Staff handbook
Contributor guidelines
Keepcase catalogs editions of films and TV shows, not the films and shows themselves. Two copies belong on the same page only if a collector would call them the same thing: same label, same discs, same packaging. When they differ, each gets its own entry.
Three rules
- Enter what is in your hands. Work from the copy itself. If you are going from a listing or a photo, say so in the notes.
- Leave a field blank if you don’t know. A blank can be filled in later. A guess looks like a fact.
- Search before you add. Look the film or show up, check the editions already listed, and try the barcode. If yours is there, improve that entry.
Field by field
- Format
- Tick every format in the box. A combo pack with a 4K disc and a Blu-ray gets both.For example: 4K UHD + Blu-ray
- Edition name
- Only what the packaging calls the edition. Leave it blank for a standard edition; don't repeat the film's title.For example: Limited Edition, 40th Anniversary Edition, Director's Cut
- Label
- The company whose name is on the packaging as its publisher, not the film's original studio (unless they are the same). If a boutique line has its own identity, use the line.For example: Arrow Video, The Criterion Collection, Warner Bros.
- Catalog number
- The label's own number for the edition, usually on the spine or back. Copy it exactly, with its letters and dashes.For example: FCD1234, CC2600BD, AV077
- Series and number in the series
- A numbered or named line the label publishes, and this edition's place in it, which is usually the big number on the spine. Leave both blank if the edition is not part of one.For example: The Criterion Collection, 1000
- Barcode
- All the digits under the bars, including the small ones at each end. If the slipcover or outer box has a different barcode from the case, add both and say where each is.For example: 715515284318
- Release year and exact date
- When this edition first went on sale, not the film's premiere. The year is enough; add the exact date only if you know the day.
- Country of release
- Where this edition was sold, as a two-letter code. It is often different from where the film was made.For example: US, GB, DE, JP
- Packaging and slipcover
- The case the discs sit in. Tick the slipcover box only if your edition was sold with one; a later pressing without it is a separate edition.
- Number of discs or tapes
- Everything in the box, including bonus discs and soundtrack CDs.
- Limited run
- The number of copies made, if the packaging or the label states it. Don't guess.For example: 3000
- Still being made? (when editing)
- Out of print means the label has stopped selling it new. Secondhand copies being easy to find doesn't make it in print.
- Region coding
- What is printed on the case or disc. Use A, B and C for Blu-ray, 1 to 6 for DVD, and Region free only when it says so or you have tested it.
- Disc by disc (when editing)
- One entry for each disc or tape. Take resolution, HDR, aspect ratio, audio and subtitles from the back cover or the disc menu, not from memory or from another edition.For example: Disc 1: 4K UHD, feature film, 2160p, Dolby Vision, 2.39:1
- Related editions (when editing)
- Link editions that are versions of each other: a repressing, a store exclusive, the same edition sold in another country, or the same discs in new packaging. Different restorations are different editions, not related ones.
- Extras and notes
- Facts the structured fields can't hold: who did the transfer and from what, the list of bonus features, booklet contents, known faults. Write it in your own words; don't paste the label's sales copy.
- Photos and scans
- Your own pictures of this exact edition: front, back, spine, slipcover, discs. Shoot straight on, in even light, with nothing covering the art. No stock images, no pictures of a different pressing.
Films, labels and edits
Most films and shows are already here. Add a title only when a search for it, including under its original-language name, finds nothing. Use the title it is best known by in English and put the original in its own field.
Anyone can correct an edition, a film or show, or a label. Your change is live at once and is kept in the entry’s history, so say what you changed and why. If you disagree with someone’s edit, fix it with a note; don’t trade reverts.
New editions show as “Awaiting review” until a moderator has checked them.
Checking other people’s entries
At the bottom of every edition you can vote on the entry. Vote complete and correct only after comparing it with your own copy. Vote needs work when something is missing or wrong, and say what; better still, fix it yourself.
A complete entry has the label, catalog number, barcode, country, release date, packaging, region, disc-by-disc details, and at least a front and back cover. See the entries that need work
Grading your own copies
The condition of a copy in your collection is graded separately from the catalog entry. Read the grading guide