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Aviary enables you to import resources in bulk through two methods: OHMS XML Import and Aviary Package Import. If you already have your descriptive metadata, media file paths, and transcript and/or index data packaged into OHMS, then you’ll find OHMS XML Import to be a quick and easy way to upload. If not, don’t worry — Aviary Package Import lets you upload your data through four or fewer spreadsheets for descriptive metadata, media files, transcripts, and indexes.

Adding a New Import

OHMS XML

Prepare your OHMS Files

Aviary allows you to import media files referenced in OHMS XML in two ways: from URLs on the web, or from an HTML media embed code. Your media files should be accessible to Aviary and listed in one of the OHMS XML elements listed in the OHMS-to-Aviary resource mapping.

OHMS metadata mappings can also be found in the OHMS-to-Aviary resource mapping. See “Resource CSV” below for more detail on Aviary descriptive metadata elements.

Import your files

  • To import OHMS XML, select the “New Import” button from the Imports page.

  • Select the OHMS XML Import tab, and click Browse to select your OHMS XML files.


  • Once you've added resources for import, you have the option to set visibility for each file associated with your OHMS XML. Make resources and their associated media, transcript and indexes public or private depending on your needs:

  • Once you've selected your privacy settings, you can either create a new collection or select an existing collection in Aviary where the new resources will be created.

  • Click “Add to Queue” and you will then be redirected to the Manage Imports page, where you should see your import awaiting action. Here you can preview the resources that will be created by your import to check everything looks good to go.

  • When you’re ready to import, click “Start Import” to start your import. This may take quite a while, but the import will run in the background, so it’s okay to move freely about the site while you’re waiting.

  • If your import was successful, the status for your import on the Manage Imports page will say “Complete.” (You may have to refresh the page to see the updated status, if you haven’t navigated away after starting the import.) You should now see your imported resources on the Resources page.

Aviary package

Aviary allows you to import multiple media files at once from a zipped directory on your computer, using URLs for media on the web, or using HTML media embed codes. You can also import any associated transcript or index files, if available. You will need to prepare CSV files as outlined below to import any associated metadata and to tell Aviary where to find your media files. On import, Aviary will create new resources for each row in the Resource CSV and will then associate any connected media files to each resource. It also, optionally allows you to associate any number of  transcripts and/or index files with each media file.

Prepare your media files

Aviary accepts the following file types:

  • Audio: mp3, m4a, ogg, wav, wma

  • Video: mp4, m4v, ogv, webm, wmv, flv


If you are importing files from your local environment, compress them into a single .zip file. (You may find it helpful to organize your files into separate subdirectories for media, transcripts, and indexes before zipping them all into a single file.)

If you are importing media from the Web using URLs or embed codes, follow the instructions below under ‘Media CSV file.’

Prepare your metadata files

Bulk upload using CSV files requires all data to be formatted following the Aviary metadata template (provided as a download from the Imports page). At minimum, you will need to create a CSV file describing your resources and a CSV file describing their corresponding media files. You may also include CSV files describing associated transcript files and index files. Media, transcript, and index files are all connected to the resource through the use of user keys (described in more detail below). These keys are used only for the import process, so they need only be unique for each import. Aviary does not store these temporary keys.

Resource CSV file

Using the template package provided on the Imports page, open the Aviary-resource-csv-template.csv file and enter metadata for your resources, one resource per row. Leave the “aviary ID” blank for now. Aviary IDs will be generated automatically by the system on import. (Note: Custom fields are not yet supported by bulk import.)

  • aviary ID: Leave blank.

  • Resource User Key: [required] Enter an identifier of your choice (unique to this CSV file) to identify the resource. In the Media File CSV you will use this to connect your media files to the resource.

  • Title: [required] The title of your resource

  • Public: [required] Enter ‘yes’ or ‘no’ to let Aviary know how broadly to share the resource. A “public” resource can be found in search results by any public user (i.e., not logged into Aviary). You will have public/private controls for media files, indexes, and transcripts, too. At the resource level, this is how you can allow users to search the descriptive metadata for the resource even if you don’t allow the media, transcript, and/or index to be accessed. A “private” resource will not be found by public users. However, a “private” resource can be seen in search results by registered users (i.e., logged into Aviary). Registered users can see that “private” resources exist and they can contact you to request access to them. If you would like no one to know this resource exists, leave this field blank to make the resource unpublished.

