OpenText Extended ECM Platform - Preservica Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM Platform and Preservica

1. Transfer of inactive business records from OpenText Extended ECM Platform to Preservica for long-term digital preservation

When records in OpenText Extended ECM Platform reach the end of their active business lifecycle, they can be automatically transferred to Preservica for secure, standards-based long-term preservation. This is especially useful for contracts, HR files, project records, and regulated business documents that must remain accessible for many years after operational use ends.

• Data flow: OpenText Extended ECM Platform to Preservica
• Business value: Reduces storage and governance overhead in the active ECM environment while ensuring records remain preserved and auditable for compliance and legal retention requirements
• Typical users: Records management, legal, compliance, and IT teams

2. Preservation of final approved documents and records from business workflows

OpenText Extended ECM Platform can manage document creation, review, and approval workflows, then send the final approved version to Preservica as the authoritative preservation copy. This is valuable for policies, board materials, audit evidence, quality records, and controlled procedures where the final version must be immutable and retained for the long term.

• Data flow: OpenText Extended ECM Platform to Preservica
• Business value: Ensures only finalized, approved content is preserved, reducing version confusion and strengthening evidentiary integrity
• Typical users: Business operations, quality assurance, governance, and compliance teams

3. Preservation of records with full metadata, classification, and retention context

OpenText Extended ECM Platform can pass document metadata, business classification, retention labels, and related context to Preservica so that preserved records retain their original meaning and governance information. This supports future discovery, legal review, and regulatory audits by keeping the record context intact.

• Data flow: OpenText Extended ECM Platform to Preservica
• Business value: Improves discoverability and evidentiary value of archived content while reducing manual reclassification later
• Typical users: Records managers, archivists, legal teams, and auditors

4. Retrieval of preserved records from Preservica back into OpenText Extended ECM Platform for active business use

Users working in OpenText Extended ECM Platform may need to access a preserved record stored in Preservica for audits, investigations, customer disputes, or operational reference. An integration can allow users to search, preview, and retrieve preserved content without leaving the business application experience.

• Data flow: Preservica to OpenText Extended ECM Platform
• Business value: Reduces time spent searching across systems and gives business users a single access point for both active and archived records
• Typical users: Customer service, legal, audit, and operational teams

5. Automated retention and disposition handoff from active ECM to preservation repository

OpenText Extended ECM Platform can manage retention schedules for active content and trigger a handoff to Preservica when records become eligible for long-term retention or permanent preservation. This creates a controlled lifecycle from creation to archive, helping organizations enforce policy consistently across departments.

• Data flow: OpenText Extended ECM Platform to Preservica
• Business value: Supports defensible records management, reduces manual disposition work, and lowers compliance risk
• Typical users: Records management, compliance, and IT governance teams

6. Preservation of regulated content from line-of-business applications governed by OpenText Extended ECM Platform

OpenText Extended ECM Platform often acts as the governance layer for content generated in ERP, CRM, HR, or engineering systems. Through integration, regulated outputs such as invoices, employee records, product documentation, or case files can be preserved in Preservica once they are no longer actively edited but still require long-term retention.

• Data flow: OpenText Extended ECM Platform to Preservica
• Business value: Extends enterprise governance into long-term preservation without changing business application processes
• Typical users: Finance, HR, engineering, compliance, and enterprise architecture teams

7. Preservation of audit trails and evidence packages for regulatory and legal defensibility

OpenText Extended ECM Platform can package documents together with workflow history, approvals, and audit metadata, then send the complete evidence set to Preservica for long-term preservation. This is useful for organizations that must prove who approved what, when it was changed, and how the record was handled over time.

• Data flow: OpenText Extended ECM Platform to Preservica
• Business value: Strengthens legal defensibility and audit readiness by preserving both content and process evidence
• Typical users: Legal, audit, compliance, and risk management teams

8. Bi-directional access model for active and archived content across business and preservation teams

A bi-directional integration can allow OpenText Extended ECM Platform to manage active content and Preservica to manage preserved content, while synchronizing key identifiers, metadata, and access references between both systems. This creates a seamless lifecycle model where business users work in OpenText Extended ECM Platform and archivists or records teams manage preservation in Preservica.

• Data flow: Bi-directional
• Business value: Improves collaboration between business, records, and archive teams while maintaining clear separation between active and preserved content
• Typical users: Business users, records managers, archivists, and IT administrators