Lots of Production Managers will make a CREW Database based on people they've worked with before so they have a shortlist of people to call in a pinch. Casting Directors, directors, producers - do you all do that, too?
Acting : Do You Make Your Own Casting Database? by Karen "Kay" Ross
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Casting agency has me in their database...I'd say that counts more...
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I think they have either a mental or written shortlist for different scenarios. For instance, here in the Southeast, I'm on a couple shortlists for when productions need table readers to fill in. I've been doing that for over a decade. It's fun, pays decent (especially now that they're on Zoom and I don't have to travel to a production office), and means that I'm staying "top of mind" for those casting offices.
And to broaden this concept, that is one of the plights of the actor. To stay "top of mind" for those decision makers. If an actor gets too passive in their career, their agent can lose sight of them, and by extension CDs, directors, producers, etc.
The trick is to organically and authentically stay "top of mind". Actors who pester their agents, or get "icky" on social media by liking and commenting on everything a CD posts are not doing themselves a service. That can look desperate.
And one counterargument for the agent relationship is that when a role comes up that fits your age/race/sex/etc, shouldn't they be querying their own database to make sure no one falls through the cracks? In short, yes, but if the other 4 actors in your category at your agency have the perception that they're more committed and passionate, you might not get one of the coveted audition slots.
Sigh... just another challenge of sustaining a long term career...
I’m not a CD so I don’t but I know someone who does
In the Stage 32's Writer's Room, we were just talking about "bankables", so in a way, being on someone else's list other than a casting agency is a way to build your "tribe". I definitely keep names and contact info of crew and have started to do it with actors as well.
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I keep the numbers and names / emails of the cast and crew for every show I'm in. But that's mostly in case something goes wrong or I need to contact them for the show for some reason.