OneDrive - ArchivesSpace Integration and Automation

Common Integration Use Cases Between OneDrive and ArchivesSpace

• Digitized archival file transfer from OneDrive to ArchivesSpace
  Teams often scan or receive digitized records in OneDrive during collection processing, then move finalized files into ArchivesSpace as part of the official archival record. This supports a controlled workflow where temporary working files stay in OneDrive for review and editing, while approved preservation copies and descriptive metadata are published in ArchivesSpace for long-term access and discovery.
• Collaborative archival description and review in OneDrive before publication to ArchivesSpace
  Archivists, curators, and subject matter experts can draft finding aids, collection notes, and accession summaries in OneDrive using Microsoft Office co-authoring. Once the content is reviewed and approved, it is transferred into ArchivesSpace for formal cataloging and public or internal access. This reduces version confusion and speeds up cross-functional review cycles.
• Supporting remote archival processing with secure working copies in OneDrive
  Remote staff can use OneDrive to access and annotate inventory spreadsheets, donor correspondence, digitization checklists, and reference images while processing collections offsite. After processing is complete, the structured collection data and approved documentation can be loaded into ArchivesSpace. This improves continuity for distributed teams and keeps processing work aligned with institutional standards.
• Staging accession documentation in OneDrive for controlled ingestion into ArchivesSpace
  When new accessions arrive, intake forms, transfer agreements, and supporting documentation can be stored in OneDrive for internal coordination and legal review. After validation, key metadata and related records are entered into ArchivesSpace to create a traceable accession record. This helps archives teams manage intake efficiently while maintaining a clear audit trail between administrative files and the archival system of record.
• Linking archival records in ArchivesSpace to source documents stored in OneDrive
  ArchivesSpace records can reference source files such as donor agreements, processing notes, or digitization logs stored in OneDrive. This gives archivists and authorized staff quick access to supporting documentation without duplicating files across systems. The result is better record integrity, easier retrieval, and reduced storage duplication.
• Preservation workflow handoff from OneDrive to ArchivesSpace for finalized digital assets
  Digital assets may be temporarily stored in OneDrive during quality control, rights review, or file normalization. Once approved, the final versions are transferred to ArchivesSpace as part of the archival package, with metadata and contextual information captured in the repository. This creates a clear separation between working content and preserved content, improving governance and retention control.
• Cross-team reporting and collection status tracking using OneDrive exports from ArchivesSpace
  ArchivesSpace reports, accession lists, and processing status exports can be delivered to OneDrive for distribution to leadership, development teams, or departmental stakeholders. Teams can then annotate, review, and share these reports in Microsoft 365 without direct access to the archival system. This supports operational reporting, fundraising coordination, and management visibility.