OneDrive - OpenText Legal Hold Integration and Automation

Common Integration Use Cases Between OneDrive and OpenText Legal Hold

1. Automatic legal hold placement for OneDrive content tied to a custodian

When a legal matter is opened in OpenText Legal Hold, the system can identify affected employees and automatically place their OneDrive accounts under hold. This prevents deletion or alteration of files stored in OneDrive that may be relevant to litigation, investigations, or regulatory reviews. The integration reduces manual coordination between legal, compliance, and IT teams and helps ensure preservation actions are applied quickly and consistently.

2. Custodian notification and acknowledgment workflow for OneDrive users

OpenText Legal Hold can trigger notifications to custodians whose OneDrive content is subject to a hold. The integration can record acknowledgment status and escalate non-responses to legal or compliance teams. This creates a controlled workflow for informing employees of preservation obligations while maintaining an auditable record of who was notified, when, and whether they confirmed receipt.

3. Preservation of shared OneDrive documents linked to active matters

When a file stored in OneDrive is identified as relevant to a case, OpenText Legal Hold can capture the file reference and preserve it even if the document is shared or co-authored across multiple users. This is especially useful for documents used in Microsoft 365 collaboration scenarios where ownership and access may be distributed across teams. The business value is reduced risk of spoliation and better control over collaborative content that may otherwise change frequently.

4. Matter-based hold scope updates from HR, compliance, or investigation systems through OpenText Legal Hold

OpenText Legal Hold can receive matter triggers from upstream systems such as HR case management, ethics reporting, or incident management tools, then apply holds to related OneDrive custodians and content. This supports workflows such as employee investigations, harassment claims, or financial misconduct reviews where relevant documents may reside in personal OneDrive storage. The integration helps legal teams respond faster and ensures preservation begins as soon as a matter is opened.

5. Search and collection request coordination for OneDrive content under hold

Once OneDrive content is preserved, OpenText Legal Hold can pass collection requirements to downstream eDiscovery or review processes, including file metadata, custodian details, and hold status. This enables legal teams to target collection efforts more precisely and avoid unnecessary broad exports. The result is lower review volume, faster evidence gathering, and better defensibility of the collection process.

6. Release of legal holds and restoration of normal OneDrive retention behavior

When a matter is closed, OpenText Legal Hold can notify OneDrive-related governance processes that the hold has been lifted for specific custodians or files. This allows normal retention, deletion, and lifecycle policies to resume without requiring manual intervention from IT. The integration reduces the risk of over-retention and helps organizations return to standard information management practices in a timely way.

7. Audit and compliance reporting across hold actions and file preservation events

OpenText Legal Hold can consolidate hold activity with OneDrive preservation events to provide a complete audit trail for legal and compliance teams. Reports can show which custodians were placed on hold, which OneDrive files were preserved, when notifications were sent, and when holds were released. This supports defensibility in litigation, internal audits, and regulatory examinations while improving visibility for stakeholders across legal, compliance, and IT.