER). Exceptionally, another identifier might be used (in the form NAMESPACE:IDENTIFIER; or, if there is no other option available, a free text description of the context may be used.

8. Release Version Description: where two Releases which contain an almost identical set of Digital Resources need to be distinguished from one another, it may be necessary (or helpful) to include a free text annotation. This is included in the form of a release version description. It is anticipated that this will not often prove to be necessary and its inclusion in Reference Descriptive Metadata is discouraged unless there is no other clear means of distinguishing (from the other elements of the Reference Descriptive Metadata) two Releases which have been assigned different GRids

9. The name of the GRid Issuer

Note that GRid Reference Descriptive Metadata always identifies Recordings using ISRC, never GRid. The Digital Resources contained in a Release may not be defined by reference to the identity of another Release, with the limited exception of reference to the context of their Release (Element 7).

9.3 ISRC Metadata

Although the ISRC Standard (ISO 3901:2001) does not specify a set of Reference Descriptive Metadata for the ISRC, any organisation that intends to issue GRids in compliance with the GRid Standard must also store and maintain in a Metadata Repository a small set of data elements describing each sound and/or music audio-visual recording that is identified with an ISRC and is included in a Release identified with a GRid. The set of Reference Descriptive Metadata for an ISRC is specified in the GRid Standard, and includes the following elements:

1. The unique ISRC that identifies the recording¹⁸

2. The title of the recording. As with the GRid, this is a free text field (but should exclude any annotation that is included in Element 3)

3. Where necessary, a recording version description may be included. This serves the same purpose for the ISRC as the equivalent element (Element 8) in GRid metadata (see Section 9.2 above). However, it is likely to be more frequently necessary in the case of ISRC Reference Descriptive Metadata to differentiate between two very similar recordings

4. The name of the main artist performing on the recording

5. If the ISRC identifies a sound recording, the  date (that is the year of first publication) of the recording in the form (P)YYYY. If the ISRC identifies a music video recording, the © date (that is the year of first publication) of the music audio-visual recording in the form (C)YYYY

[click to enlarge]

Figure 3: Reference Descriptive Metadata for Release 1 illustrated in

6. The duration of the recording, expressed in accordance with ISO 8601:2004¹⁹

7. The medium: whether the recording is a sound recording or a music audio-visual recording

It is highly desirable to support the complete integration of music-related identification systems. Therefore each set of ISRC metadata stored and maintained should include an identifier of the musical work that has been recorded, preferably the ISWC.²⁰This will provide an accessible, authoritative link between a sound recording and the musical work. However, it is recognised that an ISWC is often not available at the point when it is necessary to store and maintain ISRC Reference Descriptive Metadata. It is therefore strongly recommend that the appropriate ISWCshould be added to ISRC Reference Descriptive Metadata when it does become available. However, this cannot be mandatory.

It is anticipated that the Reference Descriptive Metadata set established within the context of the GRid Standard will be incorporated into the next revision of the ISRC (ISO 3901) Figure 3 illustrates (in respect of Release 1 from Figure 2) how the hierarchy of identifiers and their associated Reference Descriptive Metadata combine to provide information about a Release and what it contains.

10 Access to GRid and ISRC Metadata

A major element of the MI3P project (to which GRid owes its origins) was system to system messaging.²¹These messages are the primary mechanism through which electronic music value chain partners exchange metadata. The metadata in these messages is typically much richer than the Reference Descriptive Metadata specified as the Reference Descriptive Metadata for the GRid or for the ISRC. These messages are the mechanism by which the business partners of GRid Issuers gain access to GRid and ISRC Reference Descriptive Metadata. However, it remains a requirement of the GRid Standard that GRid Issuers store and maintain Reference Descriptive Metadata for both GRid and ISRC in an approved Metadata Repository or Repositories.

