OpenText Cloud Fax - OpenText Lens - Data Visibility Integration and Automation

Common Integration Use Cases Between OpenText Cloud Fax and OpenText Lens - Data Visibility

1. Identify and reduce fax-related content sprawl

Data flow: OpenText Cloud Fax ? OpenText Lens - Data Visibility

Faxed documents often accumulate across shared drives, email inboxes, and ECM repositories. Integrating Cloud Fax with Lens allows organizations to analyze inbound and outbound fax content to identify duplicate, obsolete, or low-value documents. This supports cleanup initiatives, reduces storage costs, and improves information governance.

• Detect repeated fax copies stored in multiple locations
• Flag outdated fax records for retention review
• Support defensible deletion and repository cleanup

2. Classify sensitive fax content for compliance oversight

Data flow: OpenText Cloud Fax ? OpenText Lens - Data Visibility

Many faxed documents contain regulated information such as patient records, legal filings, financial forms, or government correspondence. Lens can scan fax content to identify sensitive data types and help compliance teams understand where protected information resides. This improves risk management and supports policy enforcement.

• Detect personally identifiable information and protected health information in fax archives
• Map sensitive fax content to retention and access policies
• Prioritize remediation for high-risk repositories

3. Support migration planning for legacy fax archives

Data flow: OpenText Cloud Fax ? OpenText Lens - Data Visibility

When organizations migrate fax archives into a new ECM, cloud repository, or records platform, Lens can analyze the fax content before migration. This helps teams determine what should be moved, retained, or disposed of, reducing migration volume and avoiding unnecessary transfer of obsolete records.

• Inventory fax documents before migration
• Separate active records from archival or redundant content
• Reduce migration effort and storage footprint

4. Improve records management for fax-based business processes

Data flow: OpenText Cloud Fax ? OpenText Lens - Data Visibility

In industries where fax remains part of formal business workflows, Lens can help records and legal teams understand which faxed documents are business-critical and which are routine transmittals. This enables better retention scheduling, legal hold readiness, and records classification.

• Identify fax documents that qualify as official records
• Apply retention rules based on content type and business context
• Reduce manual review effort for records teams

5. Detect operational exceptions in faxed documents

Data flow: OpenText Cloud Fax ? OpenText Lens - Data Visibility

Faxed forms and correspondence often contain missing signatures, incomplete fields, or inconsistent document types. Lens can analyze fax content to identify patterns that indicate process exceptions, helping operations teams spot recurring issues in intake workflows.

• Find incomplete or misrouted fax submissions
• Identify document types that frequently require rework
• Improve intake quality and downstream processing efficiency

6. Prioritize remediation of high-risk fax repositories

Data flow: OpenText Lens - Data Visibility ? OpenText Cloud Fax

Lens can identify repositories that contain large volumes of faxed content with sensitive or obsolete data. That insight can be used to adjust Cloud Fax routing, retention, and storage practices so that new fax traffic is directed into better-governed workflows and legacy repositories are remediated first.

• Use Lens findings to redesign fax storage and routing rules
• Direct new fax output to governed repositories
• Focus cleanup on repositories with the highest compliance exposure

7. Build a governance dashboard for fax communications

Data flow: Bi-directional

By combining Cloud Fax transaction data with Lens content analysis, organizations can create a governance dashboard that shows both fax activity and the risk profile of stored fax content. This gives compliance, legal, and IT teams a shared view of fax usage, sensitive data exposure, and cleanup priorities.

• Track fax volumes alongside content risk indicators
• Monitor retention status and repository health
• Support cross-functional governance reporting