OpenText Extended ECM - Business Workspaces - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Business Workspaces and OpenText Information Archive

1. Archive Closed Business Workspaces for Long-Term Compliance

When a customer, project, or case workspace in OpenText Extended ECM - Business Workspaces is completed, the full workspace package can be transferred to OpenText Information Archive for compliant long-term retention. This includes documents, metadata, workflow history, and related business records. The archive becomes the system of record for closed matters while Extended ECM remains focused on active work.

• Data flow: OpenText Extended ECM - Business Workspaces to OpenText Information Archive
• Business value: Reduces storage costs, supports retention policies, and preserves complete auditability for closed business activities

2. Retain Project and Case Evidence After Operational Systems Are Decommissioned

Organizations often need to retire legacy project, case, or ERP-connected systems but still retain the associated content and context. OpenText Extended ECM - Business Workspaces can consolidate the active business context, then pass the finalized workspace content to OpenText Information Archive for long-term preservation after the source system is shut down.

• Data flow: OpenText Extended ECM - Business Workspaces to OpenText Information Archive
• Business value: Enables legacy system retirement without losing access to supporting documents, approvals, and business history

3. Provide Archived Content Access from Active Business Workspaces

Users working in an active workspace may need to reference older contracts, invoices, case files, or project records that have already been archived. OpenText Information Archive can supply read-only access to those records directly from the workspace context, allowing users to search and retrieve archived content without leaving the business process.

• Data flow: OpenText Information Archive to OpenText Extended ECM - Business Workspaces
• Business value: Improves user productivity and reduces time spent searching across disconnected repositories

4. Support Audit and Regulatory Reviews with Complete Workspace History

For audits, legal holds, and regulatory inspections, organizations need a complete view of the business record, including documents, metadata, and workflow decisions. OpenText Extended ECM - Business Workspaces can provide the active business context, while OpenText Information Archive stores the immutable long-term record. Together they enable auditors and compliance teams to access both current and historical evidence in a controlled way.

• Data flow: Bi-directional
• Business value: Strengthens compliance posture and reduces risk during audits and investigations

5. Archive Completed Workflow Attachments and Approvals from Operational Processes

Workspaces often contain supporting documents used in approvals, exceptions, claims, procurement, or service cases. Once the workflow is complete, the attachments, comments, and approval trail can be archived in OpenText Information Archive while the workspace remains available for active collaboration only as needed. This keeps operational repositories lean while preserving the evidence required for governance.

• Data flow: OpenText Extended ECM - Business Workspaces to OpenText Information Archive
• Business value: Lowers content sprawl, improves retention management, and simplifies operational reporting

6. Centralize Retention and Disposition for Business-Critical Content

OpenText Extended ECM - Business Workspaces manages content in the context of business activity, while OpenText Information Archive applies retention schedules, legal holds, and disposition rules. Integration allows workspace content to be automatically classified and archived according to policy, ensuring that records are retained for the correct period and disposed of when no longer required.

• Data flow: OpenText Extended ECM - Business Workspaces to OpenText Information Archive
• Business value: Reduces manual records management effort and improves policy enforcement consistency

7. Preserve Customer, Project, or Case Records for Service Continuity

In customer service, claims, or project delivery environments, teams often need historical context from prior engagements to resolve issues quickly. OpenText Information Archive can retain closed workspace records, and OpenText Extended ECM - Business Workspaces can surface those records when a related customer, project, or case is reopened. This gives teams a complete history without restoring old systems or searching multiple repositories.

• Data flow: OpenText Information Archive to OpenText Extended ECM - Business Workspaces
• Business value: Improves continuity across teams and accelerates issue resolution with historical context

8. Reduce Risk in Mergers, Divestitures, and System Consolidation Programs

During mergers or application rationalization, business workspaces can be used to organize active content by customer, project, or case before it is archived. OpenText Information Archive then becomes the long-term repository for records that must be retained after the transition. This approach helps teams separate active operational content from historical records and ensures that business evidence remains accessible after organizational change.

• Data flow: OpenText Extended ECM - Business Workspaces to OpenText Information Archive
• Business value: Supports clean cutover, reduces migration risk, and preserves business records for future reference