It will be the responsibility of the International GRid Authority to define the requirements for a GRid Metadata Repository and the processes by which a Metadata Repository may obtain (and maintain) the status of an approved GRid Metadata Repository. The requirements, and associated compliance procedures, are not available for this edition of the GRid Standard Handbook. It is the responsibility of the International GRid Authority to develop and agree with appropriate stakeholders the requirements and compliance procedures in an expeditious manner. In determining the criteria for acceptance as a GRid Metadata Repository, the International GRid Authority shall take into consideration the cost of compliance and any commercial impact on the operator of the prospective GRid Metadata Repository.

It is clearly recognised that GRid Metadata Repositories will, for many GRid issuers, be a subset of a larger metadata repository which has functionality which extends well beyond what is necessary for the management of GRid Reference Descriptive Metadata and/or ISRC Reference Descriptive Metadata. For the avoidance of doubt, the International GRid Authority shall have no authority with respect to the functionality of such GRid Metadata Repositories beyond the scope of their function as a repository for GRid Reference Descriptive Metadata.

Such requirements are likely to include:

1. The functionality of the Metadata Repository itself,

2. Definitions of the processes by which Reference Descriptive Metadata is created and stored within the Metadata Repository

3. Rules governing the circumstances in which Reference Descriptive Metadata may be changed.

Once the requirements have been agreed, the International GRid Authority shall on a regular basis carry out compliance procedures to ensure that all approved GRid Metadata Repositories remain in compliance with this specification. In circumstances where a GRid Metadata Repository is found not to be in compliance with this standard, the International GRid Authority shall require corrective action. The International GRid Authority shall be responsible for publishing from time to time the form of its compliance procedures and the form of corrective actions it would require in the event of non-compliance. In determining the corrective action that is required, the International GRid Authority shall take into consideration the circumstances that led to non-compliance, the cost of implementing the corrective action and the commercial impact on the operator of the non-compliant GRid Metadata Repository. The International GRid Authority has the power to withdraw approval of a GRid Metadata Repository in the event of persistent non-compliance.

The International GRid Authority may, when circumstances justify, publish specific derogations that apply to all operators of GRid Metadata Repositories whereby for limited periods, defined acts which would otherwise be non-compliant are to be regarded as compliant with the GRid Standard. This will ensure that Issuers can remain compliant with the Standard when it has been shown that it must be revised to take into account changing business requirements.

10.1 Alterations to Reference Descriptive Metadata

There are two distinct circumstances in which changes to Reference Descriptive Metadata may be made after storage and maintenance in a Metadata Repository (and without requiring the allocation of a new GRid):

1. Where an error has been made in the metadata

2. In the case of a GRid, where a Digital Resource has changed but the identifier for that Digital Resource as not changed.

Any other changes to Reference Descriptive Metadata are likely to stem from changes which will require the issue of a new GRid or a new ISRC.

11 Administration of the GRid

11.1 The International GRid Authority

A Registration Authority for the GRid, the International GRid Authority, has been appointed as part of the Governance Framework for the GRid System. The International GRid Authority is:

IFPI Secretariat

10 Piccadilly

London W1J 0DD

UK

Tel: +44 (0)20 7878 7900

Fax: +44 (0)20 7878 7950

Email:grid@ifpi.org

The International GRid Authority is responsible (either directly or through delegation to other competent organisations) for:

1. Maintaining the GRid Standard by ensuring that it remains appropriate to those who depend upon it for critical business processes

2. Authorising any proposed amendments to the GRid Standard, particularly those relating to the specification of Reference Descriptive Metadata for GRid and ISRC; details of the process for revising the GRid Standard are contained in Section 12.

3. Convening a group of business and technical experts (the "GRid Experts Panel") from the recording industry to provide advice on the Administration of the GRid.

4. Developing and monitoring the rules for compliance with the GRid Standard and for implementation of corrective measures in cases of non-compliance (including, for example, duplicate assignments or failure to store and maintain Reference Descriptive Metadata)

5. When circumstances justify, publishing specific derogations that apply to all Issuers whereby for limited periods, defined acts which would otherwise be non-compliant are to be regarded as compliant with this standard.

