OpenText Cloud Fax - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between OpenText Cloud Fax and OpenText Information Archive

1. Archive inbound and outbound fax records for regulatory retention

Data flow: OpenText Cloud Fax ? OpenText Information Archive

Organizations in healthcare, legal, insurance, and government can automatically archive all fax transmissions, including cover sheets, attachments, delivery confirmations, and audit metadata. This creates a compliant record of business-critical communications without relying on users to manually save documents.

• Supports retention policies for regulated correspondence
• Reduces risk of lost fax records during audits or litigation
• Improves search and retrieval of fax history across departments

2. Preserve fax-based patient, claim, or case documentation in a long-term archive

Data flow: OpenText Cloud Fax ? OpenText Information Archive

When fax is used to exchange signed forms, referrals, claims, court filings, or government submissions, the documents can be routed into OpenText Information Archive for long-term retention. This is especially valuable where fax remains the official channel for receiving sensitive documents.

• Maintains a defensible record of submitted documents
• Supports retention schedules by document type or business process
• Enables secure retrieval for claims, legal review, or patient record verification

3. Decommission legacy fax repositories while retaining access to historical records

Data flow: OpenText Cloud Fax ? OpenText Information Archive

Many enterprises still maintain older fax servers or file shares containing years of fax images and logs. By integrating Cloud Fax with OpenText Information Archive, organizations can centralize new fax content and migrate historical fax records into a compliant archive before retiring legacy systems.

• Reduces infrastructure and maintenance costs
• Eliminates dependency on outdated fax storage systems
• Preserves historical fax evidence for legal and compliance needs

4. Store fax-related correspondence alongside business records in ECM and archive workflows

Data flow: OpenText Cloud Fax ? OpenText Information Archive

Faxed documents often support broader business records such as contracts, purchase orders, referrals, or case files. Integrating fax delivery with archiving allows the fax content and associated metadata to be retained as part of the official record, improving consistency across records management processes.

• Creates a complete record package for audits and investigations
• Improves governance across records, mail, and fax channels
• Helps business users locate faxed documents in context

5. Enable legal hold and eDiscovery on fax communications

Data flow: OpenText Cloud Fax ? OpenText Information Archive

Fax communications can be captured into OpenText Information Archive so they are subject to legal hold, retention suspension, and eDiscovery processes. This is important for organizations that must preserve communications related to disputes, investigations, or regulatory reviews.

• Prevents premature deletion of relevant fax records
• Supports defensible legal hold processes
• Speeds up response to litigation and compliance requests

6. Centralize fax audit trails and delivery evidence for compliance reporting

Data flow: OpenText Cloud Fax ? OpenText Information Archive

Delivery confirmations, transmission logs, timestamps, and recipient details from OpenText Cloud Fax can be archived with the fax content itself. Compliance, risk, and operations teams can then use the archive as a single source of truth for proving that documents were sent, received, or failed delivery.

• Strengthens audit readiness
• Provides evidence for disputes over transmission status
• Reduces manual collection of fax logs from multiple systems

7. Support enterprise records management for fax-driven workflows

Data flow: Bi-directional, with OpenText Cloud Fax generating records and OpenText Information Archive governing retention and retrieval

In workflows such as referral processing, prior authorization, procurement, or court submissions, fax is often one step in a larger business process. Cloud Fax can send or receive the document, while OpenText Information Archive stores the final record and associated metadata under the organization?s retention policy.

• Improves end-to-end process traceability
• Ensures fax content is managed as an official business record
• Supports cross-team collaboration between operations, compliance, and records management

8. Provide secure access to archived fax content for service teams and auditors

Data flow: OpenText Information Archive ? OpenText Cloud Fax, with archive retrieval initiated from business applications

When users need to resend or verify a previously faxed document, archived fax records can be retrieved from OpenText Information Archive and routed back through business applications connected to OpenText Cloud Fax. This reduces time spent searching shared drives or legacy systems and helps service teams respond faster to customer, patient, or legal requests.

• Improves turnaround time for document reissue requests
• Reduces operational dependence on manual file searches
• Enhances customer and internal service responsiveness