OpenText Core Case - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between OpenText Core Case and OpenText Extended ECM - Records Management

1. Case File Declaration to Records Management

When a case is closed in OpenText Core Case, the complete case file, including correspondence, evidence, approvals, and final resolution documents, is automatically transferred to OpenText Extended ECM - Records Management for formal declaration as a record. This ensures the full case history is preserved under the correct retention schedule and disposition policy.

• Direction: OpenText Core Case to OpenText Extended ECM - Records Management
• Business value: Reduces manual filing effort and improves compliance with retention requirements.
• Typical users: Case managers, compliance teams, records administrators

2. Retention Status Visibility Within Active Cases

OpenText Core Case can retrieve records metadata from OpenText Extended ECM - Records Management to show whether related documents are declared records, their retention period, and any legal hold status. This helps case workers understand which documents can be edited, shared, or disposed of during the case lifecycle.

• Direction: OpenText Extended ECM - Records Management to OpenText Core Case
• Business value: Prevents accidental changes to governed content and supports compliant case handling.
• Typical users: Claims handlers, investigators, legal reviewers

3. Automated Archiving of Supporting Evidence and Correspondence

Documents generated or collected during a case, such as emails, scanned forms, signed approvals, and investigation notes, can be automatically archived from OpenText Core Case into OpenText Extended ECM - Records Management at predefined milestones. This creates a controlled archive of supporting evidence while keeping the active case workspace focused on current work.

• Direction: OpenText Core Case to OpenText Extended ECM - Records Management
• Business value: Improves case workspace performance and ensures long term preservation of supporting materials.
• Typical users: Operations teams, records staff, audit teams

4. Legal Hold Propagation to Open Cases

If a record in OpenText Extended ECM - Records Management is placed on legal hold, the hold status can be synchronized back to OpenText Core Case so that related cases are flagged and protected from closure, deletion, or disposition. This is especially useful for litigation, regulatory inquiries, and internal investigations.

• Direction: OpenText Extended ECM - Records Management to OpenText Core Case
• Business value: Reduces legal risk by ensuring case teams are aware of preservation obligations.
• Typical users: Legal, compliance, case supervisors

5. Case Closure Triggered Retention Assignment

When a case reaches a final disposition in OpenText Core Case, the integration can assign the correct retention category in OpenText Extended ECM - Records Management based on case type, jurisdiction, or business unit. For example, a customer complaint case may be retained for a different period than a healthcare incident case.

• Direction: OpenText Core Case to OpenText Extended ECM - Records Management
• Business value: Standardizes retention decisions and reduces reliance on manual classification.
• Typical users: Records managers, process owners, compliance officers

6. Audit and Evidence Package Assembly for Regulatory Review

OpenText Core Case can assemble a complete evidence package from case content and send it to OpenText Extended ECM - Records Management as a controlled record set for audits, inspections, or regulatory submissions. The records platform then manages the package as a governed object with traceable retention and access controls.

• Direction: OpenText Core Case to OpenText Extended ECM - Records Management
• Business value: Speeds up audit preparation and improves traceability of submitted evidence.
• Typical users: Audit teams, compliance analysts, regulatory affairs

7. Cross System Search and Retrieval for Case Reopening

When a closed case is reopened or challenged, OpenText Core Case can retrieve the archived record set from OpenText Extended ECM - Records Management to restore context, review prior decisions, and support follow up actions. This gives teams access to the authoritative historical record without duplicating content across systems.

• Direction: OpenText Extended ECM - Records Management to OpenText Core Case
• Business value: Improves decision making and reduces time spent searching for historical case evidence.
• Typical users: Customer service, claims, legal, quality assurance