ArchivesSpace - Papirfly Integration and Automation

Common Integration Use Cases Between ArchivesSpace and Papirfly

ArchivesSpace is a collections and archival management platform used by libraries, museums, universities, and cultural institutions to describe, organize, and provide access to archival materials. Papirfly is a brand asset management and digital content platform used to centralize approved marketing and communication assets, templates, and brand-controlled content. Together, they can support institutions that need to preserve archival content while also producing consistent, approved public-facing materials.

1. Publish archival collection highlights to branded communication assets

Direction: ArchivesSpace to Papirfly

When archivists create or update collection descriptions, selected metadata, images, and summaries can be pushed into Papirfly to support the creation of branded brochures, exhibition flyers, donor updates, and campaign materials. This reduces manual rekeying and ensures communications teams use accurate collection information.

• Archivists maintain authoritative collection records in ArchivesSpace
• Approved highlights are synced into Papirfly as reusable content blocks
• Marketing and communications teams assemble compliant, on-brand materials faster

2. Centralize approved archival imagery for public outreach

Direction: ArchivesSpace to Papirfly

Digitized photographs, scans, and other media linked to archival records can be transferred to Papirfly as approved assets for outreach and promotional use. Papirfly can store derivative versions, crop variants, and branded layouts while preserving the source reference back to ArchivesSpace.

• Archives staff control source metadata and rights information
• Papirfly hosts approved renditions for reuse across channels
• Teams avoid using outdated or unverified images in campaigns

3. Feed exhibition and event content from archival records into branded templates

Direction: ArchivesSpace to Papirfly

Exhibition curators can pull collection descriptions, item titles, dates, and contextual notes from ArchivesSpace into Papirfly templates for posters, web banners, invitations, and social graphics. This improves speed and consistency when launching exhibitions or public programs.

• Collection data becomes structured input for template-driven design
• Curatorial and marketing teams work from the same approved source
• Publication cycles shorten because content is prevalidated

4. Sync rights and usage restrictions into asset governance workflows

Direction: ArchivesSpace to Papirfly

ArchivesSpace often contains rights statements, access restrictions, and donor conditions that should govern how materials are reused. Integrating these fields into Papirfly helps enforce usage rules before an asset is downloaded, shared, or placed into a branded output.

• Rights metadata travels with the asset into Papirfly
• Restricted items can be flagged or hidden from general users
• Communications teams reduce compliance risk and accidental misuse

5. Return publication and campaign references back to archival records

Direction: Papirfly to ArchivesSpace

When archival content is used in a brochure, campaign, exhibition catalog, or digital publication created in Papirfly, the final asset reference, publication date, and usage context can be written back to ArchivesSpace. This creates a documented record of how archival materials were used externally.

• Papirfly captures final asset versions and publication details
• ArchivesSpace retains a usage history for institutional memory
• Archivists can track where and how materials have been published

6. Automate approval workflows for public-facing archival content

Direction: Bi-directional

Draft content created in Papirfly using archival information can be routed back to archivists or collection managers for review before publication. Once approved, the final version can be locked in Papirfly and the approved metadata can be reflected in ArchivesSpace for traceability.

• Archives staff validate historical accuracy and context
• Marketing teams receive faster approvals with fewer revisions
• Both systems maintain a clear audit trail of approved content

7. Support donor, education, and membership communications with curated archival content

Direction: ArchivesSpace to Papirfly

Development, education, and membership teams can use curated archival stories, images, and object descriptions from ArchivesSpace in Papirfly to build targeted newsletters, fundraising appeals, lesson materials, and member updates. This helps non-archival teams access trustworthy content without needing direct system expertise.

• Curated content packages are made available in Papirfly
• Non-specialist teams can self-serve approved archival content
• Institutions increase reuse of collections in outreach and fundraising

8. Create a shared source of truth for collection storytelling and brand-safe reuse

Direction: Bi-directional

ArchivesSpace remains the authoritative system for archival description, while Papirfly becomes the controlled workspace for branded reuse. Integrating the two ensures that collection storytelling, visual assets, and public communications stay aligned, with updates in archival records reflected in downstream materials and usage feedback captured for future reference.

• ArchivesSpace governs archival accuracy and metadata
• Papirfly governs brand consistency and asset distribution
• Cross-team collaboration improves without duplicating content management effort