How to use Archiving for your Catalogue

Archiving lets you remove inactive catalog items from your account without losing their history. Active items (such as releases still live on DSPs or artists linked to active releases) cannot be archived until dependencies are resolved.

Use archiving to keep your catalog organized, reduce billing costs, and focus only on what’s active.

Why Archive?

• Declutter: Hide inactive releases, tracks, or contributors from your main catalog view.
• Reduce billing: Archived items don’t count toward your release thresholds.
• Preserve history: Metadata always remains for reporting, rights, and audits.
• Guardrails included: You’ll see a clear message if you try to archive something that’s still active (e.g. a release still live on DSPs). The message will explain what needs to be done first.

How Archiving Works

• What can be archived:
  • Releases (once taken down from DSPs)
  • Tracks (once not linked to active releases)
  • Artists (once not linked to active releases or active tracks)
  • Contributors (e.g., labels, writers — once not linked to active tracks or releases)
• Button: Items can be archived with the Archive button.
• Filters: Use the Archive Status filter to view Active only, Archived only, or All items.
• History preserved: Metadata always remains, even when audio and artwork are removed after 6 months.
• Email reminder: You’ll receive a notification two weeks before media files are deleted.

Step-by-Step Guide

1. Archive a Release

1. Go to Catalog → Releases.
2. Select the release you want to archive.
3. Click Archive.

2. Archive an Artist

1. Go to Contributors → Artists.
2. Select the artist you want to archive.
3. Click Archive.
4. Confirm

3. Review Archived Items

1. Open the relevant section (Releases, Tracks, Artists, etc.).
2. Apply the Archive Status → Archived only filter.
3. Review all archived items in one place.

4. Bulk Archive Items

If you need to clean up multiple catalog items at once, you can bulk archive them directly from the list view.

1. Open the relevant catalog section (Releases, Tracks, Artists, etc.).
2. Use the checkboxes to select multiple items.
3. Click the Archive button at the top of the list.
4. Confirm your action in the pop-up window.

⚠️ Guardrails still apply: any active items (e.g. releases live on DSPs) cannot be archived until dependencies are resolved.

FAQs

Q: Will archived items still appear on DSPs?

A: Yes. Archiving only removes items from your Revelator workspace, not from DSPs. To archive a release that is live, you must first take it down.

Q: How does billing work for archived items?

A: Archived items only count toward your billing thresholds for the month in which they were active.

• If you archive an item during a given month, it will still be included in that month’s usage.
• From the next billing cycle onward, it will no longer count.

Example: A track archived on September 24 will still appear in September’s threshold, but from October it will no longer contribute to billing.

Q: What happens after 6 months?

A: Audio and artwork files are permanently deleted to save storage. Metadata always remains for reporting, rights, and audits. You’ll be notified by email 2 weeks before file deletion.

Q: Can I unarchive an item?

A: Yes. Use the Archived only filter to find the item, then click Unarchive to restore it to your active catalog.

Q: Can child accounts archive their own items?

A: Yes. Both parent and child accounts can archive their own catalog items.

Q: What happens if I archive an artist or label with portal access?

A: If a contributor is archived, linked portals will lose access to it. (Portal notification is under review for a future version.)