Monday - ArchivesSpace Integration and Automation

Common Integration Use Cases Between Monday.com and ArchivesSpace

Monday.com is a flexible work management platform used to coordinate projects, workflows, 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 operational work in Monday.com with archival recordkeeping in ArchivesSpace, improving visibility, accountability, and turnaround time across archival and records workflows.

• 1. New archival accession intake and processing workflow

  Direction: Monday.com ? ArchivesSpace

  When a new donation, transfer, or accession request is logged in Monday.com, the integration can create a corresponding accession record or processing task in ArchivesSpace. Archival staff can use Monday.com to track intake steps such as donor communication, legal review, condition assessment, and box-level inventory before the finalized metadata is entered into ArchivesSpace.

  Business value: Reduces manual handoffs, standardizes intake procedures, and gives managers real-time visibility into the status of incoming collections.

• 2. Collection processing task management linked to archival records

  Direction: Bi-directional

  ArchivesSpace can store the authoritative collection description, while Monday.com manages the operational work required to process the collection. For example, when a collection is marked as ?in processing? in ArchivesSpace, Monday.com can automatically generate tasks for arrangement, description, preservation review, digitization, and quality control. Completion updates in Monday.com can then sync back to ArchivesSpace to reflect processing status.

  Business value: Improves coordination between archivists, student workers, and project managers while keeping collection status aligned across systems.

• 3. Digitization project coordination for archival materials

  Direction: Monday.com ? ArchivesSpace

  Teams can manage digitization projects in Monday.com, including scanning schedules, file preparation, rights review, and metadata validation. Once digital surrogates are approved, links, identifiers, or descriptive metadata can be pushed into ArchivesSpace so users can discover the digitized materials from the archival record.

  Business value: Speeds up digitization programs, reduces duplicate data entry, and improves access to digital assets tied to archival collections.

• 4. Reference request and retrieval workflow

  Direction: ArchivesSpace ? Monday.com

  When a researcher request is created or updated in ArchivesSpace, the integration can open a fulfillment task in Monday.com for retrieval, paging, scanning, reproduction, or reading room preparation. Staff can track due dates, assignment, and status in Monday.com while maintaining the request context in ArchivesSpace.

  Business value: Shortens response times, improves service-level tracking, and helps archives teams manage high volumes of patron requests consistently.

• 5. Finding aid publication and review approval process

  Direction: Monday.com ? ArchivesSpace

  Archives teams often need multiple approvals before publishing or revising a finding aid. Monday.com can manage the review workflow across archivists, subject specialists, and compliance stakeholders. After approval, the integration can update the finding aid status in ArchivesSpace or trigger publication steps.

  Business value: Creates a controlled review process, reduces publishing errors, and ensures accountability for content changes.

• 6. Preservation and conservation issue tracking

  Direction: ArchivesSpace ? Monday.com

  If ArchivesSpace records indicate fragile materials, conservation needs, or restricted access conditions, those flags can create action items in Monday.com for preservation staff. Tasks may include rehousing, environmental review, treatment requests, or access restriction follow-up. Once completed, the status can be updated back in ArchivesSpace.

  Business value: Ensures preservation issues are not overlooked and connects descriptive metadata with operational remediation work.

• 7. Grant-funded archival project reporting and milestone tracking

  Direction: Bi-directional

  For grant-funded processing or digitization initiatives, Monday.com can track milestones, deadlines, staffing, and deliverables, while ArchivesSpace holds the collection-level outputs and descriptive records. Progress updates from Monday.com can feed reporting dashboards, and completed milestones can trigger updates to collection records or project documentation in ArchivesSpace.

  Business value: Supports grant compliance, improves executive reporting, and helps institutions demonstrate progress against funded deliverables.

• 8. Records transfer and accession reconciliation

  Direction: Bi-directional

  When institutional records are transferred from departments into archival custody, Monday.com can manage the transfer checklist, approvals, and box reconciliation. ArchivesSpace can store the accession and collection description once the transfer is complete. The integration can compare transfer details against accession records to identify missing boxes, incomplete metadata, or outstanding approvals.

  Business value: Improves chain-of-custody control, reduces accession errors, and creates a more reliable audit trail for institutional archives.