OpenText Extended ECM - Records Management - Brandfolder Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Records Management and Brandfolder

1. Controlled Brand Asset Archiving for Compliance

Data flow: Brandfolder to OpenText Extended ECM - Records Management

When marketing campaigns end or branded content is retired, approved final assets can be automatically transferred from Brandfolder into OpenText Extended ECM - Records Management as official records. This creates a compliant archive of final logos, campaign visuals, product launch materials, and approved brand guidelines with retention and disposition rules applied.

Business value: Ensures the organization can prove what brand assets were used, when they were approved, and how long they were retained, reducing legal and audit risk.

2. Retention of Approved Brand Guidelines and Master Assets

Data flow: Brandfolder to OpenText Extended ECM - Records Management

Brand governance teams can declare approved master files, such as brand books, logo standards, packaging artwork, and regulated product imagery, as records in OpenText Extended ECM - Records Management. The records system preserves the authoritative version and applies retention schedules based on policy or regulatory requirements.

Business value: Protects the organization from unauthorized edits or premature deletion of critical brand materials and supports consistent brand governance across business units.

3. Legal Hold on Marketing and Product Assets

Data flow: OpenText Extended ECM - Records Management to Brandfolder

When a legal hold or investigation is triggered in OpenText Extended ECM - Records Management, the system can flag related assets in Brandfolder to prevent deletion, replacement, or unauthorized publishing. This is especially useful for regulated industries where campaign content, product claims, or promotional materials may be subject to discovery requests.

Business value: Reduces the risk of evidence loss and ensures marketing teams do not unknowingly alter content under legal review.

4. Publishing Only Record-Approved Assets to Brandfolder

Data flow: OpenText Extended ECM - Records Management to Brandfolder

Organizations can use OpenText Extended ECM - Records Management as the approval checkpoint for final, compliant content. Once an asset is declared a record and approved, it can be published to Brandfolder for broader internal or external use. This is useful for product images, regulated disclosures, and customer-facing collateral that must pass compliance review before distribution.

Business value: Prevents unapproved or outdated materials from entering the active brand library and improves content quality control.

5. Synchronizing Metadata for Search and Governance

Data flow: Bi-directional

Key metadata such as asset owner, approval status, campaign name, product line, jurisdiction, retention category, and expiration date can be synchronized between the two platforms. Brandfolder benefits from richer search and filtering, while OpenText Extended ECM - Records Management gains the business context needed for classification and retention decisions.

Business value: Improves discoverability for marketing teams while strengthening records classification and policy enforcement for compliance teams.

6. Automated Retention of Regulated Product and Labeling Content

Data flow: Brandfolder to OpenText Extended ECM - Records Management

For industries such as healthcare, financial services, and consumer goods, regulated product labels, disclaimers, and packaging artwork can be moved from Brandfolder into OpenText Extended ECM - Records Management once finalized. The records system then applies retention based on product lifecycle, market, or regulatory jurisdiction.

Business value: Helps organizations retain evidence of what was published in each market and supports regulatory inspections, recalls, and product liability defense.

7. End of Life Asset Disposition with Audit Trail

Data flow: OpenText Extended ECM - Records Management to Brandfolder

When retention periods expire in OpenText Extended ECM - Records Management, disposition instructions can trigger cleanup actions in Brandfolder, such as archiving, unpublishing, or marking assets as obsolete. The disposition event and audit trail remain preserved in the records system.

Business value: Reduces clutter in the digital asset library, lowers storage and governance overhead, and ensures obsolete brand content is removed in a controlled, auditable way.

8. Cross-Team Workflow for Campaign Approval and Record Declaration

Data flow: Bi-directional

Marketing teams can manage creative collaboration in Brandfolder while compliance or records teams review final deliverables in OpenText Extended ECM - Records Management. Once approved, the final asset is declared a record and linked back to the active Brandfolder entry for ongoing reference. This supports a structured workflow for campaign launches, product releases, and corporate communications.

Business value: Aligns marketing agility with compliance control, shortens approval cycles, and creates a single trusted source for both active use and long-term retention.