OpenText Documentum - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between OpenText Documentum and OpenText Information Archive

1. Archiving completed controlled documents from Documentum to Information Archive

When documents in OpenText Documentum reach the end of their active lifecycle, such as approved SOPs, policies, validation records, or project deliverables, they can be transferred to OpenText Information Archive for long-term retention. This reduces the volume of active content in Documentum while preserving compliance, auditability, and retrieval access for legal or regulatory needs.

• Direction: OpenText Documentum to OpenText Information Archive
• Business value: Lower storage and administration costs, cleaner active repositories, stronger retention control

2. Retaining records from regulated workflows after operational closure

Documentum often manages regulated business processes such as quality, engineering change, or clinical documentation. Once a workflow is completed and the record is no longer needed for daily operations, the final approved package can be archived in Information Archive with retention rules aligned to regulatory requirements. This supports defensible retention while keeping Documentum focused on active work.

• Direction: OpenText Documentum to OpenText Information Archive
• Business value: Better separation of active content and compliance records, reduced risk of accidental modification

3. Archiving legacy system content into a governed archive with Documentum as the access layer

Organizations decommissioning older content repositories or file-based systems can move legacy documents and associated metadata into OpenText Information Archive, while using OpenText Documentum to provide controlled access for business users who still need to search or review the content. This is useful during system retirement, merger integration, or application rationalization programs.

• Direction: Legacy source systems to OpenText Information Archive, with access through OpenText Documentum where required
• Business value: Faster application retirement, reduced infrastructure cost, continued access to historical content

4. Legal hold and eDiscovery support for archived content

When a legal hold is placed on content managed in Documentum, the relevant documents and related records can be preserved in Information Archive to ensure they are protected from deletion or disposition. This creates a stable, compliant archive for litigation response, audits, and investigations while Documentum continues to support active business operations.

• Direction: OpenText Documentum to OpenText Information Archive
• Business value: Stronger legal defensibility, reduced risk of premature disposal, faster response to legal requests

5. Archiving project and case files after closure while preserving metadata and audit trail

For project-based environments, such as capital projects in energy or technical documentation in life sciences, Documentum can manage the active collaboration phase. Once a project closes, the final file set, metadata, and audit history can be archived in Information Archive to support future reference, inspections, and post-project reviews.

• Direction: OpenText Documentum to OpenText Information Archive
• Business value: Improved lifecycle management, reduced clutter in active workspaces, preserved traceability

6. Centralized retention management for both structured and unstructured compliance content

OpenText Information Archive can serve as the long-term retention layer for content originating in Documentum, especially where organizations need consistent retention and disposition policies across documents, records, and data extracts. This is valuable when compliance teams want a single retention framework for multiple content types and business units.

• Direction: Bi-directional policy alignment, with content flowing primarily from OpenText Documentum to OpenText Information Archive
• Business value: Standardized retention governance, simpler policy administration, improved compliance reporting

7. Controlled retrieval of archived content back into Documentum for active business use

In some cases, archived documents may need to be reactivated for a new audit, investigation, or operational process. Information Archive can provide controlled retrieval of specific content back into Documentum, allowing users to work with the document in an active governed environment without permanently restoring the full archive set.

• Direction: OpenText Information Archive to OpenText Documentum
• Business value: Faster access to historical content, controlled reactivation, reduced risk of unmanaged copies

8. Enterprise content rationalization across regulated departments

Large organizations often use Documentum for active regulated content in departments such as quality, regulatory affairs, and engineering, while Information Archive stores older content that must remain accessible but no longer needs active workflow management. Integrating the two platforms enables a clear operating model where Documentum handles creation, review, and approval, and Information Archive handles retention, disposition, and long-term access.

• Direction: OpenText Documentum to OpenText Information Archive
• Business value: Lower operational overhead, clearer ownership between business and records teams, better user experience