WoodWing - ArchivesSpace Integration and Automation

Common Integration Use Cases Between WoodWing and ArchivesSpace

1. Link archival records to approved digital assets

Data flow: WoodWing to ArchivesSpace

When museums, heritage organizations, or publishers manage images, videos, and layout files in WoodWing, approved final assets can be pushed into ArchivesSpace as linked digital objects or reference records. This gives archivists and researchers a direct path from the archival description to the authoritative media file.

• Attach final exhibition photos, event videos, or collection images to archival descriptions
• Preserve provenance by storing asset metadata, version, and usage status
• Reduce manual file searching across shared drives and email threads

2. Enrich archival descriptions with media metadata from WoodWing

Data flow: WoodWing to ArchivesSpace

WoodWing asset metadata such as title, creator, rights, format, capture date, campaign name, or product association can be synchronized into ArchivesSpace descriptive fields. This improves discoverability and makes archival records more complete without duplicate data entry.

• Populate subject, date, rights, and creator fields automatically
• Standardize metadata for museum collections and publishing archives
• Improve search and retrieval for archivists and content teams

3. Publish archival assets for marketing and editorial reuse

Data flow: ArchivesSpace to WoodWing

ArchivesSpace can serve as the system of record for historically significant images, documents, and recordings. Selected assets and their metadata can be sent to WoodWing for controlled reuse in marketing campaigns, publications, exhibition catalogs, or digital storytelling projects.

• Expose approved archival photos and documents to creative teams
• Maintain rights and usage notes during downstream reuse
• Support faster production of brochures, web content, and exhibition materials

4. Synchronize rights, restrictions, and usage conditions

Data flow: Bi-directional

Rights information in ArchivesSpace, such as access restrictions, donor conditions, or reproduction limits, can be synchronized with WoodWing so editors and marketers only use assets that are cleared for publication. Likewise, usage updates in WoodWing can be written back to ArchivesSpace to maintain a complete compliance trail.

• Prevent unauthorized use of restricted archival materials
• Show clearance status directly in the asset workflow
• Support auditability for legal, compliance, and records teams

5. Create a single reference point for exhibition and campaign asset packages

Data flow: Bi-directional

For exhibitions, heritage campaigns, or publishing projects, WoodWing can manage the working asset package while ArchivesSpace stores the long-term archival context. Integration can connect the project package to the archival record so teams can move from production assets to the historical source material and back again.

• Link campaign folders to related archival collections
• Track which source materials informed a publication or exhibit
• Improve collaboration between curators, editors, and designers

6. Preserve final published outputs in the archive

Data flow: WoodWing to ArchivesSpace

Once a book, catalog, brochure, or digital publication is finalized in WoodWing, the approved output files and supporting metadata can be transferred to ArchivesSpace for long-term preservation. This ensures the institution retains a record of what was published, when, and under what context.

• Archive final PDFs, EPUBs, image sets, and layout references
• Capture publication date, edition, and contributor details
• Support institutional memory and future reference requests

7. Improve discovery of collection media across departments

Data flow: Bi-directional

WoodWing can provide rich media previews and operational metadata, while ArchivesSpace contributes archival hierarchy and contextual description. Together, they create a more complete discovery experience for staff who need to locate images, videos, and documents tied to a collection, event, or publication.

• Search by collection, campaign, exhibition, or product context
• Reduce duplicate asset creation and re-scanning
• Enable faster response to internal requests from curators, publishers, and communications teams

8. Automate retention and transfer from active production to archive

Data flow: WoodWing to ArchivesSpace

WoodWing can manage active working assets during a campaign, publication, or exhibition lifecycle. After project completion, the integration can automatically transfer final assets, metadata, and related documentation into ArchivesSpace according to retention rules, ensuring a clean handoff from production to preservation.

• Move completed assets out of active workflows into archival storage
• Reduce manual end-of-project file collection
• Support retention policies and long-term governance