OpenText Extended ECM - Content Server - ArchivesSpace Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Content Server and ArchivesSpace

OpenText Extended ECM - Content Server is typically used as the enterprise system of record for governed documents, workflows, and records management, while ArchivesSpace is used by archives and special collections teams to manage archival descriptions, finding aids, accession data, and collection-level metadata. Integrating the two platforms helps organizations connect operational content governance with archival discovery and preservation workflows.

1. Transfer approved records and legacy content from OpenText Extended ECM - Content Server into ArchivesSpace

Direction: OpenText Extended ECM - Content Server to ArchivesSpace

When business records, project files, or legacy documents reach retention milestones, approved content can be exported from OpenText Extended ECM - Content Server and ingested into ArchivesSpace as archival descriptions or linked digital objects. This supports long-term preservation and improves access to historically significant materials.

• Automates handoff from active records management to archival stewardship
• Preserves metadata such as creator, dates, retention class, and disposition status
• Reduces manual rekeying and lowers risk of data loss during transfer

2. Synchronize archival metadata with governed content in OpenText Extended ECM - Content Server

Direction: ArchivesSpace to OpenText Extended ECM - Content Server

Archival collection metadata, such as collection title, accession number, box and folder references, and restriction notes, can be synchronized into OpenText Extended ECM - Content Server to support enterprise search and reference workflows. This allows staff outside the archives team to locate and request archival materials without accessing ArchivesSpace directly.

• Improves discoverability of archival holdings across the enterprise
• Supports controlled access to collection metadata in business workflows
• Enables consistent naming and classification across systems

3. Link digitized archival objects stored in OpenText Extended ECM - Content Server to finding aids in ArchivesSpace

Direction: Bi-directional

Digitized photographs, manuscripts, and scanned records can be stored and governed in OpenText Extended ECM - Content Server, while ArchivesSpace maintains the descriptive context and finding aid structure. Each system can reference the other so archivists manage preservation and access in OpenText, while researchers browse contextual descriptions in ArchivesSpace.

• Keeps large digital files under enterprise content controls
• Provides rich archival context for researchers and staff
• Supports secure access rules for sensitive or restricted materials

4. Route archival appraisal and accession approval workflows through OpenText Extended ECM - Content Server

Direction: ArchivesSpace to OpenText Extended ECM - Content Server

Archival accession requests created in ArchivesSpace can trigger review and approval workflows in OpenText Extended ECM - Content Server for legal, compliance, or records management signoff. Once approved, the accession record and related content can be formally captured and governed.

• Creates a controlled approval path for new archival intake
• Involves legal, compliance, and records teams in one process
• Ensures only approved materials move into long-term stewardship

5. Manage restricted archival content with enterprise security and retention controls

Direction: Bi-directional

ArchivesSpace can store descriptive records for restricted collections while OpenText Extended ECM - Content Server enforces document-level security, retention, and audit controls for the underlying files. This is useful for donor restrictions, privacy-sensitive records, or materials with legal hold requirements.

• Separates public description from protected content access
• Applies retention and legal hold policies consistently
• Supports auditability for sensitive archival materials

6. Preserve records lifecycle evidence from OpenText Extended ECM - Content Server in ArchivesSpace

Direction: OpenText Extended ECM - Content Server to ArchivesSpace

Disposition logs, retention decisions, and records classification evidence from OpenText Extended ECM - Content Server can be transferred to ArchivesSpace as part of the archival record for institutional memory. This is especially valuable for universities, public institutions, and regulated organizations that need to document how records were managed before transfer to archives.

• Maintains provenance and chain-of-custody information
• Supports institutional accountability and historical research
• Creates a durable record of records management actions

7. Provide a unified request process for archival materials and supporting documents

Direction: Bi-directional

Researchers or internal staff can submit requests in ArchivesSpace for archival materials, while OpenText Extended ECM - Content Server manages the fulfillment workflow for associated documents, approvals, and delivery tracking. This creates a single operational process for archives staff, legal teams, and business users.

• Improves turnaround time for reference requests
• Tracks fulfillment status and approvals in one workflow
• Reduces email-based coordination between departments

8. Consolidate metadata governance for archival and enterprise content

Direction: Bi-directional

Shared metadata standards, such as creator, date range, subject terms, retention category, and access restrictions, can be governed centrally and applied across both systems. OpenText Extended ECM - Content Server can serve as the operational content hub, while ArchivesSpace uses the same controlled vocabulary and descriptive rules for archival collections.

• Improves metadata consistency across records and archives
• Reduces duplicate taxonomy maintenance
• Enhances search, reporting, and compliance alignment