Asana - ArchivesSpace Integration and Automation

Common Integration Use Cases Between Asana and ArchivesSpace

Asana is a work management platform used to coordinate tasks, timelines, dependencies, and cross-functional execution. ArchivesSpace is an archival collection management system used by libraries, museums, universities, and cultural institutions to describe, organize, and manage archival materials and finding aids. Together, they can connect archival operations with project delivery, improving visibility, accountability, and workflow control across collections, digitization, and public access initiatives.

1. Create Asana tasks from new archival processing requests

Data flow: ArchivesSpace to Asana

When a new collection, accession, or processing request is logged in ArchivesSpace, an Asana project or task can be created automatically for the archival team. This helps ensure that intake, appraisal, arrangement, description, and review work is tracked in a structured workflow.

• Automatically assign tasks to archivists based on collection type or department
• Set due dates for processing milestones
• Track status from intake through final description

Business value: Reduces manual follow-up, improves turnaround time for collections processing, and gives managers clear visibility into workload.

2. Sync finding aid publication tasks with project execution

Data flow: ArchivesSpace to Asana

When a finding aid is drafted, revised, or approved in ArchivesSpace, Asana can be used to manage the publication workflow, including editorial review, metadata QA, accessibility checks, and web publishing coordination.

• Create review tasks for metadata specialists and web editors
• Route approvals to supervisors before publication
• Track dependencies between description completion and public release

Business value: Supports consistent publication processes and reduces delays in making archival materials discoverable to researchers.

3. Trigger digitization project work from archival collection priorities

Data flow: ArchivesSpace to Asana

Collections identified in ArchivesSpace as high-priority for digitization, preservation, or exhibit support can automatically generate Asana projects for digitization teams. This is useful when institutions need to coordinate scanning, file naming, quality control, and delivery to downstream systems.

• Create tasks for imaging, metadata entry, and QA
• Assign work by collection box, series, or item group
• Monitor progress against digitization targets

Business value: Aligns archival priorities with production workflows and helps institutions manage digitization at scale.

4. Update archival staff on project milestones and exceptions

Data flow: Asana to ArchivesSpace

Asana can serve as the operational layer for project execution, while ArchivesSpace remains the system of record for archival description. When key milestones are completed in Asana, status updates can be pushed back to ArchivesSpace so archivists know whether a collection is in processing, under review, or ready for publication.

• Reflect processing status changes in ArchivesSpace
• Flag exceptions such as missing materials or incomplete metadata
• Maintain a shared view of collection readiness

Business value: Improves coordination between processing teams and reference staff, reducing confusion about collection availability.

5. Coordinate exhibit and outreach preparation for archival materials

Data flow: ArchivesSpace to Asana

When archival materials are selected in ArchivesSpace for an exhibit, teaching session, or public program, Asana can manage the cross-functional preparation work. This includes rights review, conservation checks, digitization, label writing, and communications planning.

• Create tasks for curators, conservators, and communications staff
• Track deadlines tied to exhibit opening dates
• Manage approvals for sensitive or restricted materials

Business value: Helps institutions deliver exhibits and outreach programs on time while reducing risk around handling and permissions.

6. Manage backlog reduction and collection processing campaigns

Data flow: Bi-directional

ArchivesSpace can identify unprocessed or partially processed collections, while Asana can organize backlog reduction campaigns, sprint planning, and team assignments. As work is completed in Asana, progress can be reflected back in ArchivesSpace to keep collection records current.

• Use ArchivesSpace to identify backlog candidates and collection metadata
• Use Asana to assign work in batches or processing waves
• Track completion rates and team throughput

Business value: Supports strategic backlog reduction, improves resource planning, and provides measurable progress reporting for leadership.

7. Coordinate records review, rights management, and restricted access workflows

Data flow: Bi-directional

For collections requiring legal review, donor restrictions, or privacy screening, ArchivesSpace can store the collection context while Asana manages the review workflow across legal, compliance, and archival teams. Decisions and status updates can then be synchronized back to ArchivesSpace.

• Create review tasks for restricted series or sensitive items
• Track approvals, redactions, and embargo decisions
• Update access notes or restriction status after review

Business value: Strengthens compliance, reduces access risk, and creates a documented review trail for sensitive archival materials.

8. Support collection-level service requests and internal fulfillment

Data flow: ArchivesSpace to Asana

When researchers, faculty, or internal stakeholders request scans, reference pulls, or collection support, ArchivesSpace can provide the collection context and Asana can manage the fulfillment workflow. This is especially useful for institutions handling high volumes of service requests.

• Create tasks for retrieval, scanning, and delivery
• Assign requests to the appropriate archival or reference staff
• Track service-level deadlines and completion status

Business value: Improves request handling, shortens response times, and gives staff a clear operational queue for fulfillment work.