Glean - ArchivesSpace Integration and Automation

Common Integration Use Cases Between Glean and ArchivesSpace

Glean is an enterprise search and knowledge discovery platform that helps employees find information across systems, documents, and conversations. ArchivesSpace is a collection management and archival description system used by libraries, museums, and archives to manage finding aids, accession records, and collection metadata. Together, they can improve discoverability of archival content, reduce duplicate research effort, and streamline internal workflows across research, reference, and collections teams.

• Enterprise search across archival finding aids and collection records

  Data flow: ArchivesSpace to Glean

  Index ArchivesSpace finding aids, collection descriptions, accession summaries, and subject terms into Glean so staff can search archival holdings alongside other enterprise content. This helps reference staff, curators, and researchers quickly locate relevant collections without logging into a separate system.

• Surface archival context inside employee search results

  Data flow: ArchivesSpace to Glean

  When users search for people, organizations, events, or topics in Glean, return related archival records from ArchivesSpace as enriched results. For example, a search for a donor name or historical project can surface associated collection descriptions, improving research accuracy and reducing manual lookup time.

• Link internal project documentation to related archival collections

  Data flow: Bi-directional

  Connect Glean indexed project files, acquisition notes, and research briefs with ArchivesSpace records so archivists can see supporting internal context while working in ArchivesSpace, and staff can discover the relevant archival record from Glean. This is useful for accessioning, appraisal, and collection development workflows.

• Accelerate reference and research requests

  Data flow: ArchivesSpace to Glean

  Expose ArchivesSpace metadata in Glean so reference teams can quickly answer patron or internal requests by searching across collection descriptions, restrictions, and container lists. This reduces time spent navigating multiple archival records and improves response turnaround.

• Improve collection management visibility for non-archivists

  Data flow: ArchivesSpace to Glean

  Publish selected ArchivesSpace records to Glean for broader access by development, communications, legal, or program teams. These teams can find authoritative collection information, rights notes, and donor-related context without needing direct ArchivesSpace access.

• Support acquisition and accessioning workflows

  Data flow: Glean to ArchivesSpace

  Use Glean to capture and route acquisition-related documents, emails, and intake forms into ArchivesSpace as accession support materials or linked records. This creates a more complete record of acquisition decisions and reduces the risk of losing important context across inboxes and shared drives.

• Enable policy and compliance discovery for restricted materials

  Data flow: ArchivesSpace to Glean

  Index restriction notes, access conditions, and rights statements from ArchivesSpace into Glean so staff can quickly determine whether a collection can be shared, digitized, or referenced externally. This helps reduce compliance risk and avoids accidental disclosure of restricted materials.

• Create a unified knowledge layer for archival and institutional memory

  Data flow: Bi-directional

  Combine ArchivesSpace collection metadata with institutional knowledge stored in Glean, such as meeting notes, project plans, and historical correspondence, to give teams a fuller view of collection history and decision-making. This is especially valuable for long-running projects, staff transitions, and institutional continuity.