Smartsheet - ArchivesSpace Integration and Automation

Common Integration Use Cases Between Smartsheet and ArchivesSpace

1. Collection Project Tracking Linked to Archival Records

Data flow: Smartsheet to ArchivesSpace, with status updates back to Smartsheet

Archives teams can manage collection processing, accessioning, and description projects in Smartsheet while linking each work item to the relevant ArchivesSpace resource, accession, or digital object record. This gives project managers a clear view of progress, deadlines, and ownership while preserving the authoritative archival record in ArchivesSpace.

• Track processing stages such as appraisal, arrangement, description, and quality review
• Store ArchivesSpace record identifiers in Smartsheet for fast lookup
• Update task status in Smartsheet as records are created or completed in ArchivesSpace

2. Accession Intake and Review Workflow

Data flow: Bi-directional

When new accessions are received, intake details can be captured in Smartsheet forms and routed for review, then pushed into ArchivesSpace once approved. This supports a controlled workflow for donor information, transfer details, restrictions, and preliminary descriptions.

• Use Smartsheet forms for intake submissions from staff or departments
• Route approvals for legal, privacy, or preservation review
• Create or update accession records in ArchivesSpace after approval

3. Archival Processing Backlog Management

Data flow: ArchivesSpace to Smartsheet

ArchivesSpace can provide record-level metadata for unprocessed or partially processed collections, which Smartsheet can use to build a backlog dashboard for archivists and supervisors. This helps prioritize work based on collection size, donor priority, research demand, or compliance deadlines.

• Pull accession and collection metadata into Smartsheet reporting sheets
• Rank backlog items by priority, location, or subject area
• Monitor workload distribution across staff and student assistants

4. Digitization and Digital Object Coordination

Data flow: Smartsheet to ArchivesSpace, with file status updates back to Smartsheet

Teams managing digitization projects can use Smartsheet to track scanning, file naming, quality control, and delivery milestones, then publish completed digital object metadata or links into ArchivesSpace. This creates a single operational view for digitization teams and a reliable access point for researchers.

• Track digitization batches, vendors, and due dates in Smartsheet
• Link completed files or persistent URLs to ArchivesSpace digital object records
• Flag failed scans or metadata issues for rework in Smartsheet

5. Rights, Restrictions, and Access Review Coordination

Data flow: Bi-directional

ArchivesSpace can serve as the system of record for restrictions and access notes, while Smartsheet manages review tasks, expiration dates, and approvals. This is especially useful for collections with donor restrictions, privacy concerns, or time-based access limitations.

• Track restriction review cycles in Smartsheet
• Sync approved restriction changes into ArchivesSpace
• Alert staff when access notes or embargo periods are due for review

6. Collection Survey and Inventory Management

Data flow: Smartsheet to ArchivesSpace

Field staff can use Smartsheet to capture box-level or folder-level survey data during collection inventories, then transfer validated metadata into ArchivesSpace for long-term archival description. This reduces manual re-entry and improves consistency across survey teams.

• Capture location, condition, extent, and content notes in structured sheets
• Standardize terminology before importing into ArchivesSpace
• Generate inventory summaries for collection planning and space management

7. Research Request Fulfillment and Collection Visibility

Data flow: ArchivesSpace to Smartsheet, with request status updates back to ArchivesSpace

ArchivesSpace can provide collection context and descriptive metadata to help staff evaluate research requests, while Smartsheet tracks fulfillment tasks such as retrieval, scanning, reproduction, and response deadlines. This improves turnaround time and accountability for reference services.

• Use ArchivesSpace metadata to identify relevant collections quickly
• Track request ownership, due dates, and fulfillment steps in Smartsheet
• Record completion status and service metrics for reporting

8. Portfolio Reporting for Archival Operations

Data flow: ArchivesSpace to Smartsheet

Leadership teams can consolidate ArchivesSpace data into Smartsheet dashboards to monitor collection processing throughput, accession volume, digitization progress, and backlog trends. This supports better planning, staffing decisions, and budget justification.

• Build dashboards for monthly and quarterly archival performance
• Compare processing output by team, collection type, or project phase
• Support management reporting with consistent operational metrics