OpenText Core Signature - ArchivesSpace Integration and Automation

Common Integration Use Cases Between OpenText Core Signature and ArchivesSpace

OpenText Core Signature is designed to manage legally binding electronic signatures for business documents, while ArchivesSpace is an archival management system used to describe, preserve, and provide access to archival records and collections. Together, they can support workflows where signed records must be captured, preserved, and made discoverable for long-term institutional use.

1. Preserve Executed Agreements and Deeds in the Archive

Data flow: OpenText Core Signature to ArchivesSpace

After a contract, deed, donor agreement, or authorization form is fully signed in OpenText Core Signature, the final executed PDF and signature audit trail can be transferred to ArchivesSpace as part of the permanent record. This ensures that legally binding documents are preserved alongside related archival metadata, supporting long-term retention and future retrieval.

• Reduces risk of losing final signed versions in email or shared drives
• Creates a trusted archival copy with contextual metadata
• Supports compliance, legal review, and institutional memory

2. Archive Signed Donor and Access Agreements for Collections Management

Data flow: OpenText Core Signature to ArchivesSpace

When donors sign gift agreements, deed of gift forms, or access restrictions through OpenText Core Signature, the signed documents can be automatically attached to the relevant collection or accession record in ArchivesSpace. Archivists can then see the agreement history when processing or providing access to the collection.

• Speeds up donor intake and accession processing
• Ensures access restrictions are documented and easy to verify
• Improves coordination between development, legal, and archives teams

3. Route Archival Release or Reproduction Requests for Signature Approval

Data flow: ArchivesSpace to OpenText Core Signature

When a researcher or internal requester submits a request for reproduction, publication, or restricted-record access, ArchivesSpace can trigger a signature workflow in OpenText Core Signature for required approvals. This is useful when permissions must be granted by a records manager, donor representative, or legal authority before release.

• Formalizes approval for sensitive or restricted materials
• Creates an auditable approval trail
• Reduces manual follow-up and paper-based signoff

4. Link Signed HR or Employment Records to Institutional Archives

Data flow: OpenText Core Signature to ArchivesSpace

Institutions that preserve historical personnel records can send signed employment forms, policy acknowledgements, or separation agreements from OpenText Core Signature into ArchivesSpace for retention. This is especially valuable for universities, museums, and public institutions that maintain archival HR records with defined retention requirements.

• Supports retention of historically significant personnel documentation
• Improves organization of employee records by series or accession
• Helps ensure signed forms are preserved with the correct context

5. Capture Signed Administrative Records for Institutional Governance

Data flow: OpenText Core Signature to ArchivesSpace

Board resolutions, committee approvals, policy signoffs, and governance documents signed in OpenText Core Signature can be archived in ArchivesSpace as permanent administrative records. This allows archivists to preserve the official version of governance documents and associate them with the relevant record group or series.

• Provides a reliable record of institutional decisions
• Improves discoverability of governance documentation
• Supports audit, legal, and historical research needs

6. Maintain Signature Evidence and Audit Trails with Archival Metadata

Data flow: OpenText Core Signature to ArchivesSpace

Beyond the signed document itself, the signature certificate, timestamp, signer identity, and audit trail can be archived in ArchivesSpace as preservation metadata. This is important for records that may need to be validated years later, such as legal agreements, donor restrictions, or compliance documents.

• Preserves evidence needed to prove authenticity
• Strengthens long-term trust in archived digital records
• Supports records management and legal defensibility

7. Trigger Signature Collection for Archival Intake Exceptions

Data flow: ArchivesSpace to OpenText Core Signature

During archival intake, if a collection requires special handling, restricted access approval, or a transfer exception, ArchivesSpace can initiate a signature request in OpenText Core Signature. This enables archivists to collect approvals from donors, department heads, or legal counsel before the material is formally accepted or processed.

• Standardizes exception handling during intake
• Reduces delays caused by manual approval routing
• Improves accountability for restricted or sensitive materials

8. Synchronize Signed Records with Collection-Level Metadata

Data flow: Bi-directional

In more advanced implementations, ArchivesSpace can store descriptive metadata for a record while OpenText Core Signature manages the signing event. Once the document is signed, the final file and signature evidence are returned to ArchivesSpace, and key metadata such as signer, date executed, document type, and retention category can be updated automatically. This creates a complete record lifecycle from approval to preservation.

• Improves consistency between workflow and archival description
• Reduces duplicate data entry across teams
• Creates a more complete and searchable record set

These integrations are most valuable in institutions that need both controlled approval workflows and long-term preservation of signed records, such as universities, museums, government agencies, libraries, and nonprofit organizations.