Gearogs Database Rules and Guidelines

Gearogs is a community-driven site, and as such, everyone is welcome and encouraged to contribute. With that in mind, we have a few rules and guidelines that we ask that you familiarise yourself with in this document first.

The following document is divided into two main section – rules, and guidelines. Rules must be followed, guidelines are best practices that should be worked towards. It is derived from the Discogs guidelines. The number in parentheses after the text is the Discogs guideline numbers the text is derived from.

There are some places here where we refer to ‘the object’ to keep it broad and cover all gear types.


  • As long as the rules are followed, the data is valid to be entered. Subsequent edits must improve the data, following the guidelines (best practices).

    • Valid Information - Unlike Discogs, you do not have to have the exact gear in front of you to make a database submisson. However, please ensure the information you're using comes from a legitimate and reputible source, like the manufacturer's website, or a set of high quality images that gives enough detail of the object. Objects can be submitted before the public release date, but the object must already be manufactured. (1.1.1.)

    • Sources of information external to the object itself may be added. External sources of the information (for example websites, word of mouth, books etc) must be declared in the submission notes, explained in the object notes, and be verifiable as far as possible. Website links can be added to the link section in the submission form. Unsubstantiated information may be removed or rejected. (1.1.2.)

    • Gearogs only catalogs objects that have been made available to the general public, either as commercially sold objects, or as free give-aways. This means that custom-built or adapated items are not suitable for submission on Gearogs. (1.1.3.)

    • List any objects that were initially sold as a package (by the company) as one object, no matter what the packaging. Packaged objects that are also made available individually are treated as separate objects. Objects where we are uncertain if they were sold as a package can be entered as separate objects. Objects that are obtained after the sale via a coupon or other method should be entered as individual objects. (1.1.4.)

    • Required Fields For A New Submission - Objects cannot be submitted to the database unless they contain a certain minimum of information. This is indicated by an asterisks on the submission form. The information cannot be submitted until these fields are completed. (1.3.1.)

    • Unique Objects - The databases allow the entering of all versions of a object. In order for these to be accepted, you must provide enough information to distinguish the different versions of a object. It may be important to provide as much information as possible, and any identifiable marks. Note that some differences may not necessarily mean that a separate object should be entered, please ask in the forum if in doubt. (1.4.1.)

    • Unique Objects - If the difference is subtle, you must explain the difference in the notes, or with images, or by any other effective means, in order that future users can tell their versions apart by referring to the entry. (1.4.2.)

    • Conduct Whilst Using The Database - Please be helpful and polite to other people. Do your best to submit according to the guidelines. Take care when altering the data, explain your edits when needed, respect the database, be open to discussion, and ask in the forums regarding any difficult areas if necessary. (1.10.1.)

    • Never submit false objects and updates, objects from memory, etc. Do not curse, lose your temper, call names, or otherwise cause the submission process to be unpleasant or frustrating for others. You should never continue submitting a object or update that you have been advised is incorrect, or flood the site with incorrect or malicious submissions, updates, comments, spam etc., or otherwise attempt to corrupt the data, or cause obstruction to the submission and review processes. Gearogs reserves the right to take whatever action necessary to protect the database and the general Gearogs community from such behavior. (1.10.2.)

    • Please don't do updates just to change the order of data (such as in the format or credit fields). Only do updates to correct or add information. (1.10.3.)

Guidelines (Best Practices)

Capitalization & Grammar

  • The standard Gearogs (and all *ogs sites) rule for text that is not a complete sentence is the First Letter Of Each Word Is Capitalized. All other text (notes, comments etc) should follow standard English capitalization rules. (1.2.1.)

  • Exceptions;

    • Names which have consistently unique letter-casing will be accepted with proof that the artist uses that spelling consistently and intentionally. This also applies to artist name particles (e.g. van, von, di, de, la, etc.), which can be in lower case if the artist spells it that way consistently. (1.2.2.a.)

    • Acronyms, and initialisms should follow what is written on the object, including any punctuation if used. (1.2.2.b.)

    • Abbreviations, contractions and hyphenations should start with a capital letter. The rest of the words capitalization should follow as on the object, except where all caps have been used, which should be turned to lower case. (1.2.2.c.)

    • Intentional capitalization of abstract object or model names can be entered as on the object. An abstract title is defined as a word or series of characters that doesn't have a meaning in any language. (1.2.2.d.)

    • Roman numerals should be entered using standard upper-case letters I, V, X, L, C, D, M (1.2.2.e.)

  • When using a slash between two words, please use a space on either side of it, for example: ABC / XYZ. (1.2.3.)

