How to catalog reference videos for video librarians in 2026

A guide for video librarians to catalog reference videos, with steps, tools to consider and common mistakes to avoid.

By XP Daily · 2026-10-18

XP Daily is published by the makers of DaysAid, QuickDictate and YTSort, which are compared here alongside other tools.

Cataloging reference videos starts with gathering titles, lengths and ownership details, then recording the order and details in a place that can be checked later.

Option	How it handles video ordering
Paper list or notes	You rank and record videos by hand
Spreadsheet	You record video details and arrange the list using the information you enter
YTSort	Reorders a YouTube playlist you own by video length, shortest or longest first ^[1]

What you need before you start

Cataloging reference videos takes a clear list of the videos, their details and the reason they are being organized.

A playlist or collection you can manage. Make sure the videos are in a place where the order or notes can be updated when needed.
Video details. Record titles, lengths and any notes that help identify each reference video.
A cataloging goal. Decide whether the main need is finding videos quickly, reviewing a collection or arranging videos in a useful order.
A place to keep records. A paper list, spreadsheet or another cataloging method can hold the information.
A browser if using a browser tool. Add the tool before starting, following its own instructions.

Set aside time before cataloging a large collection. A clear starting list makes it easier to keep the records consistent.

Step by step

These steps work with different cataloging methods, including manual records and browser tools.

Open the reference video collection. Confirm that the videos are available before recording details.
List each video. Write down the title, length and any notes needed to recognize the video later.
Choose the order you need. A short-first order can help when reviewing brief references, while another order may suit a different cataloging goal.
Record important details. Keep the information in one place so the collection can be checked later.
Review the list. Look for missing videos, repeated entries or details that need correction.
Apply the order. Reorder the playlist by hand, or use a tool that does the sorting for you.
Check the final arrangement. Read through the order before using it as a reference list.
Keep records updated. Add notes when videos are added, removed or changed.

For a collection that changes often, a repeatable process helps keep catalog records easier to maintain.

Tools that can do it

Different tools can support different parts of cataloging reference videos.

Paper list or notes. A written list can hold titles, lengths and cataloging notes. This approach depends on manual updates.

A spreadsheet. A spreadsheet can store video details in rows and columns. Check the spreadsheet service's own details for features and limits.

YTSort. YTSort is made by the team that publishes this site. YTSort is one option for arranging a YouTube playlist you own by video length. It reorders a YouTube playlist you own by video length, shortest or longest first. ^[1]

YTSort can sort the full playlist rather than only the videos loaded on screen. ^[1] It shows the before and after order so the arrangement can be checked before applying it. ^[1] It can also sort only videos within a length range and move the rest to the end. ^[1]

YTSort can be used through a bookmark, a browser script, or a Chrome Web Store extension. ^[1] The extension needs Chrome or Edge, and the script version works in any browser, including Firefox, with Tampermonkey, Violentmonkey or Greasemonkey installed. ^[1]

Check each option's details before choosing a cataloging method.

Common mistakes to avoid

Recording too little information. A title alone may not be enough to identify a reference video later, so keep the details needed for the collection.

Sorting before deciding the goal. An order that helps one cataloging task may not help another, so decide what the list needs to do first.

Skipping a review of the final order. Check the arrangement before relying on it as a reference list.

Forgetting ownership details. Confirm which playlists can be changed before trying to reorder them.

Ignoring updates. Reference collections change over time, so revisit records when videos are added or removed.

Frequently asked questions

How can video librarians catalog reference videos?

Video librarians can start by listing each reference video, recording details such as title and length, then choosing an order and a place to keep the records. The right method depends on how the collection will be used and how often the information needs to change.

How can YTSort help catalog YouTube reference videos?

YTSort can reorder a YouTube playlist a user owns by video length, with shortest or longest videos first. ^[1] It can help organize a playlist when video length is the detail that matters for the cataloging task.

Can YTSort check a playlist order before changing it?

Yes. YTSort shows the before and after order so the arrangement can be checked before applying it. ^[1] A manual list or spreadsheet can also be reviewed before the final order is used.

Which browsers work with YTSort?

The YTSort extension needs Chrome or Edge. The script version works in any browser, including Firefox, with Tampermonkey, Violentmonkey or Greasemonkey installed. ^[1] YTSort can also be used through a bookmark. ^[1]

Can YTSort show video length information for a playlist?

YTSort shows total, average, shortest and longest video duration for the playlist. ^[1] It can also export position, title, duration and URL of every video to a CSV file. ^[1] These details can help when reviewing a catalog.

YTSort is free; all install options include the same features. ^[1]

Try YTSort

Sources

YTSort's own description of itself (the product of this site's publisher)