OpenText Documentum - Aviary Platform Integration and Automation

Common Integration Use Cases Between OpenText Documentum and Aviary Platform

1. Controlled Publishing of Approved Media Assets

Data flow: Aviary Platform ? OpenText Documentum

Media teams can manage raw video and audio files in Aviary, then push only approved final versions, transcripts, and metadata into OpenText Documentum for formal retention and compliance control. This is useful when regulated organizations need a governed record of published media, such as training videos, executive messages, or public-facing announcements.

• Reduces the risk of storing unapproved media in the records repository
• Creates a compliant audit trail for published assets
• Supports legal, regulatory, and internal review requirements

2. Documentum-Governed Review and Approval for Media Releases

Data flow: OpenText Documentum ? Aviary Platform

Organizations can initiate a controlled review workflow in Documentum for media assets that require formal approval before distribution. Once approved, the asset and its approved metadata can be sent to Aviary for media team access, editing, and publishing preparation. This is valuable for life sciences, government, and energy organizations that need strict sign-off before external release.

• Ensures only approved content reaches media production teams
• Aligns media publishing with enterprise governance processes
• Improves accountability with workflow status and approval history

3. Centralized Retention of Final Media Deliverables and Supporting Records

Data flow: Aviary Platform ? OpenText Documentum

After a campaign, training program, or public communication is completed, Aviary can send final media files, captions, usage notes, and distribution records into Documentum as official business records. This helps organizations retain evidence of what was published, when it was approved, and which version was used.

• Supports records management and retention policies
• Preserves final deliverables alongside related business documentation
• Helps with audit readiness and legal discovery

4. Metadata Synchronization for Faster Search and Retrieval

Data flow: Bi-directional

Documentum can provide controlled business metadata such as project name, owner, classification, retention code, or regulatory category, while Aviary can return media-specific metadata such as duration, format, transcript status, and usage tags. Synchronizing these fields improves search accuracy across both platforms and reduces duplicate manual entry.

• Enables consistent metadata across content and media repositories
• Improves discoverability for legal, compliance, and marketing teams
• Reduces errors caused by rekeying asset information

5. Secure Access to Media Assets from Regulated Content Workflows

Data flow: OpenText Documentum ? Aviary Platform

Documentum can act as the system of record for sensitive documents that reference or govern media assets, such as SOPs, product claims, training scripts, or regulatory submissions. Aviary can receive links, references, or approved media packages tied to those documents so production teams can work from the latest governed source material.

• Connects media production to the authoritative business document
• Reduces the use of outdated scripts, claims, or instructions
• Supports controlled collaboration between compliance and media teams

6. Automated Archiving of Obsolete Media Versions

Data flow: Aviary Platform ? OpenText Documentum

When a media asset is replaced in Aviary, the prior version can be automatically archived in Documentum with its version history, approval record, and retention classification. This is especially useful for organizations that must preserve superseded content for regulatory, contractual, or audit purposes.

• Prevents accidental deletion of historically important media
• Maintains version lineage for compliance reviews
• Supports defensible retention and disposition processes

7. Cross-Team Distribution of Approved Media Packages

Data flow: Bi-directional

Documentum can store the approved business context, while Aviary manages the media package for distribution to internal teams or external channels. For example, a compliance-approved training video package can be assembled in Aviary and linked back to the governing policy, release form, or approval record in Documentum. This creates a clear chain from approval to distribution.

• Improves coordination between compliance, communications, and operations
• Provides a single reference point for approved media and supporting documents
• Speeds up release cycles without weakening governance

8. Audit-Ready Media Lifecycle Management

Data flow: Bi-directional

Documentum can manage lifecycle events such as retention, legal hold, and disposition, while Aviary manages active media production and collaboration. Integration allows organizations to move media assets through creation, approval, publication, archiving, and disposal with consistent policy enforcement and traceability.

• Aligns media operations with enterprise records policies
• Improves visibility into asset status across departments
• Reduces compliance risk in regulated environments