6. Establishing and maintaining requirements for the registration of Reference Descriptive Metadata as defined in the GRid Standard. At the time of writing, these requirements are still in development; in establishing these requirements and in determining the criteria for acceptance as a GRid Metadata Repository, the International GRid Authority shall consult widely with organisations that have already been allocated Issuer codes and will take fully into consideration the cost of compliance and any commercial impact on the operators of the GRid Metadata Repositories.

7. Defining the requirements for GRid Metadata Repositories by approving individual applications to be recognised as a compliant GRid Metadata Repository and monitoring compliance of those GRid Metadata Repositories

8. Implementation of corrective measures in cases of non-compliance with the criteria for operation of a Metadata Repository

9. Promoting the implementation of the GRid worldwide, as an integral element of the implementation of communication standards throughout the global music industry

10. Publishing documentation to support organisations wishing to implement the GRid (including, for example, this Handbook)

11. Administering the necessary systems to support the implementation of GRid (including, for example, the issuing and registration of Issuer Codes)

12. Defining and maintaining whatever financial arrangements may be necessary for the long term support of the GRid.

11.2 The International GRid Registration Agency

The International GRid Authority has appointed RITCO as the International GRid Registration Agency.

RITCO

10 Piccadilly

London W1J 0DD

UK

Tel: +44 (0)20 7878 7900

Fax: +44 (0)20 7878 7950

Email:grid@ifpi.org

RITCO is an associated company of the IFPI. Its delegated responsibilities with respect to GRid are:

1. To provide a mechanism for the application for Issuer Codes

2. To verify the eligibility of applicants for Issuer Codes (including acceptance of the Compliance Agreement)

3. To allocate and communicate unique Issuer Codes to Issuers

4. To maintain an accurate and up-to-date register of Issuer Codes

5. To implement and account for the commercial arrangements for issuing Issuer Codes

6. To monitor compliance with the standard by Issuers.

11.3 Applying for an Issuer Code

An organisation may have as many Issuer Codes as it chooses to apply for, so long as it fulfils the rules of eligibility and makes the relevant payment.

If an applicant organisation is to be provided with an Issuer Code, it must first agree to accept the terms of the Compliance Agreement and complete an on-line application form for each Issuer Code required. The Compliance Agreement can be found on the the GRid website at www.ifpi.org/grid. A nominal fee is charged for each Issuer Code allocated, to contribute to the costs of running the Registration Authority.

Once an applicant has completed an application form, accepted the terms of the Compliance Agreement, and paid the appropriate fee, they will receive an email from the Registration Agency notifying them of the Issuer Code(s) that have been allocated to them. Every effort will be made to allocate an Issuer Code within 24 hours of completion of the application form and payment of the fee.

12 Revision of the GRid Specification

Any party may propose changes to the GRid Standard to the International GRid Authority subject to executing such documentation as is prescribed by the International GRid Authority concerning intellectual property rights associated with that proposal. If the International GRid Authority judges that the proposal (or a variant of it) might achieve consensus amongst members of the GRid Experts Panel, then the proposal shall be entered into the GRid Change Request Register. Where a proposal involves substantive changes, it shall include arrangements for transition and compliance rules to be observed during this period.

Proposals entered into the GRid Change Request Register shall be discussed by the GRid Experts Panel and may be modified as a result of this discussion. When the International GRid Authority judges that consensus has been reached, it shall inform known stakeholders and publish the proposal on the GRid website for public comment during a period of 28 days.

Comments made shall be reviewed by the International GRid Authority and the GRid Experts Panel. The International GRid Authority shall then publish a revised GRid Standard taking into account the comments and advice given by the Experts Panel.

The International GRid Authority shall also publish on its website a response to each comment (or class of comment) made, indicating whether it has been accepted or not.

