Institutional Onboarding

How we scope and run institutional projects

This is the consultative path for funded digitisation projects, larger backlogs, complex schemas, and access programmes. During early access it is how larger projects are planned and delivered.

Pricing is transparent, published when we launch — what we agree in conversation is the shape of the delivery. The six steps below are a typical project, from first conversation to post-backlog access.

1

Scoping conversation

A short call to understand the shape of the project. We walk through current systems, collection, and the work you want to get done.

  • current repository, CMS, or preservation system (AtoM, ArchivesSpace, Axiell, Modes, Adlib, Preservica, Archivematica);
  • target export format and downstream system;
  • collection size, material types, digitisation status;
  • funding stage (scoping, bid in progress, funded, in delivery);
  • public access expectations;
  • desired go-live date and project window;
  • standards or accreditation requirements.
2

Standards mapping workshop

We walk through how your existing fonds, accession, or object schemas map onto ISAD(G), EAD3, SPECTRUM, Dublin Core, or a custom export profile. The output is a documented mapping that becomes the working contract for processing.

  • field-by-field mapping from your source data to export targets;
  • controlled vocabularies and authority files;
  • PII and sensitivity handling rules;
  • rights and access policy.
3

Sample refinement pilot

We process a representative sample of your collection through the agreed mapping. Your archivists review the draft records, tell us what’s working and what isn’t, and we tune prompts, observations, and review rules before scaling up.

  • representative sample across material types;
  • review of draft metadata quality and confidence;
  • adjustment of prompts and per-field rules;
  • agreement on review policy for the full run.
4

Export profile configuration

We configure and test the full export profile for your downstream systems — EAD3, BagIt with PREMIS, Dublin Core, or CSV import formats for AtoM, ArchivesSpace, Axiell, Modes, Adlib, Preservica, or Archivematica.

  • test imports into a staging instance of your downstream system;
  • round-trip validation of exported records;
  • documentation of the export profile for audit and handover.
5

Implementation and delivery

Your team processes the backlog through the configured workspace. We stay on hand for queries, edge cases, and any mid-project adjustments to mapping or review policy.

  • project workspace with user roles and review workflows;
  • credit packs sized to the collection;
  • progress dashboard for project sponsors and funders;
  • regular checkpoints during delivery.
6

Access & continuity

After processing, the conversation shifts to retention: how the work stays visible and useful once the project closes. Staff Explore, public discovery, and funder reporting are set up as the long-term value layer.

  • staff Explore with full-text and AI research chat;
  • optional public discovery portal;
  • engagement evidence for funder reporting;
  • ongoing plan and credits sized to usage.

What’s not in scope

We are not your system of record

Archivers.ai is a processing and access layer. We do not replace AtoM, ArchivesSpace, Axiell, Modes, Adlib, Mimsy, Preservica, or Archivematica. We do not publish anything without archivist review. We do not train foundation AI models on your collection data. These are deliberate design choices, not limitations — see the Trust page for full procurement detail.

Ready to plan your project?

Tell us the shape of your project and we’ll walk through how onboarding would work for your specific collection and downstream system.

Book a demo See Trust & Procurement