FTP - ArchivesSpace Integration and Automation

Common Integration Use Cases Between FTP and ArchivesSpace

FTP and ArchivesSpace complement each other well in organizations that manage large volumes of archival content, digitized assets, and metadata. FTP is effective for scheduled, high-volume file movement, while ArchivesSpace serves as a structured archival management system for describing, organizing, and providing access to collections. Integrating the two helps reduce manual file handling, improve metadata consistency, and streamline archival workflows across records, digitization, and preservation teams.

• Bulk ingest of digitized archival files into ArchivesSpace
  

  Direction: FTP to ArchivesSpace

  Digitization vendors or internal scanning teams can deposit large batches of images, PDFs, audio, or video files on an FTP server. Archives staff then use an automated process to import the files and associate them with the correct archival objects or digital objects in ArchivesSpace. This reduces manual upload effort and speeds up processing of large collections.

• Automated transfer of collection exports for preservation and backup
  

  Direction: ArchivesSpace to FTP

  ArchivesSpace can export collection records, finding aids, or metadata packages to an FTP location for downstream preservation systems, institutional repositories, or offsite backup storage. This supports disaster recovery, long-term retention, and compliance requirements by ensuring archival metadata is regularly copied to secure storage.

• Vendor delivery of processed archival assets
  

  Direction: FTP to ArchivesSpace

  External vendors handling digitization, transcription, or media conversion can deliver completed files through FTP in standardized folder structures. ArchivesSpace workflows can then ingest the delivered assets, link them to the correct collection records, and trigger review by archivists. This is especially useful for large projects involving multiple batches and delivery milestones.

• Scheduled exchange of metadata files between archival and records systems
  

  Direction: Bi-directional

  ArchivesSpace can publish metadata extracts to FTP for use by records management, digital preservation, or discovery platforms. In return, those systems can place updated metadata files on FTP for import into ArchivesSpace. This supports coordinated maintenance of collection descriptions, accession data, and item-level metadata across departments.

• Import of legacy archival inventories and accession data
  

  Direction: FTP to ArchivesSpace

  Organizations migrating from spreadsheets, legacy databases, or older archival systems can stage inventory files, accession lists, and container data on FTP for batch import into ArchivesSpace. This is a practical approach for large backlogs or legacy conversions, allowing archives teams to validate files before loading them into production.

• Distribution of finding aids and collection exports to publishing or access platforms
  

  Direction: ArchivesSpace to FTP

  ArchivesSpace can generate EAD, MARC, CSV, or PDF exports and place them on FTP for use by library catalogs, public websites, or content publishing teams. This enables controlled handoff of approved collection descriptions without requiring direct system access, improving governance and reducing publishing delays.

• Cross-team workflow for large media collections
  

  Direction: Bi-directional

  For audiovisual archives, media teams can upload large source files to FTP while archivists manage descriptive records in ArchivesSpace. After review, ArchivesSpace can send back approved metadata, identifiers, or processing instructions to FTP for use by media production or preservation teams. This creates a clear workflow between technical services, archivists, and external partners.

These integrations are most valuable when organizations need reliable batch file movement, structured archival control, and repeatable workflows for digitization, preservation, and access management.