OpenText Extended ECM - Records Management - Adobe Experience Manager Sites Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Records Management and Adobe Experience Manager Sites

1. Publish approved records-based content from OpenText to Adobe Experience Manager Sites

Data flow: OpenText Extended ECM - Records Management ? Adobe Experience Manager Sites

Legal, policy, or compliance teams can declare final versions of regulated documents in OpenText, then publish approved excerpts or summaries to AEM Sites for public or internal web use. This is useful for policy pages, compliance notices, investor disclosures, and regulated service information where the published content must match the controlled record.

Business value: Ensures only approved, version-controlled content reaches digital channels, reducing compliance risk and rework for web teams.

2. Store web governance artifacts and content approvals as official records

Data flow: Adobe Experience Manager Sites ? OpenText Extended ECM - Records Management

AEM Sites content approval records, page sign-offs, legal review evidence, and publishing authorization logs can be transferred into OpenText as formal records. This creates an auditable trail for regulated industries that need to prove who approved what content, when it was published, and under which policy.

Business value: Strengthens audit readiness and simplifies evidence collection for legal, compliance, and internal audit teams.

3. Retain published website content as governed records for regulatory evidence

Data flow: Adobe Experience Manager Sites ? OpenText Extended ECM - Records Management

When AEM Sites publishes time-sensitive content such as terms and conditions, product disclosures, healthcare notices, or financial statements, the final published version can be archived in OpenText with retention rules applied. This supports proof of what was live on the website at a specific point in time.

Business value: Provides defensible retention of digital content and reduces exposure in disputes, audits, and regulatory reviews.

4. Synchronize policy and compliance content updates across web and records repositories

Data flow: Bi-directional

When a policy owner updates a controlled document in OpenText, the relevant web content in AEM can be flagged for review or republishing. Likewise, if a web team proposes changes to published policy language in AEM, the update can be routed back to OpenText for formal review and record declaration before release.

Business value: Keeps public-facing content aligned with the authoritative record and reduces the risk of outdated or inconsistent messaging.

5. Automate retention and disposition for expired website content

Data flow: Adobe Experience Manager Sites ? OpenText Extended ECM - Records Management

Campaign pages, event microsites, archived announcements, and seasonal content can be transferred from AEM into OpenText when they expire. OpenText then applies retention schedules and disposition rules based on content type, jurisdiction, or business unit.

Business value: Reduces content sprawl in AEM, lowers storage and governance overhead, and ensures expired content is handled according to policy.

6. Support regulated content reuse with controlled record references

Data flow: OpenText Extended ECM - Records Management ? Adobe Experience Manager Sites

Marketing and web teams can reuse approved record content from OpenText, such as product claims, approved boilerplate, legal disclaimers, or regulatory language, as governed snippets or references in AEM Sites. This avoids manual retyping and helps ensure that only sanctioned language is reused.

Business value: Improves content consistency, speeds page creation, and reduces the chance of unauthorized edits to regulated statements.

7. Create an end-to-end approval workflow for high-risk web content

Data flow: Bi-directional

For high-risk content such as healthcare advice, financial product pages, or government service instructions, AEM content drafts can trigger review workflows in OpenText. Once legal, compliance, or records managers approve the content, the final version is released back to AEM for publication and then archived as a record.

Business value: Connects content creation, compliance review, publication, and retention in one controlled process, improving speed without sacrificing governance.

8. Preserve campaign and landing page evidence for post-campaign analysis and legal defense

Data flow: Adobe Experience Manager Sites ? OpenText Extended ECM - Records Management

After a campaign ends, the final landing page, associated disclaimers, and approval history can be captured in OpenText as a complete record package. This is especially valuable for regulated promotions, public-sector communications, and claims-based marketing where the organization may need to prove exactly what was published.

Business value: Creates a reliable historical record of digital communications and supports both legal defense and business analysis.