Appendix A: Use Cases: "Material Change" and other principles of GRid assignment

The following set of use cases has been developed to explain the principles of GRid assignment which are included in the GRid Standard, and in particular to illustrate the concept of "Material Change"; in other words they are meant to explain when a Release should be differentiated from another Release by identifying it with a new GRid. To avoid repetition, in each case it can be assumed that the Record Labels in question are authorised GRid Issuers, and are entitled to issue GRids to the Releases in question [in accordance with the GRid Standard, see Clauses A.4.1 to A.4.3].

The "Material Change" rules, which can be found in Clause 4.8 of the GRid standard, are summarised in the following table, which also provides a guide to the relevant Use Cases

There is a final Use Case which deals with the "bundling" of releases (Use Case A.9.); the Appendix ends with a list of those circumstances in which it is NOT permissible to apply a new GRid to a Release.

A.1 Adding or Deleting a Digital Resource (see Figure A.1.)

Record Label Y compiles and issues a Release containing 5 sound recordings, each identified with an ISRC. It identifies this Release with a GRid (GRID:1).

It subsequently determines that it would like to add the cover art of the album to the Release. In the absence of an alternative standard identifier, it uses a proprietary identification system for the identification of graphics. It calls this graphic YPIC:1. This is a new release and Record Label Y must assign a new GRid to the new Release (GRID:2).

[See GRid Standard, clause 4.8(b): Any change to a Release which involves the addition or deletion of any Digital Resource which the Release contains which is identified with an ISRC is a Material Change.]

Fig A.1.

A.2. Replacing Digital Resource with a Digital Resource bearing a different Identifier (see Figure A.2.)

Record Label X compiles and issues a Release containing 4 sound recordings, each identified with an ISRC. It identifies this Release with a GRid (GRID:3).

It subsequently determines that one of the sound recordings (ISRC:A) should be replaced by an alternative recording of the same song (which has another ISRC, ISRC:B). This is a new Release and Record Label X must assign a new GRid to the new Release (GRID:4).

Note: this rule applies equally to any Digital Resource, not only those identified with an ISRC.

[See GRid Standard, clause 4.8(b): Any change to a Digital Resource identified with an ISRC which, in accordance with the ISRC Standard ISO 3901:2001 and the associated Handbook requires the allocation of a new ISRC to that Digital Resource is a Material Change to any Release containing that Digital Resource; and 4.8(d) The substitution in a Release of a Digital Resource which is identified with an identifier other than an ISRC (including a free text description of the Digital Resource - see Section B.2) is a Material Change if it involves a change of the identifier of that Digital Resource in the Reference Descriptive Metadata. Where it does not involve a change of the identifier used in the Reference Description Metadata, a Material Change exists only if the Issuer considers that it is necessary to distinguish the newly created Release from another Release.]

Figure A.2.

A.3. Replacing a Digital Resource identified with a Resource bearing the same Identifier (see Figure A.3.)

Record Label Y compiles and issues a Release containing 4 sound recordings, each identified with an ISRC. It identifies this Release with a GRid (GRID:5).

It subsequently determines that one of the sound recordings (ISRC:C) should be replaced by an alternative version of the same sound recording, which is 5 seconds shorter than the original version (which under ISRC rules does not require the assignment of a different ISRC). Record Label Y may assign a new GRid (GRID:6) to the new Release, at its discretion.

Note: this rule applies equally to any Digital Resource, not only those identified with an ISRC.

[See GRid Standard, clause 4.8(c): Any change to a Digital Resource identified with an ISRC which, in accordance with the ISRC Standard ISO 3901:2001 and the associate Handbook does not require the allocation of a new ISRC may be a Material Change to a Release containing it. A Material Change exists in these circumstances, only if the Issuer considers that it is necessary to distinguish the newly created Release from another Release; and 4.8(d) The substitution in a Release of a Digital Resource which is identified with an identifier other than an ISRC (including a free text description of the Digital Resource - see Section B.2) is a Material Change if it involves a change of the identifier of that Digital Resource in the Reference Descriptive Metadata. Where it does not involve a change of the identifier used in the Reference Description Metadata, a Material Change exists only if the Issuer considers that it is necessary to distinguish the newly created Release from another Release.]

