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How to Build an AI-Powered Database for Archival Media Assets

Learn to automate the cataloging of archival photos, videos, and audio. This workflow uses Python, the OpenAI Vision API, and vector embeddings to create a structured, semantically searchable media database.

From How I AI

How I AI: Tim McAleer's AI Workflows for Documentary Filmmaking at Florentine Films

with Claire Vo

How to Build an AI-Powered Database for Archival Media Assets

Tools Used

Cursor

AI-first code editor

Step-by-Step Guide

1

Create an Initial Image Description Script

Use an AI-first code editor like Cursor to write a Python script. The script should take a local image file and submit it to the OpenAI Vision API to generate a general visual description.

Prompt:
Write me a script that submits the jpeg at the root of this workspace to open ai for description. I want just a general visual description of what we can see in the image. Uh, any API credentials you need are in a text file at the root of the folder.
Pro Tip: Start with a simple, single-purpose script to validate the API connection and basic functionality before adding complexity.
2

Enhance Prompts with Embedded Metadata

Modify the script to first extract any available EXIF metadata from the image file (e.g., photographer, date, location). Append this factual metadata to the prompt before sending the image to the AI to act as a guardrail and produce more accurate, fact-based descriptions.

Prompt:
I want you to add a step to this script. I wanna scrape any available metadata from the file first and append that to the prompt.
3

Expand to Video and Audio Processing

For video files, create a process to sample still frames at regular intervals (e.g., every five seconds) and transcribe the audio in chunks using a model like Whisper. Send the collected frame captions and the full audio transcript to a reasoning model to generate a comprehensive summary of the video clip.

Pro Tip: Using a more cost-effective model for initial frame captioning can significantly reduce costs when processing large video files.
4

Implement Semantic Search with Vector Embeddings

To enable advanced discovery, generate vector embeddings for each asset. Use an image model like CLIP for image thumbnails and a text model for the descriptions. Fuse these embeddings together to create a rich, multi-modal representation of the asset.

5

Build a Similarity Search Feature

Use the generated vector embeddings to power a 'find similar' feature in your database. This allows users to select an asset and instantly find all other visually or thematically related items in the collection, moving beyond simple keyword search.

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How to Build an AI-Powered Database for Archival Media Assets | AI Workflows