Box - OpenText InfoArchive Integration and Automation

Common Integration Use Cases Between Box and OpenText InfoArchive

1. Secure transfer of finalized business records from Box to InfoArchive

Organizations often use Box for active collaboration on contracts, policies, project files, and approvals. Once a document is finalized and no longer needs day-to-day editing, it can be automatically moved from Box to OpenText InfoArchive for long-term retention and compliant archiving. This reduces clutter in Box, lowers storage and governance overhead, and ensures the record is preserved according to retention rules.

• Direction: Box to OpenText InfoArchive
• Business value: Keeps Box focused on active work while InfoArchive manages immutable retention
• Typical users: Legal, compliance, records management, operations

2. Retention-based archiving of regulated content

In regulated industries such as healthcare, financial services, and government, content stored in Box may need to be retained for specific periods and disposed of defensibly. Box can serve as the collaboration layer while OpenText InfoArchive becomes the system of record for retention, legal hold, and disposition. This is especially useful for documents such as patient correspondence, audit evidence, policy approvals, and customer agreements.

• Direction: Box to OpenText InfoArchive
• Business value: Supports compliance with retention schedules and audit requirements
• Typical users: Compliance, risk, audit, records teams

3. Legacy application decommissioning with Box as the user-facing access point

When a legacy system is retired, its documents and associated records can be migrated into OpenText InfoArchive for preservation. Box can then be used as a secure front-end repository for business users who need occasional access to archived files, such as historical invoices, case files, or HR records. This approach helps reduce dependency on outdated systems while maintaining a familiar collaboration experience for users.

• Direction: Legacy system to OpenText InfoArchive, with Box providing access or distribution
• Business value: Lowers maintenance costs and simplifies legacy system shutdown
• Typical users: IT, records management, business operations

4. Controlled retrieval of archived records into Box for active review

Teams may need to revisit archived content for audits, investigations, customer disputes, or contract reviews. OpenText InfoArchive can supply the authoritative archived record, and selected files can be securely copied into Box for temporary collaboration among reviewers. This allows legal, finance, and operations teams to work on the content without exposing the archive to unnecessary changes.

• Direction: OpenText InfoArchive to Box
• Business value: Enables controlled collaboration on historical records without compromising archive integrity
• Typical users: Legal, finance, audit, customer service

5. Compliance evidence collection from Box into a long-term archive

Organizations often collect policy acknowledgments, approval documents, training attestations, and audit evidence in Box during active business processes. After the review or audit cycle ends, these artifacts can be transferred into OpenText InfoArchive to create a defensible compliance record. This ensures evidence remains available for future audits and regulatory inquiries even after the working project in Box is closed.

• Direction: Box to OpenText InfoArchive
• Business value: Preserves audit trails and compliance evidence beyond the active project lifecycle
• Typical users: Compliance, internal audit, HR, quality assurance

6. Contract lifecycle handoff from collaboration to archival retention

Contract teams can draft, negotiate, and approve agreements in Box, using its sharing and workflow capabilities to manage collaboration with internal stakeholders and external parties. After signature and execution, the final contract package, including supporting attachments and approval history, can be archived in OpenText InfoArchive for retention, legal hold, and future reference. This creates a clean handoff from active contract management to compliant records preservation.

• Direction: Box to OpenText InfoArchive
• Business value: Improves contract governance and reduces risk of lost or incomplete records
• Typical users: Legal, procurement, sales operations

7. Bi-directional access for governed content lifecycle management

Some organizations need a bi-directional workflow where content originates in Box, is archived in OpenText InfoArchive, and later is retrieved back into Box for approved business use. For example, a historical policy document may be archived for retention, then temporarily restored to Box for a policy update or regulatory response. This supports a governed content lifecycle while keeping active and archived content in the most appropriate platform.

• Direction: Bi-directional
• Business value: Balances long-term compliance with practical business access needs
• Typical users: Records management, legal, business process owners