Jan 24 2009
Step Two: Off To Work We Go
Since this is the computer age, I’m guessing that most readers will set up their working files on the computer. Computers are wonderful for keeping track of your permissions projects. I’ll even let you in on a little secret if you promise not to tell your accountant. A simple spreadsheet is an excellent tool for tracking your permissions.
There are as many different ways to format your spreadsheet as there are people reading this post, but these are the columns that I’ve found to be the most useful. Plus, the columns can easily be renamed or rearranged.
Because my typical spreadsheet has thirteen columns I’m going to show the titles of seven of the columns below so you get a general idea of the format. (Note: each term would be in one cell of the spreadsheet, and the width of each column varies.)
Author | Title | Status | Contact Source 1 | Fee, Tax ID Source 1 | Credit Line | Rights Granted |
Hopefully you can now visualize the following list of column headers. After each term I’ll give a brief description of the information that will be filled-in on the spreadsheet. Keep in mind that this is a working spreadsheet, or log, and many of the cells won’t be filled-in immediately. To simplify, I’ll use the term ‘article’ to mean whatever material that is being tracked down for permission.
Page: The page number in the manuscript where the article will be placed.
New/Renew: N or R is used to indicate whether this is a new permissions request or whether the permission was granted in a previous edition.
Rights: Either TEO (this edition only) or AFE (all future editions) will be entered in this column. An explanation of these abbreviations will be discussed in a future post.
Author’s Name: Enter the author’s last name then first name in this cell. Why reverse order? So, if needed, you can easily sort your spreadsheet by this column.
Title: Enter the title exactly as it appears on the article. Be sure to use italics, bold, phonetic marks, etc. This will be invaluable as you work through the permissions process.
Excerpt from: This is a working column and will be deleted at the end of the project. But at this stage, it is helpful to have your source information handy. (If you’re not sure what the source information is, go back and review my post, “The Source. It’s Really Quite Simple…”)
Status: I find this to be a very handy working column. I can keep track of my progress with simple notes, such as “fax 1/23,” or “e-mail 1/23.” This tells me the date a source was contacted, and the method used. I’m always happy when I can enter “closed” in this column because that means I have all the paperwork needed for this permission.
Contact Source 1: At the initial stage of the project, enter in the name of your likely permissions contact. Once you confirm that this is your contact source, you will enter the complete name, address, phone number, and name of your contact person.
Fee, Tax ID Source 1: Once you receive permission for the article, enter the mailing address for the payment, the amount due, and the contact’s tax identification number.
Contact Source 2: You will frequently need to contact more than one source for permission. Enter the appropriate information here.
Fee, Tax ID Source 2: Again, if a payment is due a second source, enter the appropriate information.
Credit line: The actual credit line required by the copyright holder.
Rights Granted: You will fill-in this cell only after you have received permission. This will be explained in future posts.
Notes: Just a handy column to have to jot down notes as you work.
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Here is an actual example of a completed spreadsheet row. This permission was needed for an anthology of plays.
Page: 112
New/Renew: N
Rights: TEO
Author’s Name: Williams, Tennessee
Title: Cat on a Hot Tin Roof
Excerpt from: Signet: New American Library, © 1955 Tennessee Williams, pp. xiii-158
Status: closed
Contact Source 1:
New Directions Publ. Corp.
80 Eighth Ave.
New York, NY 10011
phone: 212-255-0230, fax: 212-255-0231
Attn: Permissions Mgr.
Fee, Tax ID Source 1: Send pay’t to
New Directions Publ. Co., 80 Eighth Ave., New York, NY 10011
$3000 + 2 complimentary copies
Tax ID: 13-######
Contact Source 2: For British Commonwealth, Georges Borchardt, Inc., New York, NY 10022
Fee, Tax ID Source 2: none; British rights not needed
Credit Line: By Tennessee Williams, from CAT ON A HOT TIN ROOF, copyright © 1954, 1955, 1971, 1975 by The University of the South. Reprinted by permission of New Directions Publishing Corp. Sales Territory: U.S./Canadian rights only. For British Commonwealth rights refer to Georges Borchardt, Inc.
Rights Granted: Non-exclusive, non-transferable// English// US & Canada// softcover// this edition only, 12K copies// special editions for disabled// no changes permitted without permission of publisher// contract must be returned within one year// must publish within 2 years// notify if not used// Pay’t due within 90 days of invoice// fee + 2 comp copies//
Notes: none
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Does this seem like a lot of work? It is, and you may not think this is worth the effort. But remember, when you are starting your project, most of the columns will be blank. The columns will be filled-in as you go. As your project progresses, especially if you need multiple permissions, you will appreciate having all this information at your fingertips.
But when it comes to permissions work, don’t fool yourself into thinking this is the great, paperless society. It’s not. In my next post I’ll review some of the non-computer files you will need to create.
© 2009 Anne Wallingford. All Rights Reserved.
