Drupal - Preservica Integration and Automation

Common Integration Use Cases Between Drupal and Preservica

1. Publish archived records and historical content from Preservica into Drupal public websites

Data flow: Preservica to Drupal

Organizations can expose selected archived assets, records, and historical documents stored in Preservica on Drupal-powered public websites, research portals, or digital exhibits. Drupal can present curated metadata, summaries, thumbnails, and access links while Preservica remains the system of record for long-term preservation.

• Supports museums, universities, government archives, and corporate heritage sites
• Reduces manual re-entry of archival metadata into the website
• Improves public access to trusted historical content without compromising preservation controls

2. Automatically archive published Drupal content into Preservica for long-term retention

Data flow: Drupal to Preservica

When Drupal content reaches end of life, such as policy pages, annual reports, press releases, or event records, it can be automatically transferred to Preservica for compliant long-term retention. This preserves the final published version along with key metadata, ensuring the organization can retain an authoritative record.

• Useful for regulated industries, public sector organizations, and legal recordkeeping
• Reduces risk of content loss when Drupal pages are retired or redesigned
• Improves compliance with retention and audit requirements

3. Synchronize metadata so archived assets remain searchable in Drupal

Data flow: Bi-directional

Preservica can send archival metadata such as title, date, subject, retention category, and access status to Drupal, allowing users to search and filter archived content through Drupal interfaces. Drupal can also pass taxonomy terms or content classifications back to Preservica to keep archival records aligned with website structures.

• Creates a consistent information model across public and archival systems
• Improves discovery for internal teams, researchers, and external users
• Reduces duplicate cataloging effort across departments

4. Manage digital exhibits and collections with preserved source assets

Data flow: Preservica to Drupal

For digital exhibitions, collections pages, or knowledge hubs, Drupal can pull preserved master files, images, audio, video, and documents from Preservica to build rich online experiences. Preservica ensures the original files remain protected and immutable, while Drupal handles presentation, storytelling, and user engagement.

• Ideal for cultural institutions, libraries, and educational portals
• Preserves high-value source files while enabling flexible web publishing
• Allows content teams to create new exhibits without duplicating master assets

5. Support records management workflows for content approval and retention

Data flow: Drupal to Preservica

Drupal content workflows can trigger archival actions in Preservica when content is approved, published, expired, or marked for retention. For example, a policy page or regulatory notice can be routed to Preservica once it is finalized, creating a preserved record tied to the published version.

• Strengthens governance over official web content
• Helps legal, compliance, and communications teams work from a shared process
• Ensures archived records reflect the approved version of content

6. Provide secure access to restricted archival content through Drupal portals

Data flow: Preservica to Drupal

Preservica can manage restricted or sensitive archival materials while Drupal serves as the authenticated access layer for staff, researchers, or partners. Drupal can display only the records a user is authorized to see, while Preservica enforces preservation and access controls behind the scenes.

• Useful for internal knowledge portals, legal archives, and research access sites
• Improves user experience without exposing the archive directly
• Supports role-based access and controlled dissemination of sensitive materials

7. Maintain a public-facing record of retired web content and site changes

Data flow: Drupal to Preservica

When Drupal pages are removed during website redesigns, mergers, or content rationalization projects, the final versions can be archived in Preservica with timestamps and contextual metadata. Drupal can then link to the preserved record or display a notice that the content has been archived.

• Provides an audit trail for communications and governance teams
• Reduces risk when content must be removed from the live site but retained for reference
• Supports transparency for public sector and regulated organizations

8. Reuse preserved media and documents across multiple Drupal sites

Data flow: Preservica to Drupal

Enterprises operating multiple Drupal sites can use Preservica as a central preservation repository for approved media, documents, and records. Drupal sites can reference the same preserved assets, ensuring consistent content reuse across business units, regions, or departments.

• Reduces duplication of files across websites
• Improves version control and content consistency
• Supports multi-site governance and centralized digital asset stewardship