OpenText Directory Services - ArchivesSpace Integration and Automation

Common Integration Use Cases Between OpenText Directory Services and ArchivesSpace

OpenText Directory Services provides centralized identity, group, and access management, while ArchivesSpace is used to manage archival description, collections, and repository workflows. Integrating the two helps archives teams control access, reduce manual account administration, and align user permissions with organizational roles.

1. Centralized User Authentication for ArchivesSpace

Use OpenText Directory Services as the authoritative identity source for ArchivesSpace login and authentication. Staff authenticate with their enterprise credentials instead of maintaining separate ArchivesSpace accounts.

• Data flow: OpenText Directory Services → ArchivesSpace
• Business value: Reduces password sprawl, improves security, and simplifies onboarding and offboarding.
• Typical users: Archivists, reference staff, administrators, and contributors.

2. Role-Based Access Control for Archival Workflows

Synchronize directory groups from OpenText Directory Services into ArchivesSpace roles such as repository administrator, archivist, data entry staff, or read-only reviewer. Access can be assigned based on department, project team, or location.

• Data flow: OpenText Directory Services → ArchivesSpace
• Business value: Ensures users only see and edit the records relevant to their responsibilities.
• Typical users: Multi-site archives teams and institutions with segmented responsibilities.

3. Automated Provisioning and Deprovisioning of ArchivesSpace Access

When a user is added to or removed from a directory group in OpenText Directory Services, ArchivesSpace access is updated automatically. This is especially useful for temporary staff, interns, contractors, and project-based users.

• Data flow: OpenText Directory Services → ArchivesSpace
• Business value: Reduces manual account maintenance and lowers the risk of unauthorized access after role changes.
• Typical users: HR-driven onboarding and offboarding processes.

4. Synchronization of Organizational Units to Repository Permissions

Map directory organizational units or business units to specific ArchivesSpace repositories or collection areas. For example, a university department can be linked to its own archival collection workspace and permissions set.

• Data flow: OpenText Directory Services → ArchivesSpace
• Business value: Supports decentralized collection management while preserving centralized governance.
• Typical users: Universities, museums, government archives, and distributed institutions.

5. Shared Identity for Cross-Platform Administrative Reporting

Use OpenText Directory Services identities to standardize user attribution in ArchivesSpace activity logs and administrative reports. This makes it easier to track who created, edited, or approved archival records.

• Data flow: Bi-directional, with identity reference from OpenText Directory Services and activity data from ArchivesSpace
• Business value: Improves auditability, accountability, and compliance reporting.
• Typical users: Records managers, compliance teams, and repository administrators.

6. Temporary Access for Special Projects and Digitization Initiatives

Project teams working on digitization, backlog processing, or collection rehousing can be granted time-bound access through OpenText Directory Services groups. Once the project ends, access is removed centrally and reflected in ArchivesSpace.

• Data flow: OpenText Directory Services → ArchivesSpace
• Business value: Enables fast project setup without creating long-term security exposure.
• Typical users: Digitization vendors, student workers, and short-term project staff.

7. Directory-Driven Access for Public Service and Reference Staff

Reference staff often need broader read access than back-office users, while some collections may require restricted handling. Directory groups can be used to grant ArchivesSpace access levels that match public service responsibilities.

• Data flow: OpenText Directory Services → ArchivesSpace
• Business value: Supports operational efficiency in public-facing archives while protecting sensitive materials.
• Typical users: Reference desks, reading room staff, and discovery support teams.

These integrations are most effective when OpenText Directory Services remains the system of record for identity and group membership, while ArchivesSpace consumes that information to enforce access, streamline administration, and support secure archival operations.