OpenText Identity and Access Management - ArchivesSpace Integration and Automation

Common Integration Use Cases Between OpenText Identity and Access Management and ArchivesSpace

1. Single Sign-On for Archivists, Curators, and Researchers

Data flow: OpenText Identity and Access Management ? ArchivesSpace

Use OpenText Identity and Access Management to provide centralized single sign-on access to ArchivesSpace for internal staff and approved external users. This reduces password fatigue, simplifies onboarding and offboarding, and ensures users access only the archival functions aligned to their role.

• Archivists log in once to manage collections, descriptions, and digital object records.
• Researchers and guest users access approved public or restricted interfaces through controlled authentication.
• IT teams manage access policies centrally instead of maintaining separate ArchivesSpace credentials.

2. Role-Based Access Control for Archival Workflows

Data flow: OpenText Identity and Access Management ? ArchivesSpace

Integrate identity roles from OpenText Identity and Access Management with ArchivesSpace permissions to enforce least-privilege access across archival operations. This is especially useful in institutions where different teams handle accessioning, description, preservation, and public access.

• Collection managers can edit accession records while reference staff have read-only access.
• Digital preservation teams can access restricted digital object workflows without exposing administrative functions.
• Temporary project staff receive time-bound access aligned to their assignment.

3. Automated Provisioning and Deprovisioning of Archive Users

Data flow: OpenText Identity and Access Management ? ArchivesSpace

When staff join, change roles, or leave the organization, OpenText Identity and Access Management can automatically create, update, or disable corresponding ArchivesSpace accounts. This reduces manual administration and lowers the risk of orphaned accounts with lingering access to sensitive archival data.

• New employees are provisioned with the correct ArchivesSpace role on day one.
• Role changes trigger immediate permission updates for internal governance.
• Departing staff lose access promptly, supporting compliance and security controls.

4. Secure Access to Restricted or Sensitive Archival Collections

Data flow: OpenText Identity and Access Management ? ArchivesSpace

For collections containing donor restrictions, personally identifiable information, or legally sensitive material, OpenText Identity and Access Management can enforce stronger authentication policies before granting access in ArchivesSpace. This helps institutions protect restricted records while still enabling legitimate research and internal review.

• Multi-factor authentication can be required for sensitive collections.
• Access can be limited by user group, department, or clearance level.
• Audit-ready controls support policy enforcement and internal reviews.

5. Centralized Audit and Access Reporting for Compliance

Data flow: ArchivesSpace ? OpenText Identity and Access Management

ArchivesSpace activity and access events can be fed into OpenText Identity and Access Management reporting or connected security monitoring to create a consolidated view of who accessed what and when. This supports compliance, internal audits, and investigations involving archival records.

• Security teams can review access to restricted collections across systems.
• Audit trails help demonstrate adherence to records governance policies.
• Unusual access patterns can be flagged for review.

6. Federated Access for Partner Institutions and External Contributors

Data flow: Bi-directional

ArchivesSpace often involves collaboration with universities, museums, donors, and partner archives. OpenText Identity and Access Management can federate authentication for external contributors while ArchivesSpace maintains collection-specific permissions. This enables secure collaboration without creating separate local accounts for every partner.

• Partner archivists can contribute metadata using their home organization credentials.
• Access can be limited to specific collections, projects, or time windows.
• Institutions reduce account sprawl and improve governance over external access.

7. Controlled Public Access to Finding Aids and Discovery Interfaces

Data flow: OpenText Identity and Access Management ? ArchivesSpace

Where ArchivesSpace is used to publish finding aids or discovery content, OpenText Identity and Access Management can manage authenticated access for public users, alumni, donors, or special research groups. This allows institutions to separate open content from content requiring registration or approval.

• Approved users can access embargoed or limited-release finding aids.
• Public-facing access policies can be aligned with institutional governance rules.
• Access requests can be tied to identity verification and approval workflows.

8. Streamlined Onboarding for Archival Projects and Temporary Teams

Data flow: OpenText Identity and Access Management ? ArchivesSpace

Archives projects often rely on temporary staff, interns, and contractors. By integrating OpenText Identity and Access Management with ArchivesSpace, organizations can rapidly provision project-specific access and automatically remove it when the project ends. This improves productivity while reducing security and administrative overhead.

• Project teams receive access only to the collections they need.
• Expiration dates can be applied to temporary credentials.
• Managers avoid manual cleanup after each project closes.