Figure A.3.

A.4. Single Recording releases and their context (see Figure A.4.)

Record Label X compiles and issues a Release containing a single sound recording (which is identified with an ISRC; ISRC:D). It identifies this "single" Release with a GRid (GRID:7). The same sound recording (identified with the same ISRC) is also contained in an "album" Release (in other words, it is a "track" on that album Release)²², The album Release is, of course, assigned a completely different GRid from the single Release (GRid:8).

Record Label X determines that each of the individual tracks from the album should be made available as individual single-recording Releases. One of these Releases already has a GRid (GRID:7). Record Label X MAY assign a new GRid to this single Release (GRID:9), at its discretion; if it does so, it must record the context (GRID:8) in the Reference Descriptive Metadata.

Record Label X subsequently licences the same recording (ISRC:D) to Record Label Y to include in a compilation album. Record Label Y assigns a GRid to the compilation. (GRid:10).

Record Label Y determines that individual tracks from the compilation album should be made available as individual releases, including the recording ISRC:D. Record Label Y MAY assign a new GRid to this Single Release, at its discretion (GRID:11);²³ if it does so, it must record the context (GRID:10) in the Reference Descriptive Metadata.

Figure A.4.

[See GRid Standard, clause 4.8(e): In the case of a Release which contains only a single Digital Resource, a change in the context in which that Digital Resource is made available may be regarded as representing a Material Change. For example, where the same Digital Resource is contained in two different Releases, but is also made available separately, the Issuer may determine that it is necessary to distinguish the two resultant Releases of the single Digital Resource from each other; see also clause B.2.]

A.5. Sequenced resources (see Figure A.5.)

Record Label X compiles and issues a Release containing 4 recordings, each identified with an ISRC. It includes in the Release 2 photographs of the principal artist; in the absence of a suitable standardised identifier, these photographs are identified with an identification system which is proprietary to Record Label X. It assigns a GRid to this Release (GRID;12).

Record Label X subsequently compiles and issues a Release containing exactly the same 6 Digital Resources; however, in this instance it has determined that some of the Resources should be presented to the end user in a predefined sequence. If it wishes this Release to be identified as a different Release, Record Label X may assign a new GRid to this sequenced Release (GRID:13); if it does so, it must record the sequence in the Reference Descriptive Metadata.

Figure A.5.[Note: there is a deliberate discrepancy between the ordering of the resources in the metadata and the ordering of the resources themselves. This is to make it clear that the ordering of the resources themselves is arbitrary and has no significance in this or any other of the Use Case diagrams in Appendix A]

Record Label X subsequently compiles and issues a third Release containing exactly the same 6 Digital Resources; it has determined that some of the Resources should be presented to the end user in a predefined sequence which is different from the sequence in the second Release. If it wishes this Release to be identified as a different Release, Record Label X may assign a new GRid to this differently sequenced Release (GRID:14); if it does so, it must record the sequence in the Reference Descriptive Metadata. ²⁴

[See GRid Standard, clause 4.8(f): Where the Issuer of the Release considers that the sequence in which Digital Resources are presented to the user is significant, a change in that sequence may be regarded as a Material Change; see also clause B.2.]

[click to enlarge]

Figure A.6.[See note on Fig A.5]

A.6. Sequenced resource groups (see Figure A.6.)

Record Label Y compiles and issues a Release containing 8 recordings, each identified with an ISRC. It includes in the Release 4 photographs of the principal artist; in the absence of a suitable standardised identifier, these photographs are identified with an identification system which is proprietary to Record Label Y. Within the Release it creates two Resource Groups (Resource Group 1 and Resource Group 2), each containing 4 recordings and 2 photographs. These Resource Groups are both sequenced (see Use Case A.6.). It determines that for this Release, Resource Group 1 and Resource Group 2 should themselves be sequenced (with Resource Group 1 always presented to the user before Resource Group 2. Record Label Y assigns a GRid to this sequenced Release (GRid:15), and then records the Resource Group sequence (as well as the sequence of the Resources within each Resource Group) in the Reference Descriptive Metadata.

