GRPPH titles list template: how to fill it in (free sample)
For a group of published photos, the Office asks for "a list containing the title, file name, and month/year of publication for each photo". It publishes an Excel template for this. Here is how it works, with a filled sample you can download.
Free sample: sample-grpph-titles-list.xlsx. This is the Office's own template, unchanged except for six made up sample rows and the Office's example case number, so you can see the layout. Do not file it. Get a fresh copy of the template from copyright.gov.
What goes in each column
| Column | What to enter | Example from the sample |
|---|---|---|
| Photograph Number | Already numbered 1 to 750 in the template. | 1 |
| Title of Photograph | A title for each photo. The Office says that if you have not chosen one, "you may use the file name that was automatically assigned to that image by the camera". | Sample Blue Ceramic Mug Front |
| File Name of Photograph | The exact file name of the photo you upload. It must match. | Sample-Blue-Ceramic-Mug-Front.jpg |
| Month/Year of Publication | Month and four digit year, like 3/2019. The template says: "DO NOT enter a two digit year". | 1/2025 |
| List of All Group Titles | Filled in by the template: each title followed by a comma, ready to paste into eCO. | Sample Blue Ceramic Mug Front, |
| Missing Information | The template warns here if a title, file name or date is missing. | (blank when complete) |
The Office's seven steps
- Open the template.
- Find your case number at the top of each eCO screen, marked "Case #".
- Enter it where the template says "Insert Case Number Here".
- Enter the title of each photograph.
- Enter the file name of each photograph.
- Enter the month and year of publication of each photograph.
- Save the list as Excel (.xls, .xlsx) or PDF, with the group title and the case number in the file name.
Source: GRPPH help, "Title List" section. The file name rule is explained in Titles list file name.
Things that trip people up
- Dates. One calendar year per published claim. If your photos were published in two different years, that is two claims (GRPPH help). The date you enter is your own decision; the Office explains publication in Circular 42.
- Commas in titles. eCO's titles field separates titles with commas, so a comma inside a title can split it in two. This is our caution, not a written Office rule.
- Accents and symbols. The eCO FAQ says the system "only accepts titles containing Roman letters and/or Arabic numerals" (eCO FAQ).
- CSV. The Office lists Excel and PDF. CSV is not on the list.
Unpublished photos use a different template without the date column: see GRUPH titles list template.
Questions
What format does the GRPPH titles list need?
Excel (.xls, .xlsx) or PDF, according to step 7 of the Copyright Office GRPPH help. CSV is not listed.
How do I write the month and year of publication?
Month and four digit year, for example 3/2019. The template itself says not to enter a two digit year.
Do the file names in the list have to match the photos?
Yes. The GRPPH help says that if they do not match, the Office may ask you to exclude that photo or may refuse registration.
Sources
Skip the spreadsheet
Register My Photos fills in the Office's own titles list, names it with your group title and case number, checks file types and dates, splits claims at 750 photos and makes zips under 500 MB. It runs in your browser and your photos never leave your device.