OpenText Core Capture Services - OpenText Legal Hold Integration and Automation

Common Integration Use Cases Between OpenText Core Capture Services and OpenText Legal Hold

1. Legal hold trigger from captured litigation-related correspondence

Data flow: OpenText Core Capture Services ? OpenText Legal Hold

When incoming mail, emails, or scanned documents are classified as litigation notices, subpoenas, complaints, or regulatory inquiries, Core Capture Services can extract key metadata such as matter number, sender, date, and involved parties and automatically create or update a legal hold in OpenText Legal Hold. This reduces the risk of accidental deletion and ensures preservation begins as soon as a potentially relevant document is received.

Business value: Faster legal response, lower risk of spoliation, and less manual triage for legal and records teams.

2. Custodian identification from onboarding and HR documents

Data flow: OpenText Core Capture Services ? OpenText Legal Hold

Core Capture Services can process employee onboarding forms, HR correspondence, and contractor records to identify custodians, departments, locations, and employment status. That information can be passed to Legal Hold to automatically add or update custodians tied to a matter or investigation. This is especially useful when legal teams need to preserve records for employees involved in incidents, disputes, or internal investigations.

Business value: More accurate custodian lists, faster hold issuance, and reduced dependency on manual HR lookups.

3. Preservation of captured records linked to active legal matters

Data flow: OpenText Legal Hold ? OpenText Core Capture Services

When Legal Hold identifies a matter or custodian under hold, it can send hold status and matter identifiers back to Core Capture Services so newly captured documents are tagged as preserved at ingestion. This is valuable for digital mailroom and AP scenarios where documents may otherwise move into downstream workflows that could delete or archive them. The integration ensures that documents associated with held custodians or matters are retained according to policy.

Business value: Consistent retention enforcement across intake channels and fewer compliance gaps.

4. Automatic hold placement for invoices and contracts tied to disputes

Data flow: OpenText Core Capture Services ? OpenText Legal Hold

Core Capture Services can classify invoices, purchase orders, contracts, and correspondence that reference disputed vendors, chargebacks, claims, or contract breaches. Extracted data such as vendor name, contract ID, claim number, and dispute indicators can trigger a hold in Legal Hold for the related matter. This helps legal teams preserve financial and contractual records relevant to litigation or arbitration.

Business value: Better protection of commercial evidence and improved coordination between AP, procurement, and legal teams.

5. Matter-based retention for customer complaints and claims intake

Data flow: OpenText Core Capture Services ? OpenText Legal Hold

Customer complaints, warranty claims, incident reports, and insurance correspondence captured by Core Capture Services can be classified and routed to Legal Hold when they meet predefined risk criteria. For example, a product liability complaint or service failure notice can automatically open or associate a hold with the relevant matter. This creates a controlled process for preserving supporting documents across customer service, claims, and legal functions.

Business value: Earlier preservation of evidence, stronger defensibility, and less manual escalation.

6. Hold-aware digital mailroom processing

Data flow: Bi-directional

In a digital mailroom, Core Capture Services ingests physical and electronic mail, extracts sender, recipient, subject, and document type, and checks whether the recipient, account, or matter is under legal hold in OpenText Legal Hold. If a hold exists, the document can be flagged, routed to legal review, and prevented from entering standard disposal or auto-archive paths. If no hold exists, it continues through normal business workflows.

Business value: Safer mail handling, reduced risk of premature disposal, and better operational control.

7. Audit-ready preservation of source documents and extraction metadata

Data flow: OpenText Core Capture Services ? OpenText Legal Hold

For documents captured as part of an investigation or regulatory response, Core Capture Services can pass both the original content and extraction metadata, including classification results, timestamps, and source channel, into Legal Hold. Legal teams gain a defensible record of what was received, when it was captured, and how it was classified, supporting chain-of-custody and eDiscovery readiness.

Business value: Stronger auditability, improved defensibility, and better evidence management.

8. Release of holds for archived content after matter closure

Data flow: OpenText Legal Hold ? OpenText Core Capture Services

When a matter is closed in Legal Hold, the release status can be sent to Core Capture Services so documents captured under that hold can resume normal retention or archival workflows. This prevents indefinite preservation of non-relevant content and helps records teams apply standard retention schedules once legal risk has ended.

Business value: Lower storage and compliance overhead, cleaner records lifecycle management, and faster return to standard operations.