Microsoft 365 - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between Microsoft 365 and OpenText InfoArchive

Microsoft 365 and OpenText InfoArchive complement each other well in enterprise environments where collaboration, compliance, and long-term data retention must coexist. Microsoft 365 supports day-to-day productivity, communication, and document collaboration, while OpenText InfoArchive provides compliant archiving, retention management, and legacy system decommissioning. Together, they help organizations keep active work in Microsoft 365 while preserving records and historical data in a controlled archive.

1. Archiving Microsoft 365 content for compliance and retention

Organizations can automatically move finalized or inactive content from Microsoft 365 to OpenText InfoArchive for long-term retention. This includes emails from Outlook, documents from SharePoint and OneDrive, and collaboration records from Teams that must be retained for legal or regulatory reasons.

• Data flow: Microsoft 365 to OpenText InfoArchive
• Business value: Reduces storage growth in Microsoft 365, supports retention policies, and improves audit readiness
• Example: Legal, finance, and HR teams retain approved correspondence and records in InfoArchive while keeping active working files in Microsoft 365

2. Preserving Teams and email records for legal discovery

When organizations need defensible records for litigation, investigations, or audits, Microsoft 365 content can be archived into OpenText InfoArchive with metadata preserved. This creates a searchable, immutable record repository for emails, attachments, and collaboration artifacts.

• Data flow: Microsoft 365 to OpenText InfoArchive
• Business value: Lowers legal risk, improves eDiscovery response times, and ensures consistent retention enforcement
• Example: Compliance teams export specific mailbox folders or Teams channel records into InfoArchive based on case, department, or retention schedule

3. Decommissioning legacy systems while publishing reference data into Microsoft 365

OpenText InfoArchive can serve as the archive repository when legacy applications are retired, while Microsoft 365 provides the user-facing collaboration layer for business users who need to review archived records. Users can access archived documents through SharePoint links, Teams conversations, or Outlook notifications without returning to the old system.

• Data flow: OpenText InfoArchive to Microsoft 365
• Business value: Enables legacy system retirement, reduces infrastructure and support costs, and preserves access to historical data
• Example: A finance team decommissions an old invoice system and uses SharePoint pages or Teams tabs to direct users to archived invoices in InfoArchive

4. Controlled access to archived records from SharePoint or Teams

Employees can access archived content stored in OpenText InfoArchive directly from Microsoft 365 interfaces such as SharePoint sites or Teams channels. This allows business users to work in familiar tools while the archive remains the system of record for retained content.

• Data flow: Bi-directional user access between Microsoft 365 and OpenText InfoArchive
• Business value: Improves user adoption, reduces training needs, and keeps archived content governed centrally
• Example: HR staff open archived employee policy documents from a SharePoint portal linked to InfoArchive without downloading unmanaged copies

5. Retention policy alignment across active and archived content

Microsoft 365 retention labels and policies can be aligned with OpenText InfoArchive retention and disposition rules so that content moves from active collaboration to compliant archive storage at the right time. This creates a consistent lifecycle for records across both platforms.

• Data flow: Microsoft 365 to OpenText InfoArchive, with policy metadata synchronized
• Business value: Reduces policy gaps, supports records management governance, and simplifies disposition workflows
• Example: Project documents in SharePoint are retained for seven years, then transferred to InfoArchive for long-term storage and eventual disposition

6. Audit and compliance reporting using archived Microsoft 365 records

OpenText InfoArchive can provide historical records that support compliance reporting, while Microsoft 365 tools such as Excel and Power BI can be used to analyze archive metadata and produce operational dashboards. This helps compliance, audit, and legal teams monitor retention status, access patterns, and disposition activity.

• Data flow: OpenText InfoArchive to Microsoft 365
• Business value: Improves visibility into retention compliance and supports executive reporting
• Example: A compliance team exports archive metadata into Excel and Power BI to track overdue retention reviews and disposition approvals

7. Secure collaboration on archived records during business reviews

When archived records need review by multiple departments, InfoArchive can provide the authoritative copy while Microsoft 365 supports collaborative review, comments, and approval workflows. Teams can discuss archived documents in Teams, share links in Outlook, and document decisions in Word or SharePoint.

• Data flow: OpenText InfoArchive to Microsoft 365
• Business value: Speeds cross-functional review while maintaining a single governed source of truth
• Example: Procurement, legal, and finance teams review archived contract records in InfoArchive and coordinate approvals through Teams

Overall, integrating Microsoft 365 with OpenText InfoArchive helps enterprises balance productivity and compliance. Microsoft 365 remains the collaboration and productivity workspace, while OpenText InfoArchive provides the controlled archive needed for retention, auditability, and legacy system retirement.