OpenText Information Archive - ArchivesSpace Integration and Automation

Common Integration Use Cases Between OpenText Information Archive and ArchivesSpace

OpenText Information Archive is designed for compliant retention, long-term preservation, and controlled disposition of enterprise data, especially when retiring legacy systems. ArchivesSpace is a widely used archives management platform for describing, managing, and providing access to archival collections and records. Together, they can support a strong preservation workflow that connects enterprise records retention with archival description and access management.

1. Transfer Retired System Records into ArchivesSpace for Archival Description

Data flow: OpenText Information Archive to ArchivesSpace

When a legacy business system is decommissioned, OpenText Information Archive can retain the authoritative copy of records and associated metadata. Selected records, especially those with historical, legal, or research value, can be exported into ArchivesSpace as described archival materials. This allows records managers and archivists to create collection-level descriptions, accession records, and finding aids while preserving the original content in compliant storage.

Business value: Reduces legacy system costs while ensuring historically significant records remain discoverable and properly managed.

2. Synchronize Retention Metadata with Archival Accession Records

Data flow: Bi-directional

Retention schedules, disposition status, and legal hold information from OpenText Information Archive can be synchronized with accession and processing records in ArchivesSpace. ArchivesSpace can reflect whether a collection is active, restricted, or eligible for transfer, while OpenText maintains the authoritative retention controls. This gives archivists and compliance teams a shared view of record lifecycle status.

Business value: Improves governance by aligning compliance retention rules with archival processing workflows.

3. Publish Archived Enterprise Records as Research-Ready Collections

Data flow: OpenText Information Archive to ArchivesSpace

Organizations such as universities, public agencies, and regulated enterprises often need to preserve records for future reference beyond operational use. OpenText can store the records securely, then pass descriptive metadata, series information, and access restrictions into ArchivesSpace so archivists can publish them as research-ready collections. This is especially useful for board records, policy documents, project files, and institutional history materials.

Business value: Makes preserved records easier to discover and use without exposing the operational archive directly.

4. Manage Access Restrictions and Embargoes Across Both Systems

Data flow: Bi-directional

ArchivesSpace often manages access notes, embargo dates, and restriction statements for archival collections. OpenText Information Archive can enforce the actual retention and access controls on the stored content. An integration can keep restriction metadata aligned so that when an embargo expires or a restriction changes in ArchivesSpace, the corresponding access policy in OpenText is updated automatically.

Business value: Reduces manual policy drift and helps ensure sensitive records are released only when permitted.

5. Support Records Appraisal and Selection Before Archival Transfer

Data flow: OpenText Information Archive to ArchivesSpace

Before content is transferred into ArchivesSpace, OpenText Information Archive can be used to identify records eligible for permanent retention based on business rules, legal requirements, or historical significance. Appraisal metadata can then be sent to ArchivesSpace to create accession records for only the approved materials. This supports a controlled selection process for large data sets from ERP, HR, finance, or case management systems.

Business value: Lowers archival processing effort by ensuring only relevant records are transferred for description and long-term stewardship.

6. Link Archival Descriptions to Preserved Source Records

Data flow: ArchivesSpace to OpenText Information Archive

ArchivesSpace can store descriptive records, container lists, and finding aids, while OpenText Information Archive stores the preserved source documents and files. An integration can create persistent links from ArchivesSpace descriptions to the corresponding archived objects in OpenText. Archivists, legal teams, and authorized users can move from the finding aid to the preserved record without duplicating content.

Business value: Improves access efficiency and avoids redundant storage of the same records in multiple systems.

7. Automate Disposition of Non-Archival Content After Transfer Decisions

Data flow: OpenText Information Archive to ArchivesSpace

Not every retained record needs to become part of an archival collection. After appraisal, OpenText Information Archive can mark non-archival content for disposition while transferring only selected records and metadata to ArchivesSpace. This creates a clear separation between compliance retention and archival preservation, helping records teams dispose of low-value content in a controlled manner.

Business value: Reduces storage costs and administrative burden while preserving only materials with long-term value.

8. Create a Shared Preservation Workflow for Institutional Records Programs

Data flow: Bi-directional

In organizations with formal records and archives programs, OpenText Information Archive can serve as the compliance repository, while ArchivesSpace serves as the archival management and discovery layer. Integration can support a shared workflow where records are captured, appraised, retained, described, and made accessible through coordinated handoffs between records management, IT, legal, and archival staff.

Business value: Establishes a scalable end-to-end preservation process that improves accountability, reduces manual handoffs, and strengthens institutional memory.