OpenText File 360 - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between OpenText File 360 and OpenText Extended ECM - Records Management

OpenText File 360 and OpenText Extended ECM - Records Management complement each other well in organizations that need secure collaboration on active content and formal governance for final records. File 360 supports controlled external and internal file sharing, while Extended ECM - Records Management ensures that important business documents are declared, retained, and disposed of according to policy. Together, they help organizations move content smoothly from collaboration into compliant records management.

1. Declare shared project files as official records at project close

Data flow: OpenText File 360 to OpenText Extended ECM - Records Management

Project teams often collaborate with internal staff, contractors, and external partners in File 360 while documents are still active. At the end of a project, final versions such as signed deliverables, approvals, design documents, and completion reports can be transferred into Records Management and declared as official records.

• Ensures only final, approved content is retained as a record
• Reduces risk of keeping duplicate working copies in collaboration spaces
• Supports audit readiness for project governance and contract closure

2. Move externally reviewed documents into controlled retention after approval

Data flow: OpenText File 360 to OpenText Extended ECM - Records Management

Documents shared with customers, regulators, auditors, or vendors through File 360 can be automatically routed to Records Management once the review cycle is complete and approval is received. This is useful for policies, compliance submissions, legal correspondence, and signed agreements.

• Preserves the approved version used in external review
• Applies retention schedules based on document type and business function
• Creates a defensible record of what was shared and when

3. Publish records back to secure collaboration spaces for controlled reference

Data flow: OpenText Extended ECM - Records Management to OpenText File 360

In some cases, a record needs to be referenced by a broader working group without changing its official status. A controlled copy or read-only reference can be published from Records Management into File 360 for operational teams, regional offices, or external stakeholders who need visibility but not editing rights.

• Provides access to authoritative content without compromising record integrity
• Supports read-only collaboration around policies, contracts, or case files
• Reduces requests for manual document distribution by records staff

4. Capture final versions from shared workspaces into retention-managed case files

Data flow: Bi-directional, with File 360 feeding final content into Records Management and Records Management providing case structure or reference links back to File 360

Business teams often maintain active case or matter workspaces in File 360 during investigations, audits, claims, or procurement cycles. Once the case reaches a milestone, final evidence, correspondence, and decision documents can be transferred into a retention-managed case file in Extended ECM - Records Management. The records system can then maintain the official case structure and retention rules.

• Improves continuity from active collaboration to formal case closure
• Supports legal hold, retention, and disposition requirements
• Helps teams find the official record after the collaboration workspace is archived

5. Automate retention declaration for regulated document types shared in File 360

Data flow: OpenText File 360 to OpenText Extended ECM - Records Management

Organizations in healthcare, financial services, and government often share regulated documents through File 360, such as patient correspondence, loan documents, procurement files, or citizen records. Integration can automatically classify and declare these documents as records based on metadata, folder location, or workflow outcome.

• Reduces manual records declaration effort
• Improves consistency in applying retention policies
• Helps ensure regulated content is not left unmanaged in collaboration spaces

6. Support audit and legal discovery with a complete chain from collaboration to record

Data flow: Bi-directional

When auditors or legal teams need to trace how a document evolved, File 360 can provide the collaboration history, access activity, and shared versions, while Records Management provides the official retained record and disposition history. Together, they create a complete chain of custody from draft to final record.

• Strengthens defensibility during audits, litigation, and regulatory reviews
• Provides visibility into who accessed or shared content during collaboration
• Helps prove which version became the official record

7. Reduce storage and compliance risk by archiving inactive shared content

Data flow: OpenText File 360 to OpenText Extended ECM - Records Management

Shared workspaces in File 360 can accumulate outdated drafts, duplicate files, and inactive project content. Integration can identify content that is no longer actively used and move the final business-relevant items into Records Management while removing or archiving the rest according to policy.

• Decreases clutter in collaboration environments
• Improves user productivity by keeping File 360 focused on active work
• Ensures inactive content is retained or disposed of according to governance rules

8. Enable controlled handoff from business teams to records administrators

Data flow: OpenText File 360 to OpenText Extended ECM - Records Management

Business users can continue working in File 360 without needing deep records management expertise. When a document or folder reaches a defined business milestone, the integration can hand off the content to records administrators for declaration, classification, retention assignment, and disposition management in Extended ECM - Records Management.

• Separates day-to-day collaboration from formal governance tasks
• Reduces training burden on business users
• Improves compliance by involving records professionals at the right stage

Together, OpenText File 360 and OpenText Extended ECM - Records Management create a practical lifecycle for enterprise content: collaborate securely, then preserve formally when the business value and compliance requirements demand it.