  • Please explain in the Submission Notes field if your submission lacks required information, or some aspect of the object might bring up questions for someone who doesn't know the object. (1.3.3.)

  • Manufacturing variations should not be counted as a unique object. (1.4.4.)

  • Splitting objects already in the database into unique objects

    • If an object contains multiple versions (for example, different colors, or different country or region versions), the most common version should remain as the existing object, and the less common versions should be split off into new objects. (1.5.2.)

    • If there are multiple different versions of a object, and you only have one of them, only submit the one you have. (1.5.3.)

    • The existing object should be updated after a new version is accepted to the database to make it clear it does not represent the newly added version. (1.5.4.)

    • Do not keep names that are not present on the version of the object you are submitting (when using 'Add One Like This' ). (1.5.5.)

  • Submission Notes - This section must be used to describe your submission or update. For example, on new submissions, you could disclose the source of the information, say you have checked all the links, and describe or explain anything out of the ordinary etc.

  • For edits, please provide a brief description of the edit, and note the source of the information. Please describe anything that may be potentially confusing about your submission. You may also use this section to respond to comments from other users when resubmitting a rejected object, or to clarify information.
  • Good submission notes help greatly in both verifying the information was added or updated correctly, and for the future when reviewing the object history. (1.6.)

Errors, Missing, and Conflicting Information

  • The general principle of entering information into Gearogs is to reflect what is written on the object and user manual as much as possible. When the information printed on the object does not match the actuality of the object, enter the actuality, and outline the error in the object notes field. It is important at all times to communicate the errors and nature of the correction with other users, using the object notes and the submission notes. Any doubts should be discussed in the forum. If the doubt remains, the object should not be updated, but the doubt can be noted in the object notes. (1.7.1.)

  • Titles must be entered as closely as they appear on the object, except where there is a proven error that deviates from the intent of the creator. (1.7.3.)

  • For conflicting information printed on different parts of the object, the most complete and correct version should be chosen. If it is not apparent which is the most complete and correct, the boldest version should be chosen. Any differences must be explained in the object notes. (1.7.5.)

  • Missing or damaged parts - A submission can be made when the submitter possess a object with missing or damaged parts. The submitter must have enough of the object in their possession to reasonably guarantee the basis of the submission is correct. There must be clear object notes and submission notes left stating the missing parts that were not available at the time of submission. External information can be used to fill in missing information in this case, but the submitter must state what information has been externally sourced, and cite the source. The information must be reasonably seen to be accurate; if there is doubt or disagreement, please ask in the Forum. (1.7.6.)

  • All text should be entered using Unicode where applicable. (1.9.1.)

  • Text formatting using HTML or other Text Formatting should not be used in any parts of the object data. (1.9.1.b.)

  • Transcribing graphic design decisions, such as reverse letters, additional punctuation, letter substitution etc, should be avoided. (1.9.3.)


  • (“Names” is a generic description for use with entities such as makers, companies, series, brands, designers, and all other such things)

  • Entering a name that has not already been entered will create a new page listing the objects that name has been listed on. It is important that we try to keep names as organized as possible. If a name has already been added to the database it will appear beneath the field.

  • More than one name can be entered by adding another name field. (2.2.2.)

Naming Conventions

  • Different entities with the same name (for example, two artists named "John B") should be entered as "John B" and "John B (2)". The (2) is not part of the name but is used to distinguish the two names. If you need to create a third, use (3) and so on. Never swap about the suffixes, once an entity is designated a numerical suffix, the entity must remain with that suffix. The suffix has no relation to popularity or historical order. (2.4.1. )

  • For credit names beginning with 'The', the name should be entered as "The Name". (2.4.2.)

Choosing The Primary Name - Transliteration And Different Languages

  • Swapping about primary names should only be done as a last resort, after discussion and a clear need to do it. (2.12.1.)

  • If the entity uses a Latin transliteration of their name on most releases, that should be the Primary Name. (2.12.2.)

  • If an entity's name's native spelling uses non-Latin characters, but the artist is well known in countries which use Latin characters, and has a Latin transliteration of their name, there should be a preference for having that Latin transliteration as the Primary Name. (2.12.3.)

  • Borderline cases must be discussed and reasonably resolved (in the help forums) before any changes are made. Try to take into account the credit's popularity in different countries, how the majority of objects indicate their name, and what will be easiest for the majority of users. (2.12.4.)

  • Compound Names - When an entity is presented as "Name1 (Name2)" or "Name 1 AKA Name 2", the name before the brackets or 'aka' is considered the focal credit and should be credited. (2.13.1.)