  • Featured: [required] Enter ‘yes’ or ‘no’ to show this resource in the Featured lane of your organization’s homepage and on the collection homepage. If this resource is also “public”, making it featured will make it a candidate to be found on the main Aviary homepage, too.

  • Description: A description of the resource.

  • Date: A date or dates associated with the resource in YYYY-MM-DD format (ex. ‘2009-02-13’). You may specify a date type by entering it in front of the date, followed by a semicolon (ex. ‘created; 2009-02-13’). Enter multiple dates separated by the pipe character (ex. ‘created; 2009-02-13| modified; ‘2015-03-09’)

  • Agent: People or organizations associated with the resource. You may specify a role for each agent by entering it in front of the name, followed by a semicolon (ex., ‘producer; Michelle Obama’). Enter multiple agents separated by the pipe character (ex. ‘interviewer; Studs Terkel| interviewee; Muhammad Ali’).

  • Coverage: Terms related to the geographic or temporal nature of the resource. Specify the type of coverage (‘spatial’ or ‘temporal’) followed by a semicolon before each term. Separate multiple terms with the pipe character (ex. ‘spatial; Kentucky| temporal; 20th century’).

  • Language: The language(s) of the resource. You specify use (‘primary,’ ‘secondary,’ etc.) before the language followed by a semicolon. Separate multiple languages with the pipe character (ex. ‘primary; Chinese| secondary; English’).

  • Format: A free-text description of the format of the audio or video. Separate multiple formats with the pipe character (ex. ‘videocassettes (3/4" U-Matic)| audiocassettes’)

  • Type: The category of the resource. Separate multiple types with the pipe character (ex. ‘oral history| interview’).

  • Subject: Terms about the resource. You may specify a type of subject before the term followed by a semicolon (ex. ‘topical; Owls’). Separate multiple subject terms with the pipe character (ex. ‘Basketball| Coyotes| geographic; Madison, Wi.’).

  • Identifier: An external identifier associated with the resource. Specify the type of identifier before the value and followed by a semicolon (ex. ‘Catalog number; 38496736’). Separate multiple identifiers with the pipe character (ex. ‘LCCN; 2018601597| Barcode; 786936836554’)

  • Relation: A relationship a resource has with other resources or constituent parts. You may specify the type of relationship before the value followed by a semicolon (ex. ‘part of; 2017 National Book Festival’). Separate multiple relations with the pipe character.

  • Source: The work, either print or electronic, from which the resource is delivered.

  • Publisher: The publisher of the resource. Separate multiple publishers with the pipe character.

  • Rights Statement: A free-text statement describing copyright status of the resource. Separate multiple statements with the pipe character.

  • Keyword: Uncontrolled access terms for the resource. Separate multiple keywords with the pipe character.

  • Preferred Citation: The preferred citation for the resource.

  • Source Metadata URI: A link to the source metadata for the resource

  • Duration: The full duration of the resource in HH:MM:SS.


Media CSV

For each resource listed in the resource CSV file, you will describe the associated media files, one per row, in a separate CSV found in the same download package called Aviary-media-csv-template.csv. Leave the “aviary ID” blank for now. Aviary IDs will be generated automatically by the system on import.

  • Media User Key: [required] Enter an identifier of your choice unique to this CSV file. If you are importing associated transcript or index files, you will use this key in other CSV files to connect a transcript and/or index to this file.

  • Resource User Key: [required] Enter the Resource User Key you specified in the resource CSV to connect this file to the resource in Aviary.

  • Public: Enter ‘yes’ or ‘no’ to let Aviary know how broadly to share the media file. If no value is specified, visibility will default to ‘private.’’


Select one of the following fields for each row, depending on your file import method:

  • Path: If you are uploading files from your local environment, enter the path to the unzipped media file, relative to the root directory of the zip file (ex. ‘/aviary-sample-bulk-import-package/media/party.mp4’).

  • URL: If you are importing files from an external location, enter the URL for the media file (ex. ‘https://ia800209.us.archive.org/24/items/WildlifeSampleVideo/Wildlife.mp4’). Make sure this links to the media file itself and not the webpage.

