OpenText File 360 - ArchivesSpace Integration and Automation

Common Integration Use Cases Between OpenText File 360 and ArchivesSpace

OpenText File 360 is well suited for secure, governed file sharing and collaboration, while ArchivesSpace is used by archives and special collections teams to manage archival descriptions, finding aids, and collection metadata. Together, they can support controlled collaboration between archivists, records teams, legal, compliance, and external contributors while keeping authoritative archival information organized and accessible.

1. Secure transfer of digitization files from OpenText File 360 to ArchivesSpace

Digitization teams can use OpenText File 360 to upload scanned images, PDFs, and supporting documentation for archival collections, then pass approved files to ArchivesSpace for reference during description and accessioning. This reduces email-based file exchange and ensures only finalized content is attached to archival workflows.

• Direction: OpenText File 360 to ArchivesSpace
• Business value: Faster processing of digitized materials with better control over file versions and access

2. Controlled sharing of finding aid drafts and collection descriptions for review

Archivists can export draft finding aids or collection descriptions from ArchivesSpace and share them through OpenText File 360 with internal reviewers, subject matter experts, or donors for approval. Reviewers can comment on the files without needing direct access to the archival system.

• Direction: ArchivesSpace to OpenText File 360
• Business value: Streamlined review cycles and reduced risk of unauthorized edits

3. External contributor intake for archival materials and documentation

When donors, researchers, or partner institutions need to submit supporting documentation, OpenText File 360 can serve as the secure intake channel. Submitted files such as provenance records, permissions, or contextual notes can then be linked or referenced in ArchivesSpace as part of the collection record.

• Direction: OpenText File 360 to ArchivesSpace
• Business value: Secure external collaboration with a clear audit trail for sensitive materials

4. Preservation of authoritative reference files alongside archival records

ArchivesSpace users can maintain links or references to authoritative documents stored in OpenText File 360, such as acquisition agreements, donor correspondence, restriction letters, and appraisal reports. This keeps sensitive supporting records in a governed repository while preserving their relationship to the archival description.

• Direction: Bi-directional
• Business value: Better record integrity and easier retrieval of supporting evidence during audits or research requests

5. Restricted access workflow for sensitive collections

For collections with privacy, legal, or donor restrictions, OpenText File 360 can be used to distribute restricted files only to approved staff, while ArchivesSpace stores the descriptive metadata and access notes. This supports controlled handling of sensitive content without exposing the underlying files broadly.

• Direction: Bi-directional
• Business value: Stronger compliance and reduced exposure of confidential archival materials

6. Collaboration on accessioning and processing tasks

During accessioning, processing, or backlog reduction projects, teams can exchange inventories, box lists, condition reports, and processing notes through OpenText File 360. Once validated, the final documentation can be used to update ArchivesSpace records more efficiently.

• Direction: OpenText File 360 to ArchivesSpace
• Business value: Faster processing workflows and fewer manual handoffs between teams

7. Audit-ready documentation for archival governance

OpenText File 360 can store controlled copies of policy documents, approval records, and access requests related to archival collections, while ArchivesSpace maintains the collection-level description and restriction context. Together they create a more complete governance record for compliance reviews and internal audits.

• Direction: Bi-directional
• Business value: Improved audit readiness and easier demonstration of policy compliance

These integration patterns are especially valuable for archives, libraries, museums, universities, and public sector organizations that need to balance collaboration with strict control over sensitive records and collection documentation.