What Is the "Needs Docs" Status?

When a release is moved to Needs Docs, DistroVibe or a store needs additional documents to confirm that you have the necessary rights to distribute and monetize the content.

This status does not necessarily mean there is a problem with your release. It means that additional verification is required before distribution can continue.

Audio Matches

DistroVibe scans submitted audio against music recognition and rights databases.

If your audio closely matches an existing recording, your release may be moved to Needs Docs while we verify your rights to use and distribute the material.

Common reasons include:

• Use of samples from existing recordings

• Use of loops or production elements from third-party libraries

• Use of non-exclusive beats

• Previously released recordings

• Public domain compositions using an existing protected recording

• Audio that closely matches another commercially released track

Acceptable evidence may include:

• A signed agreement from the copyright owner granting you permission to use and commercially distribute the recording

• A valid beat or instrumental license

• A sample clearance agreement

• A license or receipt showing lawful commercial use of a production loop, sample, beat, or sound recording

• Documentation showing that you own or control the matched recording

• Documentation confirming that the matched material is lawfully licensed for commercial distribution

• Other valid documentation demonstrating your rights to distribute and monetize the audio

A purchase receipt alone may not always be sufficient if it does not clearly show the rights granted by the license.

Cover Art Matches

A release may also be moved to Needs Docs if the artwork appears to contain copyrighted, trademarked, or otherwise protected material.

Common reasons include:

• Images or screenshots from movies or television programs

• Celebrity or public figure photographs

• Brand logos

• Trademarked designs

• Artwork taken from websites or social media

• Copyrighted illustrations or photographs

• AI-generated artwork that reproduces protected characters, brands, or other recognizable copyrighted material

Acceptable evidence may include:

• A license or signed agreement from the copyright owner

• Proof that you created and own the artwork

• Proof that you purchased an appropriate commercial license

• Documentation showing that the artwork is in the public domain

• A written explanation of the artwork's origin together with supporting documentation where applicable

Popular or Protected Artist Names

Releases involving well-known artist names may require additional verification.

This helps prevent artist impersonation, unauthorized collaborations, incorrect artist mapping, and misuse of protected names.

Evidence may include:

• A recording agreement signed by the artist

• A featured artist or side artist agreement

• Written authorization from the artist or their authorized representative

• A label agreement confirming your right to distribute the recording

• Documentation demonstrating that you represent or control the relevant artist rights

• Other valid evidence showing that the artist has authorized their participation in the release

DistroVibe may also request additional identity or artist-verification information when necessary.

Cover Songs

If your release contains a cover version of a copyrighted composition, you are responsible for obtaining any licenses required for the territories and services where the release will be distributed. You upload the licence document with the release when you create it.

DistroVibe may request further documentation confirming that the necessary rights have been obtained before approving the release.

Please remember that a cover song license generally applies to the underlying composition.

It does not give you permission to use audio from the original artist's sound recording.

Public Domain Content

A composition being in the public domain does not automatically mean every recording of that composition is free to use.

For example, a classical composition may be in the public domain while a modern orchestra's recording of that composition remains protected by copyright.

If you are distributing public domain material, DistroVibe may request evidence showing:

• The composition is in the public domain

• You created or lawfully obtained the sound recording

• You have the necessary rights to commercially distribute that recording

Previously Released Content

If the same or similar audio has already been released by another distributor, label, artist account, or rights holder, we may request documentation confirming your authority to redistribute it.

Evidence may include:

• Proof of ownership

• A distribution agreement

• A label agreement

• Authorization from the original rights holder

• Documentation showing that the previous release also belongs to you

How to Resolve the "Needs Docs" Status

When your release is moved to Needs Docs, you receive an email and a notification, which may include the reason for the request.

To upload your documents:

1. Go to Music → Catalog and open the affected release (or click Add documents next to it).

2. Open the Documents tab.

3. Optionally add a short note explaining the document, for example "Signed contract with producer".

4. Upload the document. Accepted formats are PDF, JPG, PNG, WEBP, DOC and DOCX.

5. Repeat for each document you need to provide.

Our team will review the uploaded documents and update the release once verification has been completed.

If the documents are sufficient, the release continues through the distribution process.

If more information is required, DistroVibe may request further documentation.

Important

Uploading a document does not automatically guarantee approval.

The documentation must clearly demonstrate that you have the necessary rights to distribute and monetize the content.

Incomplete, unverifiable, altered, or unrelated documentation may be rejected.

Do not submit licenses, agreements, receipts, or other documents that do not apply to the specific content being reviewed.

DistroVibe may perform additional verification when necessary to protect artists, rights holders, digital platforms, and the integrity of the distribution network.