OpenText Extended ECM - Business Workspaces - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Business Workspaces and OpenText Extended ECM - Records Management

1. Automatic Records Declaration from Business Workspaces

When a project, customer, claim, or case workspace reaches a defined business milestone, key documents can be automatically declared as records in OpenText Extended ECM - Records Management. This ensures that final contracts, approvals, correspondence, and supporting evidence are preserved under formal retention rules without relying on manual user action.

• Data flow: OpenText Extended ECM - Business Workspaces to OpenText Extended ECM - Records Management
• Business value: Reduces compliance risk and ensures consistent records capture
• Typical users: Project managers, case workers, compliance teams

2. Retention Policy Enforcement for Workspace Content

Documents stored in business workspaces can inherit retention schedules based on the business object type, document category, or metadata. Records Management applies disposition rules when content becomes inactive, helping organizations retain only what is required and dispose of obsolete information in a controlled manner.

• Data flow: Bi-directional, with workspace metadata driving retention classification and records status feeding back to the workspace
• Business value: Lowers storage costs and improves regulatory compliance
• Typical users: Records managers, legal, information governance teams

3. Legal Hold on Workspace Content for Investigations or Litigation

If a customer dispute, audit, or legal case affects a business workspace, selected documents can be placed under legal hold through Records Management. This prevents deletion or disposition while the workspace continues to support operational work, ensuring evidence remains intact for the duration of the hold.

• Data flow: OpenText Extended ECM - Records Management to OpenText Extended ECM - Business Workspaces
• Business value: Protects evidence and reduces legal exposure
• Typical users: Legal counsel, compliance officers, audit teams

4. Controlled Handover from Active Workspaces to Archived Records

At the end of a project, contract, or case, the active workspace can be closed and its final content transferred into a records repository for long-term preservation. This creates a clean separation between operational collaboration and formal archival storage while keeping the full history available for audit or reference.

• Data flow: OpenText Extended ECM - Business Workspaces to OpenText Extended ECM - Records Management
• Business value: Improves information lifecycle management and workspace hygiene
• Typical users: Business users, records administrators, archive teams

5. Records Status Visibility Inside Business Workspaces

Users working in a business workspace can see whether documents have been declared as records, are under retention, or are on hold. This visibility helps teams avoid editing protected content and understand which documents are official business records versus working drafts.

• Data flow: OpenText Extended ECM - Records Management to OpenText Extended ECM - Business Workspaces
• Business value: Reduces accidental changes and improves user awareness
• Typical users: End users, supervisors, compliance reviewers

6. Compliance-Driven Document Routing for Approval and Declaration

Documents created in a workspace can be routed through approval workflows before being declared as records. For example, a signed contract or approved policy can move from drafting to review, then to formal record declaration once all required approvals are complete.

• Data flow: OpenText Extended ECM - Business Workspaces to OpenText Extended ECM - Records Management
• Business value: Ensures only finalized content becomes an official record
• Typical users: Legal, procurement, HR, policy management teams

7. Audit and Regulatory Reporting Across Active and Archived Content

Organizations can combine workspace activity data with records lifecycle information to produce complete audit trails. This supports reporting on who created, approved, declared, retained, or disposed of content across the full business process, which is especially valuable in regulated industries.

• Data flow: Bi-directional
• Business value: Strengthens audit readiness and regulatory reporting
• Typical users: Internal audit, compliance, risk management

8. Case File Completion and Permanent Preservation

In government, healthcare, or financial services, a case workspace can be used to manage all operational documents during the active phase. Once the case is closed, the complete file, including final correspondence and evidence, is transferred to Records Management for permanent or long-term retention according to policy.

• Data flow: OpenText Extended ECM - Business Workspaces to OpenText Extended ECM - Records Management
• Business value: Preserves complete case history and supports defensible retention
• Typical users: Case managers, records officers, compliance teams