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Making the Case for ArchivesSpace

Key Value Proposition

ArchivesSpace is the open-source, web-based archives information management system designed by archivists for archivists. Atlas Systems, as a Registered Service Provider, helps institutions implement, host, and support ArchivesSpace so you can focus on your collections instead of IT infrastructure.

Executive Summary​

ArchivesSpace represents a modern, standards-based approach to archives management that:

  • Open-source - No vendor lock-in, community-driven development
  • Standards-compliant - Built with DACS, EAD, MARCXML, and other archival standards
  • Comprehensive - Manage collections, accessions, resources, and container tracking in one system
  • Accessible - Provide researchers with web-based access to finding aids
  • Integrable - Connect with Aeon, digital repositories, and other campus systems

Why Choose ArchivesSpace?​

Modern Archives Management​

The Challenge with Legacy Systems:

  • Outdated desktop applications with limited user access
  • Disconnected systems for accessions, processing, and public access
  • Proprietary formats that lock you into vendor dependency
  • Limited reporting and analytics capabilities
  • Difficulty integrating with other systems

How ArchivesSpace Addresses This:

  • Web-based interface accessible from anywhere
  • Unified system for all archival functions
  • Open-source with transparent development roadmap
  • Robust API for integrations and custom workflows
  • Active community of archival professionals

Standards Compliance​

ArchivesSpace is built around archival standards:

  • DACS - Describing Archives: A Content Standard
  • EAD - Encoded Archival Description for finding aids
  • MARCXML - For library catalog integration
  • Container Management - Industry-standard box and folder tracking
  • Controlled Value Lists - Support for Library of Congress authorities and local vocabularies

Comprehensive Functionality​

Accessioning:

  • Track new acquisitions from initial contact through processing
  • Document provenance, donor restrictions, and appraisal decisions
  • Generate accession reports and statistics

Arrangement and Description:

  • Create multi-level hierarchical finding aids
  • Describe collections at any level of granularity
  • Link related materials and authority records

Container Management:

  • Track physical locations of boxes, folders, and items
  • Generate container labels and barcode integration
  • Support for complex container hierarchies

Public Interface:

  • Searchable online finding aids
  • Researcher-friendly display of archival materials
  • Request integration with Aeon for seamless paging

Community-Driven Development​

As an open-source project, ArchivesSpace benefits from:

  • Transparent roadmap - Community input shapes future development
  • No vendor lock-in - Your data remains accessible in standard formats
  • Shared resources - Plugins and customizations developed by the community
  • Collaborative support - User forums, working groups, and annual conferences
  • Long-term sustainability - Backed by multiple institutions and organizations

The Challenge of Self-Hosting Open-Source Software​

While ArchivesSpace is free and open-source, successful implementation requires:

Technical Expertise​

Server Infrastructure:

  • Linux/Unix server administration
  • Java application deployment and management
  • MySQL or MariaDB database administration
  • Web server configuration (Apache, Nginx)
  • SSL certificate management

Ongoing Maintenance:

  • Security patches and updates
  • Database backups and disaster recovery
  • Performance monitoring and optimization
  • Troubleshooting technical issues
  • Plugin compatibility testing

Implementation Complexity​

Initial Setup:

  • System architecture planning
  • Data migration from legacy systems
  • Workflow configuration and customization
  • User training and documentation
  • Integration with existing systems

Ongoing Support:

  • User questions and troubleshooting
  • Custom development needs
  • Version upgrades and testing
  • Plugin management
  • Performance tuning

Resource Requirements​

Many institutions find it challenging to dedicate:

  • IT staff time for installation and maintenance
  • Technical expertise in the required technologies
  • Ongoing resources for updates, backups, and support
  • Development capacity for customizations and integrations

Why Choose Atlas Systems for ArchivesSpace?​

Registered Service Provider

Atlas Systems is recognized by the ArchivesSpace community as a Registered Service Provider (RSP) for implementation, hosting, support, and data migration services.

Comprehensive Implementation Services​

Project Management:

  • Experienced implementation team guides your project
  • Align your archival goals with system configuration
  • Realistic timelines and milestone tracking
  • Minimal burden on your staff

Data Migration:

  • Convert data from any source system:
    • MARC records
    • EAD finding aids
    • Archon databases
    • Archivists' Toolkit
    • Spreadsheets and other formats
  • Clean and normalize data during migration
  • Validation and quality assurance
  • Preserve relationships and hierarchies

Training and Documentation:

  • Customized training for your workflows
  • Role-based instruction for different user types
  • Ongoing support after go-live
  • Access to documentation and resources

Secure, Reliable Hosting​

Infrastructure Management:

  • Enterprise-grade server infrastructure
  • Regular security updates and patches
  • SSL certificates and secure connections
  • Daily automated backups
  • Disaster recovery capabilities

Performance and Uptime:

  • Monitored 24/7 for availability
  • Scalable resources for growing collections
  • Optimized database performance
  • Fast response times for users

Flexible Hosting Tiers:

  • Standard hosting - Cost-effective for smaller repositories
  • Enterprise hosting - Multiple servers including sandbox environments for testing
  • Custom configurations available

View institutions using Atlas for ArchivesSpace hosting across all repository sizes.

