Keeping licence records:order numbers and PDFs

Nobody enjoys admin, but music records are the kind of admin that saves you real trouble. If a platform flags a video, or a client asks for proof, you want to find it instantly.

What you receive

When you buy a track, you get an email with the download link and a receipt. The receipt is your proof of purchase: it carries the order number, the date and the track. It also links to your order page, where you can download the track again. The terms themselves are on the licence page, which you can save as a PDF from your browser.

Where to keep it

• Save the receipt email as a PDF in the same folder as the track, with a copy of the licence page.
• Forward or label the purchase email so you can search for it later.
• Keep a simple spreadsheet: track, date, order number, and which videos use it.

Link music to videos

The most useful column is "used in". When a question comes up about a specific video, you can look it up and find the matching licence straight away.

Keep it for as long as the video is up

Videos stay online for years. Keep your records at least as long as any video using the music is public.

If something goes wrong

If a claim appears on a video, the licence page says what to do and what to send. Having your order number ready makes it much quicker. Copyright claims explained covers claims in general.

For teams

If several people edit for your channel, keep the records in a shared folder so everyone can find them. Editors should know to use only music from that folder.