WoodWing - Preservica Integration and Automation

Common Integration Use Cases Between WoodWing and Preservica

1. Archive approved marketing and publishing assets from WoodWing into Preservica

When a campaign, publication, or product launch is completed, final approved assets in WoodWing such as images, layouts, brochures, book files, and videos can be transferred to Preservica for long-term digital preservation. This supports retention policies, legal hold requirements, and future reuse of authoritative content.

• Data flow: WoodWing to Preservica
• Business value: Reduces risk of asset loss and ensures compliance with retention and archival policies
• Typical users: Marketing operations, publishing teams, records management, compliance

2. Preserve museum and heritage collection media with archival metadata

Museums and heritage organizations often use WoodWing to manage photos and videos of physical collections. Once collection documentation is finalized, the media and associated descriptive metadata can be sent to Preservica for preservation-grade storage and long-term access management.

• Data flow: WoodWing to Preservica
• Business value: Protects cultural assets from format obsolescence and supports institutional memory
• Typical users: Curators, digital asset managers, archivists, collections teams

3. Retrieve preserved master assets from Preservica back into WoodWing for reuse

Teams working in WoodWing may need to reuse previously archived master images, videos, or publication files. An integration can allow users to search Preservica and pull approved preserved versions back into WoodWing for new campaigns, reprints, or updated product materials.

• Data flow: Preservica to WoodWing
• Business value: Avoids duplicate production work and ensures teams use the correct authoritative version
• Typical users: Creative teams, product marketing, editorial, content operations

4. Synchronize preservation metadata with asset management records

WoodWing asset records can be enriched with preservation identifiers, retention status, archive location, and checksum information returned from Preservica. This gives business users visibility into which assets have been archived and where the preservation copy resides without leaving WoodWing.

• Data flow: Bi-directional
• Business value: Improves traceability, audit readiness, and searchability across both systems
• Typical users: DAM administrators, records managers, compliance teams

5. Archive event and campaign media after project closure

Marketing and corporate communications teams often generate large volumes of event photography and video. Once a campaign or event is closed in WoodWing, the final selected media can be automatically packaged and sent to Preservica with campaign metadata, dates, rights information, and ownership details.

• Data flow: WoodWing to Preservica
• Business value: Creates a defensible archive of campaign history and simplifies future brand reference requests
• Typical users: Marketing operations, brand teams, communications, legal

6. Support publishing lifecycle preservation for books and epubs

Publishing organizations using WoodWing for book content, page layouts, photography, and epub production can archive final production files in Preservica at release. This creates a permanent record of the published version, including source files and final outputs, for reprints, rights management, and historical reference.

• Data flow: WoodWing to Preservica
• Business value: Preserves the authoritative published record and supports future editorial or legal review
• Typical users: Editorial, production, rights management, archives

7. Manage retention and disposition workflows for expired assets

Preservica can act as the system of record for long-term retention, while WoodWing remains the active workspace. An integration can trigger disposition or retention review workflows when assets in WoodWing reach a defined lifecycle stage, moving eligible content into Preservica and flagging items for review or deletion based on policy.

• Data flow: Bi-directional
• Business value: Enforces retention policy consistently and reduces storage and governance overhead
• Typical users: Information governance, IT, records management, asset owners