OpenText Extended ECM - Business Workspaces - Preservica Integration and Automation

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

OpenText Extended ECM - Business Workspaces and Preservica complement each other well in organizations that need both active business collaboration and long-term digital preservation. OpenText Extended ECM manages documents and content in the context of live business processes, while Preservica is designed to preserve records and digital assets for long-term retention, authenticity, and compliance. Together, they support a controlled lifecycle from operational use to archival preservation.

1. Transfer completed case files from active workspaces to long-term digital preservation

Data flow: OpenText Extended ECM - Business Workspaces to Preservica

When a customer case, legal matter, project, or service request is closed in OpenText Extended ECM, the final set of documents, metadata, and audit information can be transferred to Preservica for long-term retention. This ensures that the active workspace remains focused on current work while the final record is preserved in a compliant archive.

Business value: Reduces storage pressure in operational systems, supports retention policies, and ensures closed business records remain accessible for audits, legal review, or historical reference.

2. Preserve regulated records created during ERP or CRM business processes

Data flow: OpenText Extended ECM - Business Workspaces to Preservica

Organizations using business workspaces for procurement, sales, claims, or contract management can automatically archive final approved records into Preservica. Examples include signed contracts, purchase approvals, claim decisions, and customer correspondence that must be retained for regulatory purposes.

Business value: Improves compliance with retention requirements, reduces manual filing effort, and creates a trusted record of business transactions.

3. Provide archived reference content back into active business workspaces

Data flow: Preservica to OpenText Extended ECM - Business Workspaces

Users working in an active workspace may need access to historical records stored in Preservica, such as prior contracts, legacy project files, or archived correspondence. A controlled integration can surface links, previews, or selected metadata from Preservica directly inside the relevant business workspace.

Business value: Gives teams a complete view of the business context without duplicating records, improving decision-making and reducing time spent searching across systems.

4. Support legal hold and eDiscovery workflows

Data flow: Bi-directional

When a legal hold is triggered in OpenText Extended ECM for a customer, project, or investigation workspace, the relevant content can be flagged for preservation in Preservica. Preservica can then maintain immutable copies and retention controls, while OpenText continues to manage the active case workflow and user collaboration.

Business value: Strengthens legal defensibility, prevents accidental deletion, and helps legal and compliance teams manage holds across active and archived content.

5. Archive project deliverables and final documentation after formal sign-off

Data flow: OpenText Extended ECM - Business Workspaces to Preservica

For capital projects, implementation programs, or engineering initiatives, the workspace may contain plans, approvals, test results, and final deliverables. Once the project is formally signed off, the final package can be transferred to Preservica as a permanent project record.

Business value: Preserves institutional knowledge, supports post-project audits, and provides a reliable reference for future projects or disputes.

6. Retain customer and supplier correspondence for contractual and audit purposes

Data flow: OpenText Extended ECM - Business Workspaces to Preservica

Business workspaces often contain email threads, attachments, and supporting documents related to customer or supplier interactions. At the end of a contract term or retention period, the final correspondence set can be archived in Preservica with the associated metadata from the workspace.

Business value: Ensures a complete and searchable record of commercial interactions, supports audit readiness, and reduces risk in disputes or renewals.

7. Manage records lifecycle with automated retention and disposition controls

Data flow: Bi-directional

OpenText Extended ECM can manage the active lifecycle of content within business workspaces, while Preservica can enforce long-term retention, preservation, and disposition actions once records are archived. Metadata synchronization between the two platforms can ensure that retention classes, business object identifiers, and disposition status remain aligned.

Business value: Creates a governed end-to-end records lifecycle, reduces manual compliance work, and improves consistency across operational and archival systems.

In summary, integrating OpenText Extended ECM - Business Workspaces with Preservica is most valuable when organizations need to combine active collaboration with trusted long-term preservation. The integration helps teams work efficiently in their business context while ensuring that important records are retained, protected, and accessible over time.