Brandfolder - ArchivesSpace Integration and Automation

Common Integration Use Cases Between Brandfolder and ArchivesSpace

Brandfolder is a digital asset management platform used to organize, govern, and distribute approved brand content. ArchivesSpace is an archival collection management system used by libraries, museums, universities, and cultural institutions to describe, preserve, and provide access to archival materials. Together, they can support a controlled workflow where archival records, digitized assets, and public-facing content are managed in ArchivesSpace and distributed through Brandfolder for internal teams, partners, or approved external audiences.

1. Publish digitized archival assets from ArchivesSpace to Brandfolder for controlled reuse

Direction: ArchivesSpace to Brandfolder

When archival materials are digitized and described in ArchivesSpace, the associated files can be pushed into Brandfolder as approved assets for marketing, communications, education, or exhibit teams. Metadata such as collection name, creator, date, rights status, and item description can be mapped into Brandfolder fields to preserve context and improve searchability.

• Reduces duplicate file storage across departments
• Gives non-archivists access to approved digital assets without exposing the full archival system
• Improves discoverability of historical images, documents, and media for campaigns and publications

2. Sync rights and usage restrictions from ArchivesSpace to Brandfolder

Direction: ArchivesSpace to Brandfolder

ArchivesSpace often contains rights statements, access restrictions, and donor or licensing notes that determine how materials may be used. These fields can be synchronized into Brandfolder so that users see clear usage guidance before downloading or sharing an asset. Assets can also be tagged or restricted in Brandfolder based on archival rights status.

• Helps prevent unauthorized use of restricted archival content
• Supports compliance with donor agreements and copyright requirements
• Reduces manual review by archivists and legal teams

3. Update archival records when Brandfolder assets are edited or replaced

Direction: Brandfolder to ArchivesSpace

If a digitized asset in Brandfolder is corrected, cropped, reprocessed, or replaced with a higher-resolution version, the updated file information can be sent back to ArchivesSpace to keep the archival record current. This is especially useful when Brandfolder serves as the working distribution layer and ArchivesSpace remains the authoritative descriptive record.

• Maintains consistency between the public archive record and the distributed asset library
• Ensures archivists can track the latest approved derivative or master file
• Supports version control for digitization and preservation workflows

4. Create Brandfolder collections from ArchivesSpace finding aids or series structures

Direction: ArchivesSpace to Brandfolder

ArchivesSpace hierarchical structures such as collection, series, subseries, and item-level descriptions can be used to automatically create matching collections or folders in Brandfolder. This allows teams to browse assets in a structure that mirrors the archival arrangement, making it easier to locate related materials for exhibits, publications, or internal requests.

• Preserves archival context in a user-friendly asset portal
• Speeds up asset retrieval for project teams
• Reduces manual folder creation and metadata entry

5. Route approved archival assets into Brandfolder for exhibit and campaign workflows

Direction: ArchivesSpace to Brandfolder

When an archivist marks an item as approved for public use in ArchivesSpace, the integration can automatically publish the asset to a designated Brandfolder collection for exhibit designers, content teams, or agency partners. Supporting metadata and usage notes can be included so downstream users know how the asset may be used and credited.

• Shortens turnaround time for exhibit and campaign production
• Creates a clear approval gate before assets are distributed
• Improves collaboration between archives, marketing, and creative teams

6. Push Brandfolder usage analytics back into ArchivesSpace for collection prioritization

Direction: Brandfolder to ArchivesSpace

Usage data from Brandfolder, such as downloads, views, and frequently accessed assets, can be sent back to ArchivesSpace to help archivists understand which collections or items are most in demand. This information can guide digitization priorities, metadata enrichment, and preservation planning.

• Supports data-driven digitization decisions
• Helps identify high-value collections for outreach or exhibit planning
• Improves resource allocation for archival operations

7. Synchronize descriptive metadata updates across both platforms

Direction: Bi-directional

When archivists update titles, dates, subject terms, or creator information in ArchivesSpace, those changes can flow into Brandfolder so users always see current and consistent descriptions. In some workflows, Brandfolder asset tags or custom fields may also be updated by content managers and then pushed back to ArchivesSpace for alignment.

• Reduces metadata drift between systems
• Improves search accuracy and content governance
• Supports a single, consistent description of archival assets across teams

8. Automate request fulfillment for archival assets through Brandfolder

Direction: Brandfolder to ArchivesSpace, with approval and status updates back to Brandfolder

Internal users can request archival assets from Brandfolder, while the integration checks ArchivesSpace for availability, rights status, and descriptive details. If an item requires review, the request can be routed to archivists for approval. Once approved, the asset is delivered through Brandfolder and the request status is updated for the requester.

• Creates a structured intake and approval process for asset requests
• Reduces email-based back-and-forth with archive staff
• Improves service levels for internal stakeholders needing historical content

These integrations are especially valuable for universities, museums, libraries, and cultural institutions that need to balance archival control with easy access to approved digital assets for communications, exhibitions, education, and public engagement.