OpenText Core Signature - Preservica Integration and Automation

Common Integration Use Cases Between OpenText Core Signature and Preservica

OpenText Core Signature and Preservica complement each other well in organizations that need both legally binding digital approvals and long-term digital preservation. OpenText Core Signature handles the execution of signatures and approval workflows, while Preservica supports secure, policy-driven preservation of records and documents for compliance, legal hold, and long-term access.

1. Signed contract archiving for long-term legal retention

Data flow: OpenText Core Signature to Preservica

After a contract is fully executed in OpenText Core Signature, the final signed PDF, signature certificate, audit trail, and related metadata are automatically transferred to Preservica for preservation. This ensures the organization retains a tamper-evident record of the agreement for the required retention period.

• Supports legal and regulatory retention requirements
• Preserves the signed version, not just the working draft
• Improves audit readiness for disputes and compliance reviews

2. HR employee record preservation after onboarding signatures

Data flow: OpenText Core Signature to Preservica

HR teams use OpenText Core Signature to collect signatures on offer letters, policy acknowledgements, tax forms, and employment agreements. Once completed, the signed documents are sent to Preservica as part of the employee master record, where they are retained according to HR and labor law policies.

• Creates a complete and defensible employee record
• Reduces manual filing and paper handling
• Supports retention schedules by document type and employee lifecycle

3. Customer onboarding document preservation

Data flow: OpenText Core Signature to Preservica

During customer onboarding, OpenText Core Signature captures signatures on service agreements, consent forms, and disclosure documents. Preservica then stores the final signed documents and associated metadata as the official archived record, enabling future retrieval for audits, complaints, or regulatory inquiries.

• Improves onboarding traceability
• Ensures signed customer records remain accessible over time
• Reduces risk of lost or incomplete onboarding files

4. Legal hold and litigation support for signed records

Data flow: OpenText Core Signature to Preservica

When a signed document becomes relevant to litigation, investigation, or regulatory review, the final executed version and signature evidence from OpenText Core Signature can be preserved in Preservica under legal hold. This prevents accidental deletion and ensures the record remains immutable and available for eDiscovery or legal review.

• Protects critical signed evidence from retention expiry
• Supports legal hold governance
• Provides a reliable chain of custody for signed records

5. Board and executive approval record retention

Data flow: OpenText Core Signature to Preservica

Organizations can route board resolutions, policy approvals, delegated authority forms, and executive sign-offs through OpenText Core Signature. Once approved, Preservica preserves the signed documents and audit trail as official governance records, ensuring they remain accessible for internal audits and regulatory examinations.

• Strengthens corporate governance controls
• Creates a permanent record of formal approvals
• Reduces risk associated with fragmented approval evidence

6. Preservation of signed policy acknowledgements and compliance attestations

Data flow: OpenText Core Signature to Preservica

Employees or contractors sign policy acknowledgements, code of conduct attestations, security training confirmations, and compliance declarations in OpenText Core Signature. Preservica then archives these signed attestations with retention rules aligned to compliance obligations, making it easy to prove policy acceptance during audits or investigations.

• Provides evidence of compliance training and policy acceptance
• Supports enterprise risk and audit teams
• Enables fast retrieval of signed attestations by person, policy, or date

7. Preservation of signed records from ECM or business workflow systems

Data flow: Bi-directional, with OpenText Core Signature as the signing service and Preservica as the preservation repository

In environments where documents originate in an ECM or line-of-business application, the workflow can send documents to OpenText Core Signature for execution and then pass the completed records to Preservica for long-term preservation. Preservica can also return preservation identifiers or archive status back to the source system so business users know the record has been formally archived.

• Creates a seamless end-to-end document lifecycle
• Improves visibility between operational systems and archive status
• Reduces duplicate storage and manual handoffs

These integrations are especially valuable in regulated industries such as financial services, healthcare, government, and higher education, where signed records must be both legally valid and preserved for long-term access.