Unlimited Technical Support​

Software Specialists:

  • Answer questions about ArchivesSpace functionality
  • Help troubleshoot issues
  • Advise on best practices and workflows
  • Assist with reporting and data analysis

Technical Specialists:

  • Ensure your installation remains secure and current
  • Manage version upgrades
  • Handle technical issues proactively
  • Monitor system performance

Ongoing Access:

  • No limits on support requests
  • Multiple contact methods (email, phone, portal)
  • Rapid response to critical issues

Custom Consulting​

Beyond standard hosting and support, Atlas offers:

  • Workflow optimization - Review and improve your ArchivesSpace workflows
  • Custom plugin development - Build functionality specific to your needs
  • Integration projects - Connect ArchivesSpace with other systems
  • Data cleanup - Remediate data quality issues
  • Strategic consulting - Advise on archival technology strategy

Return on Investment​

Cost Comparison: Atlas Hosting vs. Self-Hosting​

Self-Hosting Hidden Costs:

  • IT staff time for installation, maintenance, updates (ongoing)
  • Server hardware, storage, backup infrastructure
  • Software licenses (operating system, database, backup)
  • Security monitoring and intrusion detection
  • Disaster recovery planning and testing
  • Technical training for IT staff

Atlas Hosting Includes:

  • All infrastructure and hosting
  • Ongoing maintenance and updates
  • Unlimited software support
  • Security monitoring and backups
  • Version upgrades
  • Technical expertise

Many institutions find Atlas hosting more cost-effective than dedicating internal IT resources to self-hosting.

Staff Time Savings​

Implementation:

  • Atlas manages technical setup
  • Your staff focuses on archival decisions
  • Accelerated time-to-production
  • Less disruption to ongoing operations

Ongoing Operations:

  • No IT staff time for maintenance
  • No emergency troubleshooting
  • No version upgrade planning
  • More time for archival work

Risk Mitigation​

Data Security:

  • Professional-grade security measures
  • Regular security patches
  • Monitored for intrusions
  • Compliance with security standards

Business Continuity:

  • Daily backups with off-site storage
  • Tested disaster recovery procedures
  • High availability infrastructure
  • Minimized risk of data loss

Technical Expertise:

  • Access to specialists with deep ArchivesSpace knowledge
  • No dependency on single staff member expertise
  • Institutional knowledge preserved

Integration Capabilities​

Aeon Integration​

When integrated with Aeon, ArchivesSpace enables:

  • Seamless requesting - Researchers place paging requests directly from finding aids
  • Enhanced workflow - Staff manage requests from discovery to delivery
  • Item tracking - Complete audit trail of material usage
  • Security - Maintain collection security while improving access

Learn more about Aeon integration with ArchivesSpace.

Other System Integrations​

ArchivesSpace connects with:

  • ILS systems - Share catalog records
  • Digital repositories - Link to digitized materials
  • Discovery layers - Unified search across systems
  • Authentication systems - LDAP, SAML, Shibboleth

Repository Size is Not a Barrier​

Institutions of All Sizes

Whether you have a small specialized collection or a large research archive, Atlas Systems can support your ArchivesSpace implementation.

Smaller Repositories:

  • Cost-effective hosting eliminates infrastructure costs
  • Access to professional implementation and support
  • No need for dedicated IT staff
  • Benefit from shared community resources

Larger Institutions:

  • Enterprise hosting with sandbox servers for testing
  • Custom integrations with existing systems
  • Advanced workflow configurations
  • High-volume data migration support

Making Your Case​

To Library/Archives Administration​

Emphasize:

  1. Modern standards - ArchivesSpace replaces outdated legacy systems
  2. Open-source benefits - No vendor lock-in, community-driven
  3. Professional support - Atlas provides expertise without hiring IT staff
  4. Cost effectiveness - Predictable costs vs. uncertain self-hosting expenses
  5. Risk mitigation - Professional hosting ensures security and uptime

To IT Leadership​

Emphasize:

  1. Reduced IT burden - Atlas manages all technical aspects
  2. Security and compliance - Professional-grade infrastructure
  3. Proven expertise - Registered Service Provider with track record
  4. Integration support - Atlas helps connect with existing systems
  5. No hidden costs - Comprehensive service eliminates surprise expenses

To Institutional Leadership​

Emphasize:

  1. Community standard - ArchivesSpace is widely adopted
  2. Long-term sustainability - Open-source with broad institutional backing
  3. Enhanced access - Better serve researchers with online finding aids
  4. Operational efficiency - Unified system streamlines workflows
  5. Strategic partnership - Atlas expertise supports institutional goals

Getting Started​

Assessment Resources​

Additional Information​

Next Steps​

When you're ready to move forward:

  1. Initial consultation - Discuss your needs and goals with Atlas
  2. Assessment - Review your current systems and data
  3. Proposal - Receive detailed project plan and pricing
  4. Implementation - Begin your ArchivesSpace journey with expert support

Atlas Systems helps you realize the benefits of ArchivesSpace while eliminating the technical challenges of self-hosting.