OpenText Cloud Fax - OpenText Legal Hold Integration and Automation

Common Integration Use Cases Between OpenText Cloud Fax and OpenText Legal Hold

OpenText Cloud Fax and OpenText Legal Hold complement each other well in regulated environments where faxed documents may become part of legal, compliance, or investigative matters. OpenText Cloud Fax captures inbound and outbound fax communications securely, while OpenText Legal Hold preserves relevant content and prevents deletion when litigation, audits, or investigations arise. Together, they help organizations maintain defensible records, reduce manual handling, and improve coordination between legal, compliance, and operational teams.

1. Automatically place fax records on legal hold when a matter is opened

When legal counsel opens a new case or litigation matter in OpenText Legal Hold, the system can trigger a search and preservation action for fax records in OpenText Cloud Fax that match defined criteria such as sender, recipient, date range, department, or matter keywords.

• Data flow: OpenText Legal Hold to OpenText Cloud Fax
• Business value: Ensures faxed evidence is preserved immediately, reducing spoliation risk and manual review effort.
• Typical users: Legal operations, compliance, records management

2. Preserve inbound faxed evidence related to investigations

Inbound faxes such as signed contracts, patient referrals, complaint forms, government submissions, or claims documents can be automatically flagged and preserved in OpenText Legal Hold when they are associated with an active investigation or regulatory review.

• Data flow: OpenText Cloud Fax to OpenText Legal Hold
• Business value: Protects critical evidence from deletion or alteration and supports defensible retention practices.
• Typical users: Legal, compliance, audit teams

3. Suspend deletion of fax archives for custodians under hold

When a custodian is added to a legal hold in OpenText Legal Hold, the integration can suspend retention-based deletion of that custodian?s fax history in OpenText Cloud Fax, including sent and received fax logs, cover sheets, and associated metadata.

• Data flow: OpenText Legal Hold to OpenText Cloud Fax
• Business value: Prevents accidental purge of relevant fax communications and reduces the need for manual retention overrides.
• Typical users: Records management, IT, legal hold administrators

4. Create a complete fax evidence package for eDiscovery review

During eDiscovery, OpenText Legal Hold can identify preserved fax items and pass them to review workflows, where OpenText Cloud Fax provides the associated transmission details, timestamps, delivery status, and recipient information needed to validate authenticity and chain of custody.

• Data flow: OpenText Cloud Fax to OpenText Legal Hold
• Business value: Speeds evidence collection and improves the quality of legal review with complete context.
• Typical users: eDiscovery teams, outside counsel, litigation support

5. Notify fax operations when a matter requires special handling

When a legal hold is issued for a department or business unit that relies heavily on fax, OpenText Legal Hold can notify fax administrators to apply special handling rules, such as extended retention, restricted deletion, or preservation of specific fax queues and distribution lists.

• Data flow: OpenText Legal Hold to OpenText Cloud Fax
• Business value: Aligns operational fax management with legal preservation requirements and reduces compliance gaps.
• Typical users: Fax administrators, legal operations, compliance

6. Track hold acknowledgements for fax-dependent custodians

If a custodian regularly sends or receives business-critical documents by fax, OpenText Legal Hold can track hold notices and acknowledgements while OpenText Cloud Fax provides usage evidence showing which fax channels or workflows are likely to contain relevant records.

• Data flow: Bi-directional
• Business value: Improves custodian accountability and helps legal teams identify where responsive fax content may reside.
• Typical users: Legal hold managers, department supervisors, compliance officers

7. Preserve faxed approvals and signed documents tied to regulated workflows

In industries such as healthcare, legal services, and government, fax is often used to transmit signed forms, approvals, or authorizations. If those documents become relevant to a dispute or audit, OpenText Legal Hold can preserve the associated fax transactions and prevent deletion from OpenText Cloud Fax archives.

• Data flow: OpenText Cloud Fax to OpenText Legal Hold
• Business value: Maintains a defensible record of approvals and signed communications without disrupting daily operations.
• Typical users: Compliance, legal, business process owners

Together, these integrations help organizations treat fax communications as governed records rather than isolated transactions. The result is stronger compliance, faster legal response, and less manual effort across legal, records, and operational teams.