SFTP - ArchivesSpace Integration and Automation

Common Integration Use Cases Between SFTP and ArchivesSpace

• Batch ingest of archival files from external contributors into ArchivesSpace
  Organizations can use SFTP to securely receive large batches of digitized records, donor files, photographs, and scanned documents from universities, museums, government agencies, or private collectors. A scheduled process can move approved files from an SFTP landing zone into ArchivesSpace, where archivists then create or update collection records, accession records, and digital object links. This reduces manual file handling and creates a controlled intake workflow for distributed contributors.
• Secure export of archival metadata extracts for downstream systems
  ArchivesSpace can generate metadata exports such as EAD, MARCXML, CSV, or other structured files and place them on an SFTP server for retrieval by discovery platforms, digital repositories, preservation systems, or cataloging teams. This supports automated publishing and keeps metadata synchronized across systems without requiring direct application-to-application connectivity.
• Transfer of digitized surrogates from scanning vendors to archival workflows
  Scanning vendors often deliver high-volume image and document files through SFTP because of file size and security requirements. Archives teams can automate pickup of these files, validate naming conventions and checksums, and then associate the content with the correct archival description in ArchivesSpace. This improves turnaround time for digitization projects and reduces the risk of misfiled assets.
• Controlled exchange of restricted or sensitive archival materials
  For records containing donor restrictions, personally identifiable information, legal documents, or confidential institutional records, SFTP provides a secure transfer channel while ArchivesSpace maintains descriptive control and access context. Sensitive files can be exchanged with legal, compliance, or records management teams through SFTP, then linked to restricted archival records in ArchivesSpace for internal reference and auditability.
• Automated delivery of finding aid packages to publication partners
  ArchivesSpace can export finding aids and related descriptive files to an SFTP location for consumption by web publishing teams, library portals, or external content management systems. This enables a repeatable publication process where archivists finalize descriptions in ArchivesSpace and downstream teams retrieve approved packages from SFTP for public release.
• Disaster recovery and preservation package transfer
  Institutions can use SFTP to move archival exports, digital object inventories, and supporting metadata from ArchivesSpace to remote backup or preservation environments. In the event of system failure, these packages help restore collection descriptions and maintain continuity of archival operations. This is especially useful for organizations with formal preservation and business continuity requirements.
• Periodic synchronization of accession and collection data with records management teams
  ArchivesSpace can produce scheduled data extracts that are delivered via SFTP to records management, compliance, or administrative systems. These extracts may include accession status, retention context, transfer dates, or collection identifiers. The integration supports cross-team reporting and helps ensure that archival holdings remain aligned with institutional governance and retention processes.