Aviary Platform - ArchivesSpace Integration and Automation

Common Integration Use Cases Between Aviary Platform and ArchivesSpace

Aviary Platform and ArchivesSpace complement each other well in media-rich archival environments. Aviary Platform manages video and audio assets for search, collaboration, and distribution, while ArchivesSpace serves as a professional archival description and collection management system. Together, they can connect digital media access with authoritative archival metadata, improve preservation workflows, and streamline publishing for researchers, curators, and public audiences.

1. Publish archival media from ArchivesSpace into Aviary Platform for access and review

Data flow: ArchivesSpace to Aviary Platform

Archivists can push selected digital objects, such as oral histories, recorded interviews, or event footage, from ArchivesSpace into Aviary Platform for richer media access and collaboration. ArchivesSpace remains the system of record for collection context and description, while Aviary Platform provides media playback, metadata-driven search, and controlled distribution.

• Reduces manual re-entry of descriptive data
• Gives staff and researchers a better media viewing experience
• Supports faster review of newly processed archival recordings

2. Sync descriptive metadata from ArchivesSpace to Aviary Platform for improved media discovery

Data flow: ArchivesSpace to Aviary Platform

Collection-level and item-level metadata from ArchivesSpace can be synchronized into Aviary Platform to improve searchability and organization of audio and video assets. Fields such as title, creator, date, subject, collection identifier, and rights status can be mapped into Aviary Platform metadata to support precise retrieval and filtering.

• Improves discovery across large media collections
• Ensures consistent terminology and archival context
• Helps media teams locate assets without duplicating cataloging work

3. Link preservation masters in Aviary Platform to archival records in ArchivesSpace

Data flow: Bi-directional

Aviary Platform can store or reference preservation-quality media files, while ArchivesSpace maintains the archival record and finding aid context. Integration can create persistent links between the media asset and the related archival description so users can move between the descriptive record and the source media without losing context.

• Supports long-term preservation and access workflows
• Connects media files to their archival provenance
• Reduces risk of orphaned digital assets

4. Automate rights and access control updates for restricted media

Data flow: ArchivesSpace to Aviary Platform

ArchivesSpace often contains restriction notes, access conditions, and rights information that can be used to control how media is exposed in Aviary Platform. When a record is marked restricted or embargoed in ArchivesSpace, Aviary Platform can automatically limit access, hide download options, or route the asset for internal review only.

• Enforces access policies consistently
• Reduces compliance risk for sensitive collections
• Minimizes manual permission management

5. Trigger media processing workflows when archival records are created or updated

Data flow: ArchivesSpace to Aviary Platform

When a new archival record is created in ArchivesSpace, an integration can trigger Aviary Platform workflows to ingest associated media, generate proxies, extract technical metadata, or prepare derivatives for access. This is especially useful for oral history programs, digitization projects, and audiovisual archives with recurring intake processes.

• Speeds up onboarding of new media assets
• Standardizes processing steps across collections
• Reduces dependency on manual handoffs between teams

6. Push updated media identifiers and access URLs from Aviary Platform back into ArchivesSpace

Data flow: Aviary Platform to ArchivesSpace

As media assets are processed, renamed, or republished in Aviary Platform, the resulting asset identifiers, streaming links, or public access URLs can be written back to ArchivesSpace. This keeps archival records current and ensures that finding aids and collection records always point to the latest approved media location.

• Prevents broken links in archival descriptions
• Keeps public access records accurate
• Supports efficient maintenance of large digital collections

7. Coordinate collaborative review of audiovisual assets before archival publication

Data flow: Bi-directional

Archives staff can use ArchivesSpace to identify items ready for publication, while media teams use Aviary Platform to review playback quality, metadata completeness, and access readiness. Status updates can move between both systems so that approved assets are published only after both archival description and media quality checks are complete.

• Improves quality control before public release
• Aligns archival and media production teams
• Creates a clear approval workflow for sensitive or high-value content

These integrations help organizations connect archival description with media management, creating a more efficient workflow for preservation, access, and public delivery of audiovisual collections.