OpenText Directory Services - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between OpenText Directory Services and OpenText Information Archive

1. Centralized user provisioning for archive access

Data flow: OpenText Directory Services ? OpenText Information Archive

Synchronize users, groups, and role assignments from OpenText Directory Services into OpenText Information Archive so archive access is automatically aligned with enterprise identity records. This reduces manual account administration and ensures only authorized employees can search, retrieve, or manage archived content.

• Automatically create archive users based on directory membership
• Assign archive permissions by department, role, or business unit
• Remove access promptly when users are disabled or moved out of scope

2. Role based retention and legal hold administration

Data flow: Bi-directional

Use directory groups to drive archive administration roles such as records manager, compliance officer, or legal reviewer. OpenText Information Archive can use these roles to control who can place holds, approve disposition, or manage retention policies, while OpenText Directory Services maintains the authoritative identity and group structure.

• Map directory groups to archive governance roles
• Limit disposition approvals to designated compliance users
• Support audit ready separation of duties

3. Automated access removal for terminated or transferred employees

Data flow: OpenText Directory Services ? OpenText Information Archive

When a user is disabled, transferred, or removed from a business unit in OpenText Directory Services, the archive can automatically revoke or adjust access. This prevents former employees from viewing sensitive archived records and reduces security risk without requiring manual cleanup in the archive platform.

• Revoke archive access on termination events
• Adjust permissions when employees change departments
• Maintain compliance with least privilege policies

4. Department based archive partitioning and content access

Data flow: OpenText Directory Services ? OpenText Information Archive

Use directory attributes such as department, location, or legal entity to determine which archive repositories or content sets a user can access. This is especially useful in large enterprises with multiple business units that need separate retention rules, access boundaries, or regional compliance controls.

• Restrict finance archives to finance groups
• Separate regional archives by country or legal entity
• Support internal segregation of data access

5. Self service archive search with authenticated enterprise identity

Data flow: OpenText Directory Services ? OpenText Information Archive

Enable single sign on style access to archived records using identities managed in OpenText Directory Services. Business users can search and retrieve archived invoices, emails, HR records, or case files without separate archive credentials, improving productivity and reducing help desk calls for password resets.

• Use existing enterprise credentials for archive login
• Reduce duplicate user accounts across systems
• Improve user adoption of archived data access

6. Audit traceability for archive actions by named directory users

Data flow: OpenText Information Archive ? OpenText Directory Services

Archive activity such as searches, retrievals, hold actions, and disposition approvals can be associated with authoritative directory identities. This strengthens audit reporting by linking archive events to verified users, groups, and organizational attributes maintained in OpenText Directory Services.

• Support compliance audits with named user activity
• Trace sensitive archive access to specific roles
• Improve investigation of unauthorized access attempts

7. Legacy system retirement with controlled archive access by business role

Data flow: OpenText Directory Services ? OpenText Information Archive

When retiring a legacy application, migrate its user access model into OpenText Directory Services and use those identities to control access to the archived data in OpenText Information Archive. This allows IT to decommission the old system while preserving business access for finance, operations, legal, or customer service teams.

• Preserve access after application shutdown
• Assign archive access based on former application roles
• Reduce infrastructure and support costs from legacy platforms

8. Periodic synchronization of organizational changes for retention governance

Data flow: Bi-directional

Synchronize organizational changes such as mergers, restructures, and team realignments so archive permissions and governance rules stay current. OpenText Directory Services provides the latest user and group structure, while OpenText Information Archive reflects those changes in retention workflows, access policies, and review assignments.

• Keep archive permissions aligned with organizational changes
• Update reviewer and approver assignments automatically
• Reduce compliance gaps caused by stale access rules