ArchivesSpace - FileSpin Integration and Automation

Common Integration Use Cases Between ArchivesSpace and FileSpin

ArchivesSpace is a collections management and archival description platform used by libraries, museums, universities, and cultural institutions to organize finding aids, accession records, and collection metadata. FileSpin is a digital asset management platform used to store, manage, distribute, and collaborate on rich media and digital files. Together, they can connect archival metadata with controlled access to digital objects, improving discovery, preservation, and internal workflows.

1. Link archival records to managed digital assets

Direction: ArchivesSpace - FileSpin

When archivists create or update collection records in ArchivesSpace, the related digitized items, images, audio, video, or documents can be stored in FileSpin and linked back to the archival description. This gives staff a single place to manage the digital files while keeping the archival record authoritative in ArchivesSpace.

• Reduces broken links and duplicate file storage
• Improves access to digitized materials for staff and researchers
• Supports consistent metadata alignment between collection records and media assets

2. Publish approved digital objects from FileSpin into ArchivesSpace finding aids

Direction: FileSpin - ArchivesSpace

After media files are reviewed and approved in FileSpin, selected assets and their metadata can be pushed into ArchivesSpace as linked digital objects or references within finding aids. This is useful for institutions that digitize collections in batches and want a controlled publishing workflow.

• Speeds up publication of digitized archival content
• Ensures only approved assets are exposed in public-facing records
• Supports consistent naming, rights, and descriptive metadata

3. Synchronize descriptive metadata for archival digitization projects

Direction: Bi-directional

ArchivesSpace can serve as the source for archival context such as collection title, creator, date range, and scope notes, while FileSpin can maintain technical metadata, derivatives, and usage status for the digital files. A bi-directional integration keeps both systems aligned during digitization projects.

• Eliminates manual re-entry of collection metadata
• Improves accuracy across archival and digital asset records
• Helps digitization teams track file status against archival hierarchy

4. Manage access-controlled media for restricted collections

Direction: ArchivesSpace - FileSpin

ArchivesSpace records can identify restricted or sensitive collections, while FileSpin can enforce access permissions on the associated digital files. This allows archivists to maintain descriptive records without exposing restricted content to unauthorized users.

• Supports privacy and donor restriction requirements
• Separates public metadata from controlled digital access
• Reduces compliance risk for sensitive archival materials

5. Automate accession-to-digitization handoff

Direction: ArchivesSpace - FileSpin

When a new accession is created in ArchivesSpace, the integration can automatically create a corresponding workspace, folder structure, or asset record in FileSpin for incoming scans, photographs, or born-digital files. This streamlines the transition from acquisition to processing.

• Accelerates intake for archival processing teams
• Creates a consistent digital workspace for each accession
• Improves tracking from receipt through description and preservation

6. Support public discovery portals with curated media assets

Direction: FileSpin - ArchivesSpace

FileSpin can provide optimized derivatives, thumbnails, or streaming versions of selected assets for use in public discovery experiences connected to ArchivesSpace records. This is valuable for institutions that want to present high-quality previews without exposing master files.

• Improves user experience in online finding aids and exhibits
• Reduces load on preservation systems by serving derivatives
• Enables consistent branding and presentation of archival media

7. Track preservation and replacement files for archival collections

Direction: Bi-directional

FileSpin can store preservation masters, access copies, and replacement versions, while ArchivesSpace maintains the archival context and record of what each file represents. If a file is updated, replaced, or reprocessed in FileSpin, the corresponding ArchivesSpace record can be updated to reflect the latest approved version.

• Improves digital preservation governance
• Maintains a clear relationship between archival description and file version
• Helps staff manage re-digitization or file remediation projects

8. Enable cross-team review workflows for archival content

Direction: Bi-directional

Archivists, digitization staff, and communications teams can use ArchivesSpace for collection context and FileSpin for review, annotation, and approval of digital assets. Status updates from FileSpin can be reflected in ArchivesSpace so teams know which materials are ready for cataloging, publication, or research access.

• Improves collaboration across archives, digitization, and public services teams
• Creates a clear approval path for media assets tied to collections
• Reduces delays caused by disconnected review processes