OpenText File 360 - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between OpenText File 360 and OpenText Information Archive

1. Secure handoff of completed collaboration files into compliant archive

Data flow: OpenText File 360 to OpenText Information Archive

Project teams often use File 360 to exchange working documents with internal users, partners, or customers. Once a file set is finalized, the integration can automatically move the approved version into Information Archive for long-term retention, legal hold readiness, and policy-based disposition. This reduces the risk of keeping active collaboration content in a shared workspace longer than necessary and ensures the record is preserved under formal retention rules.

• Supports controlled transition from active collaboration to records management
• Reduces storage and governance burden in File 360
• Improves auditability for final business records

2. Archiving externally shared documents after contract or case closure

Data flow: OpenText File 360 to OpenText Information Archive

Legal, procurement, and customer service teams frequently share sensitive documents externally during a contract, claim, or case. After the engagement closes, the shared files can be archived into Information Archive with retention metadata, making them available for compliance review while removing them from day-to-day collaboration spaces. This helps organizations retain evidence of what was shared without leaving inactive content exposed in a collaboration platform.

• Preserves evidence for audits, disputes, and regulatory inquiries
• Limits access to closed matters while maintaining retention compliance
• Creates a clear lifecycle from active sharing to governed retention

3. Retrieval of archived records for controlled re-sharing

Data flow: OpenText Information Archive to OpenText File 360

When archived records are needed for a new project, audit response, or customer issue, authorized users can retrieve the relevant content from Information Archive and place it into a secure File 360 workspace for controlled sharing. This avoids sending records through email or unmanaged file transfer tools and gives teams a secure, auditable environment for temporary collaboration on archived content.

• Enables secure reuse of archived content without broad repository access
• Speeds audit and legal response workflows
• Maintains traceability for who accessed and shared the record

4. Retention-based lifecycle management for departmental workspaces

Data flow: Bi-directional

Departments such as HR, finance, and engineering often use File 360 for active collaboration and Information Archive for long-term retention. An integration can apply retention rules based on workspace type, document classification, or project status. Active files remain in File 360 while in use, then move to Information Archive when the workspace is closed or the retention trigger is reached. If a record is recalled for business need, it can be temporarily restored to File 360 and then re-archived after use.

• Automates file lifecycle decisions based on business policy
• Reduces manual filing and retention errors
• Supports consistent governance across teams

5. Compliance support for regulated document exchanges

Data flow: OpenText File 360 to OpenText Information Archive

In regulated processes such as supplier onboarding, clinical documentation, or financial reporting, teams often exchange controlled documents through File 360. After submission and approval, the final package can be archived in Information Archive with the associated metadata, version history, and access trail. This creates a defensible record of the exchange and supports retention obligations without requiring users to manage archiving manually.

• Captures final approved documents and supporting evidence
• Improves compliance with industry and internal policies
• Reduces risk of version confusion or missing records

6. Legacy system retirement with secure file access continuity

Data flow: OpenText Information Archive to OpenText File 360

When a legacy application is decommissioned, its documents and attachments can be preserved in Information Archive. If business users still need occasional access to selected files, those records can be surfaced into File 360 for controlled sharing during transition periods or special requests. This approach helps IT retire old systems while giving business teams a familiar, secure way to access needed content without reopening the legacy platform.

• Supports application retirement and cost reduction
• Preserves access to historical content without maintaining the source system
• Minimizes disruption during migration or decommissioning

7. Audit and legal hold response workflow

Data flow: OpenText File 360 and OpenText Information Archive

During audits, investigations, or litigation, teams may need to identify documents that were actively shared in File 360 and then place them under formal retention control in Information Archive. The integration can help collect relevant files from collaboration spaces, archive them with case metadata, and ensure they are retained according to hold requirements. This creates a repeatable process for preserving evidence across both active and archived content.

• Improves responsiveness to legal and audit requests
• Reduces the chance of accidental deletion or policy violations
• Provides a consistent chain of custody for sensitive records

8. Controlled external collaboration on archived records

Data flow: OpenText Information Archive to OpenText File 360

Some archived records still require limited external collaboration, such as vendor disputes, insurance claims, or regulatory follow-up. Instead of granting direct archive access, the organization can copy or publish approved archived documents into a secure File 360 workspace for time-bound sharing. Once the collaboration ends, the workspace content can be removed or re-archived, preserving governance while enabling business continuity.

• Provides secure, temporary access to archived content
• Avoids exposing the archive to broad external users
• Supports exception-based collaboration with full auditability