The Monitoring List is a new IDA feature designed to alert CMOs when foreign works (works belonging to the repertoire of a sister society) are updated in IDA. Indeed, CMOs usually download foreign works from IDA into their internal database, in order to perform distributions.
Before the Monitoring list, there were two ways for a CMO to keep track of changes made on works in IDA:
- Use the quarterly export of the whole database, made available by the IDA team
- Filter the daily logs to identify the logs that concern the works they are interested in.
None of these options involves a notification in case a right owner’s agreements are updated in IPI (example: resignation from a CMO, new membership, etc).
The idea of the Monitoring List is to receive, for a selection of works, change notifications on specific and selected fields of interest for the CMO. It also includes the tracking of IPI agreements updates and changes (through the synchronization of IDA with the IPI system).
How does it work?
Each CMO :
- has the possibility to create a list of works for which they wish to be notified in case of change or update: for example all foreign works previously downloaded from IDA into their internal database. (Note that updates on works from the CMO’s own repertoire are already covered by enrichment notifications, so the Monitoring List is intended to be mainly focused on works which do not belong to their own repertoire.)
- can choose the fields they wish to track: for example, a CMO can choose to be notified if the title is modified, if a right owner is added, if a share is modified, or if the membership of a right owner in a given work has changed.
- can define the frequency for the notifications.
Once set up, the CMO will be alerted of the changes in its list of works according to the selected parameters. This tool has been designed to help CMOs keep their internal documentation up-to-date so that distributions are as accurate as possible.
The list of monitored works can be updated at any moment, by selecting works upon consulting or exporting them.
There is one monitoring list per CMO: all IDA account holders in a given CMO have access to the same common monitoring list.