OpenText Extended ECM - Records Management - Preservica Integration and Automation

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

1. Transfer of inactive records from operational ECM to long-term digital preservation

Data flow: OpenText Extended ECM - Records Management ? Preservica

When records reach the end of their active business use but must remain accessible for legal, regulatory, or historical reasons, they can be transferred from OpenText into Preservica for long-term preservation. OpenText manages the formal records declaration, retention, and disposition workflow, while Preservica provides secure archival storage, preservation metadata, and format sustainability.

Business value: Reduces storage and administration costs in the operational ECM, while ensuring records remain authentic and accessible for decades.

2. Automated handoff of records due for permanent retention

Data flow: OpenText Extended ECM - Records Management ? Preservica

Records classified as permanent or archival in OpenText can be automatically exported to Preservica at the point of retention trigger. This is useful for government, healthcare, and financial services organizations that must preserve certain records indefinitely, such as board minutes, patient consent records, audit evidence, or regulatory filings.

Business value: Eliminates manual archive preparation and reduces the risk of missed retention obligations.

3. Preservation of legal hold and litigation evidence packages

Data flow: OpenText Extended ECM - Records Management ? Preservica

When a legal hold is placed on records in OpenText, a preservation copy can be sent to Preservica as a locked evidence package with metadata, chain-of-custody details, and version history. This creates a defensible archive for eDiscovery, audits, or investigations while the operational system continues normal business processing.

Business value: Strengthens evidentiary integrity and supports legal defensibility without disrupting day-to-day operations.

4. Synchronization of retention metadata and disposition outcomes

Data flow: Bi-directional

Retention schedules, classification codes, and disposition status can be synchronized between the two platforms so that OpenText remains the system of record for records management policy, while Preservica reflects the preservation state and access conditions. If a record is transferred, retained, or restricted, the status can be updated in both systems.

Business value: Improves governance consistency and reduces the risk of conflicting retention instructions across platforms.

5. Archival access for business users through ECM with preservation in the background

Data flow: Preservica ? OpenText Extended ECM - Records Management

Preservica can serve as the preservation repository while OpenText provides the user-facing access layer for business teams. Users searching in OpenText can retrieve preserved records from Preservica without needing to understand archival processes or storage locations.

Business value: Preserves a familiar user experience while enabling enterprise-grade digital preservation behind the scenes.

6. Migration of legacy records from ECM-managed archives into a preservation platform

Data flow: OpenText Extended ECM - Records Management ? Preservica

Organizations modernizing their information architecture can migrate legacy archived records from OpenText into Preservica, especially where older content must be retained beyond the lifecycle of the ECM platform or where preservation requirements exceed standard records management capabilities. This is common during cloud migration, platform consolidation, or data center exit programs.

Business value: Protects long-term access to legacy records while reducing dependency on aging infrastructure.

7. Preservation of compliance evidence and audit trails for regulated operations

Data flow: OpenText Extended ECM - Records Management ? Preservica

Audit logs, retention certificates, disposition approvals, and compliance evidence generated in OpenText can be transferred to Preservica as preserved records. This creates a durable archive of governance activity that can be used to demonstrate compliance during inspections, internal audits, or regulatory reviews.

Business value: Provides a reliable historical record of compliance actions and supports audit readiness.