OpenText Core Experience Insights - OpenText Extended ECM - Records Management Integration and Automation

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

OpenText Core Experience Insights helps organizations understand how users interact with content and applications, while OpenText Extended ECM - Records Management ensures that business records are formally declared, retained, and disposed of according to policy. Together, they can connect usage analytics with compliance workflows to improve governance, adoption, and operational control.

1. Identify High-Value Content for Formal Records Declaration

Data flow: OpenText Core Experience Insights to OpenText Extended ECM - Records Management

Usage analytics can reveal which documents, case files, or content types are accessed most often, shared widely, or used in regulated processes. Those insights can be used to prioritize which content should be declared as records in Extended ECM - Records Management.

• Compliance teams can focus records management efforts on content with the highest business or legal exposure.
• Records administrators can reduce manual review by targeting content based on actual usage patterns.
• Organizations can improve retention coverage for content that is operationally important but not yet governed.

2. Monitor Adoption of Records Declaration Workflows

Data flow: OpenText Extended ECM - Records Management to OpenText Core Experience Insights

Records declaration activity, retention tagging, and disposition actions can be tracked and analyzed in Core Experience Insights to measure how well employees are following records management processes.

• Governance teams can identify departments with low compliance rates.
• Training needs can be detected by spotting repeated workflow drop-offs or delays.
• Managers can compare adoption across business units and improve policy execution.

3. Detect Content Areas with High Retention Risk

Data flow: Bi-directional

Core Experience Insights can show where sensitive or regulated content is heavily used, while Extended ECM - Records Management can confirm whether that content is under the correct retention policy. Together, the systems can highlight gaps where frequently used content is not properly governed.

• Legal and compliance teams can identify records that may be missing retention rules.
• Content owners can be alerted when high-use content lacks formal declaration.
• Organizations can reduce the risk of premature deletion or non-compliant retention.

4. Improve Retention Policy Design Based on Actual Usage Patterns

Data flow: OpenText Core Experience Insights to OpenText Extended ECM - Records Management

Analytics on how long users interact with specific content types, how often content is revisited, and which teams rely on it can inform retention policy reviews. This helps records managers align retention schedules with real business usage instead of static assumptions.

• Retention periods can be adjusted for content that remains operationally relevant longer than expected.
• Short-lived content can be identified for earlier disposition where policy allows.
• Policy decisions become evidence-based and easier to defend during audits.

5. Support Audit Readiness with Evidence of Governance and Usage

Data flow: Bi-directional

When auditors request proof that records are managed properly, Extended ECM - Records Management provides retention and disposition history, while Core Experience Insights provides evidence of how content was used and by whom. Combined, they create a stronger audit trail.

• Audit teams can demonstrate both policy enforcement and business relevance.
• Investigations can trace whether content was actively used before disposition.
• Compliance reporting becomes more complete and defensible.

6. Prioritize Records Cleanup and Disposition Activities

Data flow: OpenText Core Experience Insights to OpenText Extended ECM - Records Management

Usage analytics can help identify records or content repositories that are no longer actively accessed, making them candidates for disposition review. This allows records teams to focus cleanup efforts where they will have the greatest impact.

• Inactive content can be flagged for retention review or disposal.
• Storage costs can be reduced by removing obsolete records on schedule.
• Records teams can work more efficiently by targeting low-value content first.

7. Measure the Business Impact of Records Governance Programs

Data flow: OpenText Extended ECM - Records Management to OpenText Core Experience Insights

Organizations can use Core Experience Insights to measure whether records governance changes improve user behavior, reduce process friction, or increase policy compliance. For example, after introducing mandatory declaration steps, analytics can show whether completion rates improved or whether users are struggling with the process.

• Governance leaders can quantify the effect of process changes.
• Business process owners can identify where records controls slow down work.
• Continuous improvement teams can balance compliance with usability.

Together, OpenText Core Experience Insights and OpenText Extended ECM - Records Management help organizations connect user behavior with records governance, enabling better compliance, smarter policy decisions, and more efficient cross-functional workflows.