S-Drive - ArchivesSpace Integration and Automation

Common Integration Use Cases Between S-Drive and ArchivesSpace

1. Salesforce donor or patron records linked to archival collection files

Data flow: S-Drive ? ArchivesSpace

Development, alumni relations, or records teams can store donor agreements, gift paperwork, accession forms, and correspondence in S-Drive from within Salesforce, then push approved files and metadata into ArchivesSpace as part of the archival accession record. This creates a reliable link between the business relationship in Salesforce and the archival object in ArchivesSpace, improving traceability and reducing duplicate file storage.

Business value: Faster intake processing, better recordkeeping, and easier retrieval of supporting documentation for collections management.

2. Archival accession documentation captured from Salesforce workflows

Data flow: Salesforce via S-Drive ? ArchivesSpace

When a new collection, donation, or transfer opportunity is logged in Salesforce, staff can use S-Drive to collect required intake documents such as deeds of gift, transfer forms, inventories, and restrictions. Once complete, the finalized package can be transferred into ArchivesSpace to support accessioning and long-term archival management.

Business value: Standardized intake, fewer missing documents, and a smoother handoff from relationship management to archival processing.

3. Archival finding aids and collection descriptions surfaced in Salesforce

Data flow: ArchivesSpace ? S-Drive / Salesforce

Archivists can publish collection-level descriptions, finding aids, or reference summaries from ArchivesSpace and make them accessible to staff working in Salesforce. For example, a development officer viewing a donor record can quickly see whether the institution already holds related materials, what restrictions apply, and which collection staff to contact.

Business value: Better internal visibility into archival holdings, improved donor conversations, and reduced risk of duplicate outreach or conflicting commitments.

4. Rights, restrictions, and access approvals synchronized across systems

Data flow: Bi-directional

Documents stored in S-Drive can include restriction agreements, privacy notices, or donor-imposed access conditions. These can be synchronized with ArchivesSpace so archivists can apply the correct access rules to collections, while updates in ArchivesSpace can be reflected back to Salesforce for staff who need to know whether materials are open, restricted, or require approval.

Business value: Stronger compliance, fewer access errors, and consistent handling of sensitive materials across departments.

5. Reference request support using archived documents from Salesforce case records

Data flow: ArchivesSpace ? S-Drive ? Salesforce

When a researcher or internal user submits a reference request, staff can locate relevant archival documents in ArchivesSpace and attach selected files or scans to a Salesforce case using S-Drive. This allows service teams to manage the request in Salesforce while keeping the source archival material properly organized and controlled in ArchivesSpace.

Business value: Faster response times, better case tracking, and a clear audit trail for document delivery.

6. Collection processing task management with supporting files

Data flow: Salesforce ? S-Drive ? ArchivesSpace

Project managers can create collection processing tasks in Salesforce for archivists, student workers, or contractors. S-Drive can hold inventories, box lists, scans, and processing notes during the work. Once the collection is processed, the approved metadata and final documents can be transferred into ArchivesSpace to complete the archival record.

Business value: Better coordination of processing work, centralized document control, and improved consistency in final archival descriptions.

7. Audit-ready preservation of administrative and legal records

Data flow: S-Drive ? ArchivesSpace

Administrative records such as transfer approvals, legal correspondence, licensing agreements, and provenance documentation can be captured in S-Drive during Salesforce-based workflows and then archived in ArchivesSpace for long-term retention. This is especially useful for institutions that need to preserve evidence of ownership, rights, and chain of custody.

Business value: Improved audit readiness, stronger institutional memory, and reduced risk of losing critical supporting records.

8. Cross-team visibility for stewardship, development, and archives operations

Data flow: Bi-directional

Development teams working in Salesforce can see whether a donor has existing archival relationships or pending collection activity, while archivists using ArchivesSpace can access relevant contact documents and stewardship files stored in S-Drive. This shared view supports coordinated outreach, gift processing, and collection stewardship without forcing teams to leave their primary systems.

Business value: Better collaboration across departments, fewer manual status checks, and more informed decision-making around donors, collections, and records.