MediaValet - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between MediaValet and OpenText Extended ECM - Records Management

MediaValet and OpenText Extended ECM - Records Management complement each other well in organizations that need both strong digital asset management and formal records governance. MediaValet is best suited for managing approved marketing and brand content, while OpenText Extended ECM - Records Management provides controlled retention, declaration, and disposition for records that must meet legal, regulatory, or audit requirements. Together, they support secure content collaboration and compliant lifecycle management across business teams.

1. Declare approved brand assets as governed records

Flow: MediaValet to OpenText Extended ECM - Records Management

When a final version of a brand asset, campaign master file, or regulated communication is approved in MediaValet, it can be automatically transferred to OpenText Extended ECM - Records Management for formal record declaration. This ensures the final approved version is preserved under retention rules, while MediaValet continues to serve as the working repository for creative and marketing teams.

• Useful for regulated marketing materials, product claims, and public-facing communications
• Reduces risk of retaining only informal copies outside the records system
• Supports audit readiness by preserving the approved version and its metadata

2. Apply retention and disposition policies to campaign and compliance content

Flow: Bi-directional

MediaValet can manage the active lifecycle of campaign assets, while OpenText Extended ECM - Records Management applies retention schedules once assets become official records. This is valuable for organizations that must keep evidence of what was published, when it was approved, and who authorized it. After the retention period expires, disposition can be executed in OpenText according to policy.

• Supports legal hold and defensible disposition for marketing and corporate communications
• Helps standardize retention across regions and business units
• Reduces manual tracking of asset expiration and deletion

3. Preserve audit trails for externally shared assets

Flow: MediaValet to OpenText Extended ECM - Records Management

MediaValet is often used to share approved assets with agencies, distributors, and partners. When those shared assets are part of a regulated process, the sharing event, approval history, and final asset version can be captured in OpenText Extended ECM - Records Management as a record. This creates a defensible history of what was shared externally and under what approval conditions.

• Supports compliance in financial services, healthcare, and public sector communications
• Provides evidence of external distribution for legal and regulatory review
• Improves accountability for brand and content governance

4. Retain source files and final renditions separately

Flow: MediaValet to OpenText Extended ECM - Records Management

Creative teams often work with layered source files, working drafts, and final renditions. MediaValet can remain the system of engagement for creative collaboration, while OpenText Extended ECM - Records Management stores the final record copy and, where required, the source file package for compliance. This separation helps teams work efficiently without losing control over what must be retained.

• Useful for design files, video masters, and regulated document packages
• Prevents clutter in the DAM while preserving compliance-critical originals
• Supports version control and final record certification

5. Manage policy-driven lifecycle for regulated media libraries

Flow: OpenText Extended ECM - Records Management to MediaValet

OpenText can define retention, legal hold, and disposition rules for content classes such as patient education materials, investor relations assets, or government communications. Those rules can be synchronized to MediaValet so users see the correct status of each asset and know whether it is active, archived, or restricted from reuse. This reduces accidental use of expired or non-compliant content.

• Helps prevent reuse of outdated or expired assets in campaigns
• Improves governance for content with regulatory review cycles
• Gives marketing teams clearer visibility into asset status

6. Support compliance review of approved content before publication

Flow: MediaValet to OpenText Extended ECM - Records Management

MediaValet approval workflows can be used to route assets through marketing, legal, and compliance review. Once approved, the final asset and approval metadata can be sent to OpenText Extended ECM - Records Management as the official record of review and authorization. This is especially valuable for organizations that need to prove who approved content and when it was released.

• Creates a single compliance record for approval decisions
• Reduces reliance on email-based approvals and manual evidence collection
• Improves traceability for audits and internal investigations

7. Centralize long-term preservation of high-value media and corporate evidence

Flow: Bi-directional

MediaValet can serve as the operational hub for rich media access, search, and collaboration, while OpenText Extended ECM - Records Management acts as the long-term preservation layer for content that must be retained as evidence. This is useful for annual reports, executive announcements, product launch materials, training videos, and other assets with business or legal significance.

• Balances fast access for users with formal retention controls
• Improves enterprise content governance without slowing creative workflows
• Supports enterprise archiving strategies across departments

In summary, MediaValet manages the active lifecycle of brand and media assets, while OpenText Extended ECM - Records Management ensures that the right content is formally retained, governed, and disposed of according to policy. An integration between the two platforms helps organizations improve compliance, reduce manual recordkeeping, and maintain a clear chain of custody for critical content.