Trello - ArchivesSpace Integration and Automation

Common Integration Use Cases Between Trello and ArchivesSpace

1. Digitization Project Tracking for Archival Collections

Direction: Trello ? ArchivesSpace

Archive teams can use Trello to manage digitization work for manuscript, photo, or artifact collections, then push completed metadata and status updates into ArchivesSpace. Each Trello card can represent a box, folder, or item batch with checklists for scanning, quality review, metadata entry, and rights verification. When a card moves to ?Done,? the corresponding archival record in ArchivesSpace can be updated with digitization status, file location, and processing notes.

Business value: Improves visibility across processing teams, reduces manual status tracking, and helps institutions keep collection records aligned with digitization progress.

2. Archival Processing Workflow Management

Direction: ArchivesSpace ? Trello

When new accessions, collections, or unprocessed series are created in ArchivesSpace, integration can automatically generate Trello cards for processing tasks such as appraisal, arrangement, description, preservation review, and finding aid creation. Trello boards can be organized by collection or department so archivists can assign work, set due dates, and monitor bottlenecks.

Business value: Converts archival records into actionable work items, helping teams prioritize backlog processing and maintain consistent throughput.

3. Reference Request and Research Task Coordination

Direction: ArchivesSpace ? Trello and Trello ? ArchivesSpace

Research or reference requests logged in ArchivesSpace can be sent to Trello as service tickets for staff follow-up, retrieval, reproduction, or researcher communication. Once the request is completed in Trello, the outcome can be written back to ArchivesSpace as a service note or activity log. This creates a clear operational trail between archival description and service delivery.

Business value: Reduces missed requests, improves turnaround time, and gives managers a clearer view of service workload and response performance.

4. Collection Review and Rights Clearance Tracking

Direction: Bi-directional

ArchivesSpace can store collection-level rights or restriction information, while Trello can manage the operational tasks required to review permissions, contact donors, or confirm embargo dates. If a rights review is completed in Trello, the resulting decision can update the relevant ArchivesSpace record. Conversely, records flagged in ArchivesSpace as restricted or under review can automatically create Trello cards for legal or compliance follow-up.

Business value: Supports compliance, reduces risk of unauthorized access, and ensures rights decisions are consistently reflected in both systems.

5. Finding Aid Production and Publication Workflow

Direction: ArchivesSpace ? Trello

ArchivesSpace can serve as the source of truth for collection descriptions, while Trello manages the production workflow for finding aids, including drafting, editorial review, accessibility checks, and publication approval. When a finding aid reaches a defined stage in ArchivesSpace, a Trello card can be created for editorial staff, and completion in Trello can trigger publication readiness updates back in ArchivesSpace.

Business value: Streamlines publication cycles, improves accountability across archivists and editors, and shortens time to public access.

6. Event and Exhibit Preparation for Archival Materials

Direction: Trello ? ArchivesSpace

For exhibits, public programs, or donor events, Trello can coordinate the operational checklist for selecting items, confirming handling requirements, preparing labels, and arranging transport. ArchivesSpace can receive updates on which materials were selected, where they were used, and any handling or condition notes. This is especially useful for institutions that need to maintain accurate custody and usage records for special collections.

Business value: Improves coordination between curators, archivists, and operations staff while preserving a reliable record of item usage.

7. Cross-Department Collection Intake and Assignment

Direction: ArchivesSpace ? Trello

When a new donation or transfer is accessioned in ArchivesSpace, integration can create Trello cards for each department involved, such as processing, preservation, cataloging, and outreach. Each team receives a structured task list with deadlines and dependencies, while the accession record remains the central reference point. This is useful for institutions where multiple teams must act before a collection is fully available.

Business value: Reduces handoff errors, clarifies ownership, and accelerates intake-to-access workflow across departments.

8. Status Dashboards for Collection Backlogs and Operational Planning

Direction: Bi-directional

ArchivesSpace can provide authoritative collection metadata, while Trello supplies real-time task status for processing and service work. Combined, the two systems can support a management dashboard showing how many collections are awaiting description, how many tasks are blocked, and which projects are at risk of delay. Leaders can use this information to allocate staff, plan seasonal work, and report progress to stakeholders.

Business value: Gives management a practical view of workload and capacity, enabling better prioritization and resource planning.