OpenText Extended ECM - Content Server - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Content Server and OpenText Information Archive

OpenText Extended ECM - Content Server and OpenText Information Archive complement each other well in enterprise content and data lifecycle management. Extended ECM serves as the active content repository for collaboration, governance, and workflow, while Information Archive provides compliant long-term retention, legacy system decommissioning, and cost-effective access to archived data. Together, they support controlled movement of content from operational use to regulated retention.

• 1. Archive completed business records from active content repositories

  Data flow: OpenText Extended ECM - Content Server to OpenText Information Archive

  When projects, cases, contracts, or operational files are completed in Extended ECM, final versions and associated metadata can be transferred to Information Archive for long-term retention. This keeps the active repository focused on current work while preserving records for audit, legal, and regulatory needs.

  Business value: Reduces storage growth in the active system, improves user performance, and ensures records are retained according to policy without manual intervention.

• 2. Retain governed copies of documents from line-of-business workflows

  Data flow: OpenText Extended ECM - Content Server to OpenText Information Archive

  Documents generated through ERP, CRM, HR, or procurement workflows in Extended ECM can be archived after approval or closure. Examples include signed contracts, purchase orders, employee case files, and compliance evidence. The archive stores immutable copies with retention rules and disposition schedules.

  Business value: Supports audit readiness and legal defensibility while reducing the risk of accidental deletion or unauthorized changes.

• 3. Decommission legacy applications while preserving access to historical data

  Data flow: Legacy system to OpenText Information Archive, then surfaced through OpenText Extended ECM - Content Server for access

  Data and documents from retired applications can be migrated into Information Archive for compliant storage. Extended ECM can then provide business users with controlled access to archived records through familiar content services and metadata navigation.

  Business value: Lowers maintenance costs for obsolete systems, reduces infrastructure risk, and preserves historical information needed for operations, audits, and customer support.

• 4. Centralize retention management across active and archived content

  Data flow: Bi-directional policy and metadata synchronization between both platforms

  Retention categories, classification metadata, and disposition rules defined in Extended ECM can be aligned with archive policies in Information Archive. This ensures content is archived, retained, and disposed of consistently across both platforms based on business and legal requirements.

  Business value: Improves governance consistency, reduces policy gaps, and simplifies compliance management across departments.

• 5. Support legal hold and eDiscovery processes

  Data flow: OpenText Information Archive to OpenText Extended ECM - Content Server for case access, with hold status updates returned to the archive

  When litigation or investigations occur, archived records can be placed on legal hold in Information Archive and made accessible through Extended ECM for legal teams. Metadata and hold status can be synchronized so that disposition is suspended until the matter is resolved.

  Business value: Protects relevant evidence, reduces the risk of premature deletion, and gives legal teams a controlled workspace for review and case management.

• 6. Offload inactive project and collaboration content after operational closure

  Data flow: OpenText Extended ECM - Content Server to OpenText Information Archive

  Project folders, meeting packs, design documents, and collaboration content that are no longer actively used can be archived once the project closes. The archive preserves the final state of the content and associated metadata while removing inactive content from the operational repository.

  Business value: Keeps active workspaces lean, improves search relevance for current users, and reduces storage and administration overhead.

• 7. Preserve regulated records with controlled retrieval for audits and customer inquiries

  Data flow: OpenText Information Archive to OpenText Extended ECM - Content Server

  Archived records such as invoices, claims, service histories, or signed agreements can be retrieved from Information Archive and presented in Extended ECM for authorized users who need to respond to audits, customer disputes, or internal reviews. Access remains governed by role-based permissions and retention controls.

  Business value: Enables fast retrieval without restoring legacy systems, improves customer response times, and maintains compliance controls during access.

• 8. Automate disposition after retention expiry

  Data flow: OpenText Extended ECM - Content Server and OpenText Information Archive to coordinated disposition workflow

  Once retention periods expire, disposition workflows can be triggered to review, approve, and delete content in both systems according to policy. Extended ECM can manage business approval steps, while Information Archive executes compliant destruction for archived items.

  Business value: Reduces legal and storage risk, enforces consistent records disposal, and eliminates manual tracking of retention deadlines.

These integration patterns are especially valuable for organizations that need to balance active content collaboration with strict retention, compliance, and legacy system retirement requirements.