Kentico - ArchivesSpace Integration and Automation

Common Integration Use Cases Between Kentico and ArchivesSpace

Kentico is a digital experience platform used to manage websites, campaigns, and personalized content experiences. ArchivesSpace is an archival collection management system used by libraries, museums, universities, and cultural institutions to describe, organize, and provide access to archival materials. Integrated together, they can connect public-facing digital content with authoritative archival records, improving discovery, access, and operational coordination.

1. Publish archival collection guides from ArchivesSpace to Kentico

Data flow: ArchivesSpace to Kentico

Archive teams can maintain collection descriptions, finding aids, and series-level metadata in ArchivesSpace while Kentico automatically publishes selected content to public collection pages. This allows institutions to keep archival descriptions authoritative in one system while delivering a polished, searchable web experience through Kentico.

• Reduces duplicate content entry across systems
• Ensures public pages stay aligned with archival records
• Improves discoverability for researchers and donors

2. Sync archival object metadata to support website search and navigation

Data flow: ArchivesSpace to Kentico

Key metadata such as collection title, dates, subject terms, creators, and access restrictions can be synchronized into Kentico to power website search, filters, and browse pages. This helps users find relevant collections faster and supports more structured digital access to archival holdings.

• Improves search relevance on the public website
• Supports faceted browsing by topic, date, or collection type
• Enables consistent metadata presentation across the site

3. Trigger content updates when archival records change

Data flow: ArchivesSpace to Kentico

When archivists update a finding aid, add a new accession, or change access conditions in ArchivesSpace, Kentico can receive those updates and refresh the corresponding web pages automatically. This is especially valuable for institutions with frequent collection growth or changing access policies.

• Eliminates manual website maintenance
• Reduces risk of outdated public information
• Supports faster publication of newly processed materials

4. Route public inquiries from Kentico to archival staff workflows

Data flow: Kentico to ArchivesSpace

Research request forms, contact submissions, or collection inquiry forms on Kentico can be sent into an archival workflow or linked to relevant records in ArchivesSpace. This helps staff triage requests based on collection context and improves response accuracy.

• Speeds up research request handling
• Connects inquiries to the correct collection or accession
• Improves service quality for patrons and researchers

5. Display access restrictions and usage guidance on public collection pages

Data flow: ArchivesSpace to Kentico

ArchivesSpace often contains authoritative notes about access restrictions, reproduction rules, and handling requirements. Integrating these fields into Kentico ensures that public users see the correct guidance before requesting materials or visiting in person.

• Reduces avoidable staff follow-up
• Improves compliance with donor or legal restrictions
• Sets clear expectations for researchers

6. Create donor and stakeholder-facing collection highlights from archival records

Data flow: ArchivesSpace to Kentico

Selected archival records can feed curated Kentico pages for fundraising, alumni engagement, exhibitions, or institutional storytelling. Communications teams can use archival metadata and descriptions to build campaign pages without needing to manually research collection details.

• Supports development and outreach campaigns
• Helps marketing teams create accurate content faster
• Increases visibility of notable collections

7. Coordinate digital exhibit pages with archival source records

Data flow: Bi-directional

Kentico can host digital exhibits or thematic story pages while ArchivesSpace provides the underlying archival references, item descriptions, and provenance data. In return, exhibit curation decisions or featured item selections can be linked back to archival records for long-term reference and governance.

• Connects storytelling with source documentation
• Supports collaborative work between archivists and web teams
• Improves traceability for curated digital exhibits

8. Standardize collection data governance across archival and web teams

Data flow: Bi-directional

Integration can establish a controlled process where ArchivesSpace remains the system of record for archival metadata, while Kentico manages presentation and audience engagement data such as page views, form submissions, and content performance. This gives leadership a clearer view of both collection management activity and public engagement.

• Clarifies ownership between archival and digital teams
• Improves data consistency and governance
• Enables better reporting on collection visibility and user engagement