  • If the name in brackets, or after 'aka', is an alias then it can optionally be credited on a separate line. If the name in brackets is not a direct alias of the artist, it cannot be added as a credit, but can be mentioned in the notes.

  • Merging Names - You must edit each object if one names being represented by two or more pages. (2.14.1.)

  • Merging Names - Only duplicate names should be merged. Make sure you explain in the Submission Notes what you are trying to achieve. (2.14.2.)

  • Renaming - You must edit each release to rename an entity. (2.15.1.)

  • Normally, listing the main name (usually the largest name, brand, or logo on the release) is sufficient for cataloguing purposes. You can optionally list other names mentioned on the object. Sometimes, the only way to describe a Unique Object is to mention one or more of these names, in this case, it becomes mandatory to add them. (4.1.2.)

Brand and Company Names
  • Please check (using the search function or the drop-down when entering a credit) for slight variations in the name. For example, a printing company credit using Ltd. and Limited are probably the same and should be listed on the same page. Meanwhile, a company with the location specified is a separate company and should be entered on its own page. (4.2.1.)

    • For smaller independent companies, such a variation is usually unintentional, so you can normally adjust the credit or company name to match the existing entry. Please make a note of any adjustments in the release notes and the submission notes. (4.2.1.a.)

    • For larger major companies, (e.g. Disney) any difference may be significant, in terms of defining a separate branch, brand, or company. These should be entered as on the release, unless there is proof that it is simply a variation for the exact same brand or company. (4.2.1.b.)

  • The responsibility is on the user wishing to combine credit or company names to provide proof that the entity they are trying to combine is indeed one and the same. (4.2.2.)

  • If there is no other way of distinguishing two different companies, then the usual (2), (3) etc suffixes should be used. (4.3.5.)



  • We only catalog objects that are or have been available to the general public, either as commercially sold items, or as free give-aways. Please include as much information as possible with the submission to establish the validity of borderline cases. (6.3.)

  • Bootleg, counterfeit, or pirated files are not eligible for submission (6.5.4.)


Notes Field

  • Notes is a free text field. It is used to add any factual, objective notes about the object, or to list information that cannot be entered into other dedicated fields. (11.1.1.)

  • Notes transcribed from the object should be put into clear context and the source stated. (11.1.2.)

  • Normal English grammatical rules apply. (11.1.3.)

  • Do not remove entity names from the Notes when this information is needed to qualify other information that can only be placed into the notes (for example, dates). (11.1.4.)

  • The following items are recommended for adding to the Notes. (11.2.)

    • Note any distinguishing features of the object that may help distinguish it from other versions.
    • Anything unusual or anything that is impossible to enter (for example, different titles on different parts of the object)
    • Note any sources of information aside from the object itself
    • Any additional information

Notes - Forbidden

  • The following items are forbidden from the Notes: (11.3.)

    • Any information that belongs in other specific sections of the object data. The notes can be used to expand on, or refer to, this information, however.
    • Subjective opinions or reviews of the object
    • Promotional language, hype, etc.
    • Excerpts, quotes, or any other material which, if republished, would reasonably be considered a copyright violation.
    • Standard copyright text (for example "Unauthorized copying prohibited" etc) should not be entered unless it differentiates one version of an object from another.



  • Accepted image formats are .jpg, .gif, .png, and .bmp. Up to 10MB in size. (13.1.1.)

  • Images should be good quality, face-on, readable, correctly oriented and free of any copyright, watermark, URL, or other marks. Images should be static, no animated GIFs please. They must be of the exact object they are attached to. (13.1.4.)

  • No images of plain packaging please. For objects enclosed in or including generic artwork, this artwork can be added, but the primary image must be the main object. (13.1.5.)

  • Copyrighted or illegal images will be removed, and the user may be held accountable for their inclusion. (13.1.7.)

  • The images should be unmanipulated. (13.9.2.)

  • Entity logos by themselves are fine to add as an image. Entity pictures with included logos are acceptable as long as the following points are observed: (13.9.4.)

  • The logo doesn't obscure the entity image to any great degree

  • The logo was officially put there e.g. no home made image mashups!
  • Company type images should usually be restricted to logos used by that company. (13.10.)


  • 18.3.1. For the submission of URLs. Only add full URLs with the http:// prefix to this field. Do not add any auxiliary text.

  • 18.3.2. Do not link to review pages, email addresses, shops or online stores, pages that are not directly accessible (for example, that require a log in or payment to view), or poor quality fan pages

*YouTube links are accepted in this field. Recommendations for YouTube video links include gear demos and reviews.