Adobe Experience Manager Assets - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between Adobe Experience Manager Assets and OpenText Extended ECM - Records Management

1. Brand Asset Declaration for Legal and Regulatory Retention

When approved marketing assets such as campaign images, videos, brochures, and product documents are finalized in Adobe Experience Manager Assets, they can be automatically transferred to OpenText Extended ECM - Records Management for formal record declaration. This ensures that the final approved version is preserved under retention and disposition policies for audit, legal, and compliance purposes.

• Direction: Adobe Experience Manager Assets to OpenText Extended ECM - Records Management
• Business value: Protects the organization by retaining authoritative versions of published assets and supporting regulatory evidence requirements.
• Typical users: Marketing operations, legal, compliance, and records management teams.

2. Retention-Controlled Storage of Regulated Content

Organizations in healthcare, financial services, and government often use Adobe Experience Manager Assets to manage externally facing content that includes regulated disclosures, policy documents, or public notices. Integration with OpenText Extended ECM - Records Management allows these assets to be classified by content type and assigned retention schedules based on business rules, jurisdiction, or document category.

• Direction: Adobe Experience Manager Assets to OpenText Extended ECM - Records Management
• Business value: Reduces compliance risk by ensuring regulated content is retained for the correct period and disposed of properly.
• Typical users: Compliance officers, records managers, content governance teams.

3. Approved Asset Publishing with Compliance Signoff

Before a campaign asset is published from Adobe Experience Manager Assets to websites, mobile apps, or partner channels, the asset can be routed through OpenText Extended ECM - Records Management for formal approval and signoff. The records system can store evidence of review, approval, and publication authorization, creating a defensible audit trail for high-risk content.

• Direction: Bi-directional
• Business value: Improves governance by linking creative approval workflows with records-based evidence of authorization.
• Typical users: Marketing, legal, brand governance, and audit teams.

4. Preservation of Rights-Managed and Licensed Creative Assets

Adobe Experience Manager Assets often stores licensed photography, stock video, and third-party creative files with usage rights and expiration dates. By integrating with OpenText Extended ECM - Records Management, organizations can preserve the contractual and licensing documentation alongside the asset record, ensuring that expired or restricted assets are not used beyond approved terms.

• Direction: Adobe Experience Manager Assets to OpenText Extended ECM - Records Management
• Business value: Prevents rights violations and supports legal defensibility for asset usage decisions.
• Typical users: Creative operations, procurement, legal, and compliance teams.

5. Audit Trail for Asset Lifecycle Events

Asset lifecycle events such as creation, approval, version release, and retirement in Adobe Experience Manager Assets can be synchronized with OpenText Extended ECM - Records Management to maintain a formal record of key milestones. This is especially useful for organizations that must demonstrate who approved a final asset, when it was published, and when it was retired from use.

• Direction: Adobe Experience Manager Assets to OpenText Extended ECM - Records Management
• Business value: Creates a complete lifecycle history for critical business content and supports internal and external audits.
• Typical users: Records management, internal audit, marketing operations.

6. Controlled Retention of Campaign and Communication Evidence

For regulated communications such as investor relations materials, public health campaigns, or customer notices, Adobe Experience Manager Assets can serve as the working repository while OpenText Extended ECM - Records Management stores the final evidence package. This package may include the approved asset, supporting review comments, legal approvals, and distribution records.

• Direction: Adobe Experience Manager Assets to OpenText Extended ECM - Records Management
• Business value: Ensures organizations can prove what was communicated, when it was approved, and how long it must be retained.
• Typical users: Communications, legal, compliance, and records teams.

7. Retrieval of Archived Records for Reuse or Revalidation

When a business team needs to reuse an older asset or validate a previously published version, OpenText Extended ECM - Records Management can provide the archived record back to Adobe Experience Manager Assets for reference. This supports controlled reuse of legacy content while preserving the original record context and retention status.

• Direction: OpenText Extended ECM - Records Management to Adobe Experience Manager Assets
• Business value: Reduces duplicate content creation and helps teams reuse approved materials safely and efficiently.
• Typical users: Marketing teams, content managers, legal reviewers.

8. End-of-Life Disposition of Expired Assets and Related Records

When assets in Adobe Experience Manager Assets reach end of life, the integration can trigger disposition actions in OpenText Extended ECM - Records Management based on retention rules. The system can dispose of records only after the required retention period has elapsed, while ensuring that deleted or retired assets remain traceable through the records system.

• Direction: Adobe Experience Manager Assets to OpenText Extended ECM - Records Management
• Business value: Streamlines content cleanup, reduces storage overhead, and ensures compliant disposition.
• Typical users: Records managers, IT operations, content governance teams.