  • Embed: If you are importing the file from an embed code, enter the code (ex. ‘<iframe width="560" height="315" src="https://www.youtube.com/embed/RTfbOR16AR0" frameborder="0" allow="accelerometer; autoplay; encrypted-media; gyroscope; picture-in-picture" allowfullscreen></iframe>’

    • Embed Source: Enter the source that generated the embed code (ex. ‘YouTube’)


Finally, you will specify the order in which your files appear within the resource on Aviary with a sequence number:

  • Sequence #: [required] Enter the order in which the file should appear on the resource’s Aviary page. If only one file is associated with the resource, enter ‘1’.


Transcript CSV [optional]

Aviary currently accepts transcript files in OHMS XML or WebVTT format. If you are importing transcripts, you will describe each transcript file associated with a media file, one per row, in the Transcript CSV. (Currently, transcripts may only be bulk imported at the same time as Resource and Media file import. Bulk import of transcripts and indexes to existing Aviary resources will be available in a future release.)

  • aviary ID: Leave blank

  • Media User Key: [required] Enter the Media User Key you specified in the Media CSV to connect this transcript to the media file in Aviary.

  • Public: Enter ‘yes’ or ‘no’ to let Aviary know how broadly to share the transcript. If no value is specified, visibility will default to ‘private.’’

  • Sequence #: [required] Enter the order in which the transcript should appear with the file on the resource’s Aviary page. If only one transcript is associated with the resource, enter ‘1’.

  • Language: [required] Enter the language(s) of the transcript. Separate multiple languages with the pipe character.

  • Title: Enter a title for your transcript. This title will differentiate multiple transcripts for a single file and appear to your users in the dropdown menu under the Transcript tab on the Aviary resource page.

  • Path: [required] Enter the path to the unzipped transcript file, relative to the root directory of the zip file (ex. /aviary-sample-bulk-import-package/transcripts/wildlife.txt.xml).


Index CSV [optional]

Aviary currently accepts index files in OHMS XML or WebVTT format. If you are importing indexes, you will describe each index file associated with a media file, one per row, in the Index CSV. (Currently, index files may only be bulk imported at the same time as Resource and Media file import. Bulk import of transcripts and indexes to existing Aviary resources will be available in a future release.)

  • aviary ID: Leave blank

  • Media User Key: [required] Enter the Media User Key you specified in the Media CSV to connect this index to the media file in Aviary.

  • Public: Enter ‘yes’ or ‘no’ to let Aviary know how broadly to share the index. If no value is specified, visibility will default to ‘private.’’

  • Sequence #: [required] Enter the order in which the index should appear with the file on the resource’s Aviary page. If only one index is associated with the resource, enter ‘1’.

  • Language: [required] Enter the language(s) of the transcript. Separate multiple languages with the pipe character.

  • Title: Enter a title for your index. This title will differentiate multiple indexes for a single file and will appear to your users in the dropdown menu under the Index tab on the Aviary resource page.

  • Path: [required] Enter the path to the unzipped transcript file, relative to the root directory of the zip file (ex. /aviary-sample-bulk-import-package/transcripts/wildlife.txt.xml).


Import your files

  • On the Imports page, click the “New Import” button.

  • On the “Import Resources” page, select “Aviary Package Import” and then browse and select the CSV files you prepared. If you are importing media files from your local environment, browse and select the zip file you created.

  • Create a new collection or select an existing collection where the new resources will be created.

  • Click “Add to Queue” and you will then be redirected to the Manage Imports page, where you should see your import awaiting action. Here you can preview the first resource of your import to check everything looks good to go.

  • When you’re ready to import, click “Start Import” to start your import. This may take quite a while, but the import will run in the background, so it’s okay to move freely about the site while you’re waiting.

  • If your import was successful, the status for your import on the Manage Imports page will say “Complete.” (You may have to refresh the page to see the updated status, if you haven’t navigated away after starting the import.) You should now see your imported resources on the Resources page.

Undo an import

If you need to undo an import for any reason, you can remove all imported resources and associated files by clicking the “Undo” button on the import’s entry on the Manage Imports page. This removes all resources and associated files listed in the import from your aviary account. Note that if you are making changes to your import files, you will need to remove the old import (with the “Remove” button) and create a new import for the changed files.



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