MediaValet - Axiell Integration and Automation

Common Integration Use Cases Between MediaValet and Axiell

1. Centralized digital asset delivery from MediaValet to Axiell collection records

Data flow: MediaValet ? Axiell

Museums, libraries, and archives can store approved images, videos, exhibition graphics, and promotional files in MediaValet, then push selected assets and metadata into Axiell collection records. This ensures curators and collection managers always reference the latest approved media when documenting objects, exhibitions, or archival materials.

• Reduces duplicate file storage across departments
• Improves consistency between asset files and collection metadata
• Speeds up cataloging and object documentation workflows

2. Preservation-ready asset handoff from Axiell to MediaValet

Data flow: Axiell ? MediaValet

Axiell can serve as the authoritative source for collection metadata and preservation context, while MediaValet stores derivative access copies for marketing, education, and public engagement teams. Integration allows institutions to publish approved versions of collection media into MediaValet with associated rights, descriptions, and usage notes.

• Supports controlled reuse of collection media outside the collections team
• Separates preservation masters from access copies
• Helps enforce rights and usage restrictions across departments

3. Exhibition and campaign asset workflow between curatorial and marketing teams

Data flow: Bi-directional

Curators can identify objects and related media in Axiell, while marketing teams can retrieve approved assets from MediaValet for exhibition promotions, donor campaigns, and educational materials. Updates to captions, rights status, or approved versions can sync back so both teams work from aligned information.

• Improves coordination between collections, communications, and design teams
• Reduces manual re-entry of object descriptions and media details
• Accelerates production of exhibition pages, brochures, and social content

4. Rights-managed public access publishing

Data flow: Axiell ? MediaValet

When Axiell records indicate that an item is cleared for public use, the corresponding media can be automatically published to MediaValet with the correct access controls, expiration dates, and usage restrictions. This is useful for institutions that need to share selected collection assets with external partners, researchers, or the public while maintaining governance.

• Minimizes risk of publishing restricted content
• Automates approval-based sharing of collection media
• Supports compliance with donor, copyright, and licensing requirements

5. Metadata enrichment for digital collections and exhibits

Data flow: Bi-directional

MediaValet?s AI-assisted tagging, facial recognition, and asset metadata can enrich visual content before it is linked to Axiell records. In return, Axiell?s authoritative collection metadata can update asset descriptions, provenance fields, and object identifiers in MediaValet. This creates a more complete and searchable media environment for both operational and public-facing use.

• Improves searchability and discoverability of collection media
• Reduces manual metadata entry for large image and video libraries
• Strengthens data quality across both systems

6. Controlled external sharing for researchers, lenders, and partners

Data flow: MediaValet ? Axiell

Institutions often need to share object images, condition reports, or exhibition materials with lenders, scholars, and partner institutions. MediaValet can manage secure external sharing, while Axiell retains the collection context and record linkage. Integration ensures that shared files remain tied to the correct object or archival record.

• Provides secure access without exposing the full collection system
• Maintains traceability between shared files and source records
• Supports collaboration with external stakeholders under strict access control

7. Digital preservation support for approved media derivatives

Data flow: MediaValet ? Axiell

After media assets are finalized in MediaValet, approved derivatives such as exhibition images, web-ready files, and documentation videos can be transferred into Axiell for long-term preservation and collection context. This helps institutions preserve the operational history of digital content alongside the objects or collections they represent.

• Creates a clear path from production asset to preserved collection item
• Supports long-term access to important digital documentation
• Helps archive the institutional record of exhibitions and programs

8. Workflow automation for asset approval and record updates

Data flow: Bi-directional

When a media asset is approved in MediaValet, the integration can trigger an update in Axiell to attach the approved file to the relevant collection record. Likewise, when Axiell record status changes, such as a rights update or object reclassification, MediaValet can be notified to revise access permissions or asset labels.

• Reduces delays caused by manual handoffs between teams
• Improves governance over approved and restricted content
• Ensures collection records and media libraries stay synchronized