Microsoft 365 - OpenText Lens - Data Visibility Integration and Automation

Common Integration Use Cases Between Microsoft 365 and OpenText Lens - Data Visibility

Microsoft 365 and OpenText Lens - Data Visibility complement each other well in enterprise information governance, migration planning, and risk reduction. Microsoft 365 is where employees create, share, and store large volumes of business content, while OpenText Lens helps organizations discover what unstructured data exists, where it lives, and whether it is sensitive, redundant, or obsolete. Together, they support cleaner collaboration environments, better compliance, and more controlled information lifecycle management.

1. Microsoft 365 content inventory for governance and cleanup

Use OpenText Lens to scan SharePoint Online, OneDrive, and Teams-connected file repositories to identify stale, duplicate, or low-value content. Governance teams can then work with Microsoft 365 site owners to remove obsolete files, reduce storage sprawl, and improve search relevance.

• Data flow: Microsoft 365 to OpenText Lens
• Business value: Lower storage costs, reduced clutter, improved information governance
• Typical users: Records management, IT operations, compliance teams

2. Sensitive data discovery before Microsoft 365 migration

Before moving file shares or legacy collaboration content into SharePoint Online or OneDrive, use OpenText Lens to classify unstructured content and identify regulated or confidential data. Migration teams can then decide what should be migrated, archived, remediated, or excluded from Microsoft 365.

• Data flow: Legacy repositories to OpenText Lens, then selected content to Microsoft 365
• Business value: Safer migrations, reduced compliance exposure, better migration scope control
• Typical users: Infrastructure, migration leads, security and legal teams

3. Teams and SharePoint site rationalization

OpenText Lens can analyze content across Microsoft 365 collaboration spaces to show which Teams sites and SharePoint sites contain active business content versus abandoned or duplicate material. This helps administrators consolidate sites, retire inactive workspaces, and improve the overall Microsoft 365 tenant structure.

• Data flow: Microsoft 365 to OpenText Lens
• Business value: Less workspace sprawl, easier administration, better user experience
• Typical users: Microsoft 365 administrators, collaboration platform owners, business unit leads

4. Compliance evidence and audit preparation

Compliance teams can use OpenText Lens to locate documents in Microsoft 365 that may contain personal data, financial records, contracts, or other regulated information. The results can be used to support audits, demonstrate data awareness, and prioritize remediation actions such as retention review, access restriction, or legal hold assessment.

• Data flow: Microsoft 365 to OpenText Lens
• Business value: Faster audits, stronger compliance posture, reduced regulatory risk
• Typical users: Compliance, legal, internal audit, privacy officers

5. Information lifecycle management and retention cleanup

Organizations can combine Microsoft 365 retention policies with OpenText Lens analysis to find content that is redundant, obsolete, or no longer required for business or legal purposes. This allows records teams to target cleanup efforts more accurately and avoid retaining unnecessary content in SharePoint or OneDrive.

• Data flow: Microsoft 365 to OpenText Lens, then policy actions in Microsoft 365
• Business value: Lower risk, reduced storage growth, better retention discipline
• Typical users: Records management, legal, IT governance

6. Departmental data ownership and accountability reporting

OpenText Lens can map unstructured content in Microsoft 365 back to departments, sites, or business owners, helping organizations understand who owns which data and where sensitive content is concentrated. This supports accountability reviews and helps business leaders take action on cleanup, access control, and retention.

• Data flow: Microsoft 365 to OpenText Lens, with reporting back to business owners
• Business value: Clear ownership, faster remediation, improved governance accountability
• Typical users: Data governance office, department managers, security teams

7. Merger, acquisition, or divestiture content assessment

During corporate transactions, OpenText Lens can assess unstructured content in Microsoft 365 environments to identify what should be retained, migrated, archived, or disposed of as part of the separation or integration plan. This helps transaction teams reduce risk and avoid moving unnecessary or sensitive content into the target Microsoft 365 tenant.

• Data flow: Microsoft 365 to OpenText Lens, then selected content decisions back to migration teams
• Business value: Faster transaction execution, lower legal exposure, cleaner target environment
• Typical users: M&A integration teams, legal, IT transition teams

In summary, Microsoft 365 provides the collaboration and productivity layer, while OpenText Lens adds visibility and intelligence over the unstructured content stored there. The integration is especially valuable when organizations need to reduce risk, prepare for migration, enforce retention, or improve governance across Microsoft 365 workloads.