OpenText Cloud Fax - ArchivesSpace Integration and Automation

Common Integration Use Cases Between OpenText Cloud Fax and ArchivesSpace

OpenText Cloud Fax provides secure, compliant fax transmission for organizations that still rely on fax for regulated document exchange. ArchivesSpace is an archival management system used by libraries, museums, universities, and cultural institutions to describe, manage, and provide access to archival collections and records. Together, they can support controlled intake, preservation workflows, and secure communication around archival materials.

1. Secure fax intake of donor records and accession paperwork into ArchivesSpace

Data flow: OpenText Cloud Fax to ArchivesSpace

When donors, legal representatives, or partner institutions submit accession forms, transfer agreements, or deed-of-gift documents by fax, OpenText Cloud Fax can capture the inbound fax and route the PDF or TIFF file into the ArchivesSpace accession workflow. Staff can then attach the document to the appropriate accession record, reducing manual scanning and indexing.

• Improves intake speed for paper-based submissions
• Creates a consistent digital record for accession files
• Supports compliance and auditability for legal transfer documentation

2. Fax-based request submission for archival reproductions and reference services

Data flow: OpenText Cloud Fax to ArchivesSpace

Researchers, attorneys, or government agencies that still submit formal requests by fax can send reproduction requests, permissions forms, or restricted-access inquiries through OpenText Cloud Fax. The faxed request can be routed to staff and linked to the relevant collection or resource record in ArchivesSpace for tracking and response management.

• Supports users who require fax as an approved communication channel
• Centralizes request documentation with collection records
• Helps staff manage turnaround times and service-level expectations

3. Automated outbound faxing of access approvals, permissions, and release forms

Data flow: ArchivesSpace to OpenText Cloud Fax

ArchivesSpace staff can generate approval letters, rights statements, or restricted-use release forms and send them through OpenText Cloud Fax to external stakeholders. This is useful when institutions need a secure, documented delivery method for legally sensitive correspondence related to archival access or reproduction permissions.

• Ensures delivery confirmation for sensitive communications
• Reduces reliance on manual printing and mailing
• Creates a traceable communication history for compliance purposes

4. Preservation of faxed legal and administrative records as archival evidence

Data flow: OpenText Cloud Fax to ArchivesSpace

Institutions often receive faxed legal notices, contracts, grant agreements, or administrative approvals that become part of the permanent record. OpenText Cloud Fax can automatically forward these documents into ArchivesSpace as part of a records intake or accession process, preserving them alongside related archival descriptions and provenance notes.

• Supports long-term retention of official correspondence
• Improves provenance tracking for institutional records
• Reduces risk of losing critical paper-based evidence

5. Fax-enabled workflow for restricted collections and sensitive donor communications

Data flow: Bi-directional

For collections involving privacy, donor restrictions, or legal review, staff may need to exchange signed forms and clarifications with external parties by fax while maintaining a complete internal record in ArchivesSpace. OpenText Cloud Fax handles the secure transmission, while ArchivesSpace stores the related correspondence, notes, and status updates for the collection or accession.

• Supports sensitive workflows where email is not preferred
• Maintains a complete chain of communication
• Helps staff coordinate across archives, legal, and compliance teams

6. Routing faxed appraisal and transfer documentation to archival processing teams

Data flow: OpenText Cloud Fax to ArchivesSpace

During collection appraisal or transfer from a department, institution, or external custodian, supporting documents such as inventories, transfer manifests, and signed approvals may arrive by fax. These can be automatically associated with the relevant accession or resource in ArchivesSpace so processors can review the full context before arrangement and description begin.

• Speeds up accession review and processing
• Improves completeness of transfer documentation
• Helps archivists work from a single source of truth

7. Secure fax distribution of archival policies, forms, and finding aid requests

Data flow: ArchivesSpace to OpenText Cloud Fax

ArchivesSpace can serve as the source for standardized forms and policy documents such as donor questionnaires, reproduction request forms, or access policy acknowledgments. When a requester needs a faxed copy, staff can send the document directly through OpenText Cloud Fax, ensuring the recipient receives the correct version and the institution retains transmission records.

• Standardizes outbound document distribution
• Reduces version control issues
• Provides delivery confirmation for administrative records

Overall, integrating OpenText Cloud Fax with ArchivesSpace helps archival institutions manage fax-dependent workflows more efficiently while preserving a reliable record of intake, access, permissions, and administrative correspondence.