OpenText Core Digital Asset Management - ArchivesSpace Integration and Automation

Common Integration Use Cases Between OpenText Core Digital Asset Management and ArchivesSpace

OpenText Core Digital Asset Management is designed to store, organize, govern, and distribute approved digital media such as images, videos, and brand assets. ArchivesSpace is an archival collection management system used by museums, libraries, universities, and cultural institutions to describe, manage, and provide access to archival collections and related metadata. Together, they can support a controlled workflow where archival records are preserved and described in ArchivesSpace while selected digital objects are managed, published, and reused through OpenText Core Digital Asset Management.

• Link archival collection records to approved digital assets

  Direction: ArchivesSpace to OpenText Core Digital Asset Management

  Archivists can maintain collection descriptions, finding aids, and item-level metadata in ArchivesSpace while linking each record to the corresponding image, scan, audio file, or video stored in OpenText Core Digital Asset Management. This gives researchers and internal staff a single path from archival description to the approved digital object without duplicating files across systems. It improves discoverability, reduces broken links, and keeps the archival system focused on metadata rather than file storage.

• Publish selected archival media to public-facing digital collections

  Direction: ArchivesSpace to OpenText Core Digital Asset Management

  When a collection is ready for public access, ArchivesSpace can provide the descriptive metadata and rights status for selected items, and OpenText Core Digital Asset Management can host the approved media for web delivery. This supports museum and library websites, digital exhibits, and online research portals where only curated assets should be exposed. The business value is faster publication of archival content with tighter control over what is shared externally.

• Synchronize rights and access restrictions for sensitive materials

  Direction: Bi-directional

  ArchivesSpace often contains access restrictions, donor conditions, and embargo information, while OpenText Core Digital Asset Management controls asset permissions and distribution. Integrating the two systems allows restriction status in ArchivesSpace to update access rules in OpenText Core Digital Asset Management so staff do not accidentally publish restricted content. This is especially useful for donor restricted collections, personal records, and materials with privacy concerns.

• Use archival metadata to improve asset search and retrieval

  Direction: ArchivesSpace to OpenText Core Digital Asset Management

  Descriptive fields from ArchivesSpace such as collection title, creator, date range, subject terms, and reference codes can be pushed into OpenText Core Digital Asset Management as searchable metadata. This enables communications teams, curators, and researchers to find assets by archival context rather than only by filename or media type. It reduces manual tagging effort and improves reuse of historical content across departments.

• Maintain a master record for digitized archival objects

  Direction: OpenText Core Digital Asset Management to ArchivesSpace

  For digitization programs, OpenText Core Digital Asset Management can serve as the master repository for the digital surrogate, including derivatives, previews, and approved versions. ArchivesSpace can store the archival description and reference the asset identifier from OpenText Core Digital Asset Management. This creates a clean separation between preservation and description, while ensuring archivists and end users can trace each digital file back to its collection record.

• Support digitization workflow handoff from archival processing to media management

  Direction: ArchivesSpace to OpenText Core Digital Asset Management

  As archival materials are processed and described in ArchivesSpace, completed records can trigger the creation of corresponding asset entries in OpenText Core Digital Asset Management for scanned images, transcripts, or audiovisual files. This helps digitization teams move work from appraisal and description into media production and publishing without rekeying metadata. It shortens turnaround time for large backlogs and improves coordination between archivists, digitization vendors, and content managers.

• Track preservation and access derivatives separately from archival description

  Direction: OpenText Core Digital Asset Management to ArchivesSpace

  OpenText Core Digital Asset Management can manage multiple file versions such as preservation masters, access copies, thumbnails, and web derivatives. ArchivesSpace can reference the primary digital object and display only the access copy or public link while preserving the archival context in the finding aid. This is valuable for institutions that need to protect master files while still providing controlled access to usable derivatives.

These integration patterns help institutions connect archival description with digital asset governance, enabling better access, stronger compliance, and more efficient collaboration between archives, communications, and digital content teams.