OpenText Extended ECM - Records Management - OpenText Core Digital Asset Management Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Records Management and OpenText Core Digital Asset Management

1. Declare approved marketing and brand assets as official records

When a final version of a logo, campaign image, product video, or brand guideline is approved in OpenText Core Digital Asset Management, it can be transferred to OpenText Extended ECM - Records Management for formal declaration as a corporate record. This ensures the approved asset, its metadata, and approval history are retained according to policy.

• Data flow: OpenText Core Digital Asset Management to OpenText Extended ECM - Records Management
• Business value: Preserves the authoritative version of regulated creative content and supports audit readiness

2. Retain regulated media used in customer communications

Organizations in financial services, healthcare, and government often use images, videos, and graphics in externally published communications. Approved media stored in OpenText Core Digital Asset Management can be linked to records in OpenText Extended ECM - Records Management so the organization can prove what was published, when it was approved, and under which policy.

• Data flow: OpenText Core Digital Asset Management to OpenText Extended ECM - Records Management
• Business value: Supports legal defensibility and regulatory compliance for published content

3. Preserve campaign evidence and approval trails

Marketing teams can use OpenText Core Digital Asset Management to manage campaign assets during production, then send the final approved package, usage rights, and approval metadata to OpenText Extended ECM - Records Management. This creates a complete record of the campaign for compliance, dispute resolution, and future reference.

• Data flow: OpenText Core Digital Asset Management to OpenText Extended ECM - Records Management
• Business value: Reduces risk by maintaining evidence of approvals, rights, and final deliverables

4. Link records to approved visual assets for faster retrieval

Records managers can store formal business records in OpenText Extended ECM - Records Management and connect them to related visual assets in OpenText Core Digital Asset Management, such as training images, facility photos, or policy illustrations. Users can quickly access the supporting asset without duplicating content across systems.

• Data flow: Bi-directional linking between OpenText Extended ECM - Records Management and OpenText Core Digital Asset Management
• Business value: Improves searchability and reduces duplicate storage while keeping records and assets aligned

5. Apply retention rules to expired or superseded assets

When a digital asset in OpenText Core Digital Asset Management is superseded, obsolete, or no longer authorized for use, the integration can trigger a records management action in OpenText Extended ECM - Records Management. The asset can be declared as a record and retained or disposed of according to the organization?s retention schedule.

• Data flow: OpenText Core Digital Asset Management to OpenText Extended ECM - Records Management
• Business value: Ensures outdated content is governed consistently and not reused in error

6. Maintain rights and licensing documentation alongside asset records

For licensed photography, stock video, or third-party artwork, OpenText Core Digital Asset Management can manage the creative file while OpenText Extended ECM - Records Management stores the contractual rights, license terms, expiration dates, and usage restrictions as official records. This helps teams verify whether an asset can still be used in a campaign or publication.

• Data flow: Bi-directional, with asset references in OpenText Core Digital Asset Management and rights records in OpenText Extended ECM - Records Management
• Business value: Reduces copyright and licensing exposure by keeping usage evidence and asset status connected

7. Support audit and legal hold requests for published media

During audits, investigations, or legal holds, compliance teams can retrieve the final approved asset from OpenText Core Digital Asset Management and the corresponding record from OpenText Extended ECM - Records Management. The integration helps preserve the asset, its metadata, and related disposition controls so nothing is deleted prematurely.

• Data flow: Bi-directional, with legal hold actions initiated in OpenText Extended ECM - Records Management and asset preservation in OpenText Core Digital Asset Management
• Business value: Strengthens legal hold execution and reduces the risk of non-compliant disposal

8. Govern enterprise content used in training and internal communications

Human resources, compliance, and communications teams often reuse approved graphics, videos, and infographics in onboarding, policy training, and internal campaigns. OpenText Core Digital Asset Management can manage the reusable media library, while OpenText Extended ECM - Records Management preserves the final training package and related approval documentation as a record.

• Data flow: OpenText Core Digital Asset Management to OpenText Extended ECM - Records Management
• Business value: Creates a controlled, reusable content process with clear governance and retention