OpenText Core Case - ArchivesSpace Integration and Automation

Common Integration Use Cases Between OpenText Core Case and ArchivesSpace

OpenText Core Case is designed to manage structured, case-centric work involving content, tasks, and decisions. ArchivesSpace is an archival collection management system used by libraries, museums, universities, and cultural institutions to describe, organize, and provide access to archival materials and related records. Together, they can support operational workflows where active case handling in OpenText Core Case must connect to long-term archival description and preservation in ArchivesSpace.

1. Transfer Completed Case Files to Archival Records

Direction: OpenText Core Case ? ArchivesSpace

When a case is closed in OpenText Core Case, the final case package, including correspondence, approvals, evidence, and decision records, can be transferred to ArchivesSpace as a preserved archival collection or series. This is useful for legal, compliance, HR, public sector, or institutional cases that require long-term retention and future retrieval.

• Automatically package final case documents and metadata
• Create or update archival descriptions in ArchivesSpace
• Preserve audit history and closure details for future reference

Business value: Reduces manual archiving effort, improves retention compliance, and ensures important case records are discoverable after operational closure.

2. Link Active Cases to Existing Archival Holdings

Direction: ArchivesSpace ? OpenText Core Case

During an active investigation, review, or request, users in OpenText Core Case can search ArchivesSpace for related archival materials such as historical files, donor records, policy documents, or prior case references. Relevant archival descriptions or digital object links can then be attached to the active case.

• Search archival collections from within the case workspace
• Attach archival references, finding aids, or digitized objects
• Use historical context to support decisions and investigations

Business value: Improves decision quality and reduces time spent searching across disconnected systems.

3. Preserve Research and Reference Requests as Archival Case Histories

Direction: OpenText Core Case ? ArchivesSpace

Institutions often receive research, access, or reference requests that are managed as cases. Once resolved, the request history, response documents, and supporting correspondence can be archived in ArchivesSpace as part of the institution?s administrative record.

• Capture request details, response timelines, and approvals
• Archive final correspondence and supporting documentation
• Maintain a record of how archival materials were used or accessed

Business value: Supports transparency, institutional memory, and compliance with records retention policies.

4. Route Digitization or Preservation Exceptions for Review

Direction: Bi-directional

When archival materials are being digitized, described, or prepared for transfer, exceptions such as missing metadata, damaged items, rights issues, or incomplete provenance can be opened as cases in OpenText Core Case. Once resolved, the updated metadata or status can be pushed back to ArchivesSpace.

• Open a case when archival description is incomplete or inconsistent
• Assign tasks to archivists, conservators, or rights specialists
• Update ArchivesSpace records after resolution

Business value: Creates a controlled workflow for exception handling and improves the quality of archival records.

5. Manage Access Requests for Restricted Archival Materials

Direction: ArchivesSpace ? OpenText Core Case ? ArchivesSpace

When a user requests access to restricted archival materials, ArchivesSpace can provide the collection reference and restriction details to OpenText Core Case, where the request is reviewed, approved, or denied. The outcome and access decision can then be written back to ArchivesSpace for future reference.

• Capture requestor details and requested collection information
• Route approvals through legal, privacy, or records teams
• Store access decisions and justification in the archival record

Business value: Strengthens governance over sensitive materials and creates a defensible access approval trail.

6. Support Compliance and Audit Reviews with Archived Case Evidence

Direction: ArchivesSpace ? OpenText Core Case

Auditors or compliance teams may need historical evidence from archived collections to validate prior decisions, policy adherence, or institutional actions. ArchivesSpace can supply archival references and supporting records to OpenText Core Case, where they are assembled into a review case with tasks, findings, and approvals.

• Pull archival evidence into a compliance review case
• Track reviewer comments and remediation actions
• Preserve the final audit package for future audits

Business value: Speeds up audit preparation and improves traceability across historical records and active compliance work.

7. Create a Unified View for Institutional History and Current Operations

Direction: Bi-directional

Organizations such as universities, museums, and public institutions often need to connect current operational cases with historical archival context. OpenText Core Case can surface relevant archival descriptions from ArchivesSpace, while ArchivesSpace can retain links to significant operational cases that shaped the record.

• Show related archival collections inside active case files
• Store references to significant cases in archival descriptions
• Enable staff to move between current work and historical context

Business value: Improves institutional knowledge sharing and helps teams make informed decisions based on historical precedent.

Overall, integrating OpenText Core Case with ArchivesSpace is most valuable where active case management and long-term archival stewardship intersect. The combination supports better governance, stronger recordkeeping, and more efficient cross-team collaboration across operational and archival functions.