OpenText eDOCS - Preservica Integration and Automation

Common Integration Use Cases Between OpenText eDOCS and Preservica

OpenText eDOCS is a matter-centric document management platform widely used by legal and professional services teams to control active documents, versions, and access permissions. Preservica is an active digital preservation platform designed to preserve long-term value, authenticity, and accessibility of records and digital content over time. Together, they support a complete lifecycle from active legal work to compliant long-term retention and preservation.

1. Transfer Closed Matters from OpenText eDOCS to Preservica for Long-Term Retention

When a legal matter is closed in OpenText eDOCS, final versions of key documents, correspondence, and supporting records can be transferred to Preservica for secure long-term preservation.

• Data flow: OpenText eDOCS to Preservica
• Business value: Reduces storage burden in the active DMS while ensuring closed matter records remain accessible for retention, audit, and legal hold requirements.
• Typical content: Final pleadings, executed agreements, settlement documents, closing binders, and matter summaries.

2. Preserve Final Approved Versions and Audit Evidence from Legal Workflows

OpenText eDOCS can send final approved versions, version history metadata, and audit-related records to Preservica once a document reaches a controlled state. This creates a trusted preservation copy of the official record.

• Data flow: OpenText eDOCS to Preservica
• Business value: Supports evidentiary integrity by preserving the authoritative version, timestamps, authorship, and approval trail.
• Typical content: Signed contracts, board resolutions, policy documents, and regulatory submissions.

3. Synchronize Retention and Disposition Actions for Legal and Compliance Teams

Preservica can receive retention metadata from OpenText eDOCS so that preservation rules align with matter type, jurisdiction, and regulatory retention schedules. When retention periods expire, disposition decisions can be managed consistently across both systems.

• Data flow: Bi-directional
• Business value: Improves compliance by ensuring records are retained, reviewed, or disposed of according to policy and legal requirements.
• Typical content: Matter files, client records, HR legal files, and regulatory case documentation.

4. Provide Long-Term Access to Archived Matter Records from OpenText eDOCS

Users working in OpenText eDOCS can be given links or embedded references to archived content stored in Preservica, allowing them to locate preserved records without duplicating storage or managing separate search processes.

• Data flow: Preservica to OpenText eDOCS
• Business value: Improves user experience for legal teams that need occasional access to archived matters while keeping inactive content in a preservation system.
• Typical content: Archived case files, historical contracts, legacy correspondence, and closed project documentation.

5. Support Legal Holds and eDiscovery Readiness Across Active and Archived Content

When a legal hold is placed in OpenText eDOCS, the hold status and related metadata can be passed to Preservica to prevent disposal or alteration of preserved records. This ensures consistent treatment of evidence across both platforms.

• Data flow: OpenText eDOCS to Preservica
• Business value: Reduces risk of spoliation and supports defensible preservation during litigation, investigations, or regulatory inquiries.
• Typical content: Matter records, email exports, signed documents, and supporting evidence files.

6. Archive Superseded Document Versions While Keeping the Current Version in OpenText eDOCS

OpenText eDOCS can retain the current working version of a document while older superseded versions are transferred to Preservica for preservation and historical reference. This keeps the active repository lean while maintaining a complete record.

• Data flow: OpenText eDOCS to Preservica
• Business value: Reduces clutter in the active DMS and preserves the evolution of important legal documents for audit or dispute resolution.
• Typical content: Draft agreements, policy revisions, contract redlines, and approval iterations.

7. Preserve Legacy Matter Files During OpenText eDOCS Migration or Platform Consolidation

Organizations modernizing their document environment can export legacy matter files from OpenText eDOCS into Preservica to maintain long-term access without keeping the legacy DMS fully operational.

• Data flow: OpenText eDOCS to Preservica
• Business value: Enables system rationalization, lowers support costs, and preserves historical legal records in a format designed for long-term access.
• Typical content: Historical matters, closed client files, legacy contract repositories, and inactive legal archives.

These integration patterns help legal and compliance teams manage documents efficiently during active work in OpenText eDOCS while ensuring that important records remain authentic, searchable, and preserved over the long term in Preservica.