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AI agent for librarians

Creative Archive Taxonomy Agent

A searchable archive where the right, current asset comes up first.

Creative Archive Taxonomy Agent: what goes in, what the agent does and what you get

What it does

Studios collect thousands of assets with inconsistent names and tags, so people keep using old or wrong versions. This agent reads the archive metadata, lists ambiguous or untagged files, starting with the most used, and proposes tags from the studio's taxonomy based on file content and context. It writes tags to a staging copy, then runs test searches for common requests and checks whether the right, current asset ranks first. When a search brings up the wrong file, it refines the tags or marks old versions as deprecated and tests again. It never merges files when the evidence about their identity contradicts itself. The librarian approves taxonomy changes and merges before anything goes live. Edge case: two files with the same name but different colors are kept separate and flagged.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Archive cleanup run 2 USES A TOOL Read metadata and list ambiguous or untagged files 3 DOES Propose tags from file content and the taxonomy 4 USES A TOOL Write tags to a staging copy of the metadata 5 USES A TOOL Run test searches for common requests 6 CHECKS THE RESULT Does the right, current asset rank first? If not: refine tags or mark deprecated versions. Back tostep 3. 7 YOU APPROVE Librarian approves taxonomy changes and merges 8 RESULT Searchable tagged archive draft delivered
Read the steps as a list
  1. Archive cleanup run
  2. Read metadata and list ambiguous or untagged files
  3. Propose tags from file content and the taxonomy
  4. Write tags to a staging copy of the metadata
  5. Run test searches for common requests
  6. Does the right, current asset rank first?If not: refine tags or mark deprecated versions. Back to step 3.
  7. Librarian approves taxonomy changes and mergesThe agent waits here for your OK.
  8. Searchable tagged archive draft delivered

How it decides

It tags the most-used ambiguous assets first, then runs test searches; when the wrong or deprecated version ranks first, it refines tags and deprecation markers and tests again.

  • Which files first: most-used ambiguous assets.
  • Tag refinement: when test searches rank the wrong file first.
  • Merge or keep separate: never merge on contradictory evidence.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Taxonomy used for tags (default the studio's controlled vocabulary)
  • Test searches run after tagging (default the 50 most common library searches)
  • Usage threshold for prioritizing files (default used 5 or more times in the last year)
  • Merge rule (default never merge unless file hash or source project match)
  • Who approves taxonomy changes (default the librarian)

What keeps you in control

It always asks you first

  • Production taxonomy changes
  • Deleting files

Hard limits

  • Never deletes or merges files without approval.

It stops when

  • Done: test searches pass.
  • Needs a human: conflicting identity evidence.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensDuring a cleanup on January 15 the agent stages tags for 1,240 files. A test search for 'logo white' returns a 2021 file first, so the check fails. The agent tags the 2021 file as deprecated and adds the colorway tag to the current version. The search now returns the current logo first. Librarian Hana Sato approves 3 new taxonomy terms and 18 merges.

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