At the same time, it compiles and issues a Release containing exactly the same set of Digital Resources divided into the same two Resource Groups. Within the Resource Groups, the Digital Resources are sequenced in the same way. However, for this Release it determines that Resource Group 2 should always be presented to the user before Resource Group 1. Record Label Y must assign a new GRid to this differently sequenced (GRid:16), and record the changed Resource Group sequence (as well as the unchanged sequence of the Resources within each Resource Group) in the Reference Descriptive Metadata.

[See GRid Standard, clause 4.8(f): Where the Issuer of the Release considers that the sequence in which Digital Resources are presented to the user is significant, a change in that sequence may be regarded as a Material Change; see also clause B.2.]

A.7. Changes of ownership (see Figure A.7.)

Record Label X acquires from Record Label Y a catalogue of Releases, to each of which Record Label Y has already assigned GRids. Record Label X may immediately issue replacement GRids to any or all of these Releases, at its discretion. It may alternatively continue to use the GRids assigned by Record Label Y (that is, GRids using Record Label Y's Issuer Code). However, when it issues new GRids, Record Label X must use its own Issuer Code.

Figure A.7.

[See GRid Standard, clause 4.8(g): A change of ownership of the intellectual property rights of any of the Digital Resources in the Release, or a change in the distributor of the Release shall not necessarily constitute a Material Change. Such a change of ownership or distribution may be regarded as a Material Change at the discretion of the Issuer currently entitled to issue a GRid to the Release (see Section A.4.3).]

A.8. Errors and omissions (see Figure A.8.)

Record Label Y compiles and issues a Release containing 8 recordings, each identified with ISRC. It assigns a GRid to this Release (GRid:25). It discovers that one element of metadata (for example, the name of the Main Artist) was erroneously entered into the Reference Descriptive Metadata of the Release. It makes a correction to the Reference Descriptive Metadata; Record Label Y may assign a new GRid, at its discretion (GRid:26)

[click to enlarge]

Figure A.8.

[See GRid Standard, clause 4.8(h): The correction of an error in the Reference Descriptive Metadata of (i) a Release or (ii) a Digital Resource contained in a Release shall not normally be regarded as a Material Change.]

A.9. Bundled Releases (see Figure A.9.)

Record Label X Releases two separate album Releases, with multimedia content, and assigns a GRid to each Release (GRID:27 and GRID:28). It subsequently determines that a market opportunity exists to create a new Release combining the content of the two earlier Releases, to which is assigns a new GRid (GRID:29).

In the Reference Description Metadata for GRID:29, there is no reference to GRID:27 or GRID:28; instead the individual Digital Resources are listed afresh (even though identical to the original content of the earlier Releases.

[click to enlarge]

Figure A.9

[See GRid Standard, clause A.2.paragraph 3: A The same Digital Resource can be contained in any number of Releases. A However, the Digital Resources contained in a Release may not contain be defined by reference to the identity of another Release. In other words, Reference Descriptive Metadata for one Release should not refer to the GRid of another Release. There is a limited exception to this rule, with respect to single-recording Releases; see Section 4.8(a) and Section B.2.]

A.10. Circumstances in which a new GRid should never be allocated

In response to specific queries, the following list has been compiled of the circumstances when a new GRid should NOT be allocated. This listing is by nature incomplete; however, we hope it will prove useful in dealing with any ambiguities that may appear to exist in the Standard:

• A GRid should not be assigned to a physical release (eg a CD)

• A GRid should not be assigned to a mixed physical/online Release (eg an enhanced CD with web links for Ringtone downloads) although a GRid can be assigned to the online elements of the mixed Release

• GRids should not be assigned to different codecs or other technical variants of the same bundle of Digital Resources

• A new GRid should not be assigned when the price of a Release changes