OpenText File 360 - Preservica Integration and Automation

Common Integration Use Cases Between OpenText File 360 and Preservica

OpenText File 360 provides secure enterprise file sharing, synchronization, access control, and auditability for active collaboration. Preservica is designed for long-term digital preservation, helping organizations retain, manage, and provide access to records and content that must remain usable, authentic, and compliant over time. Together, they support a lifecycle approach where content moves from active collaboration into governed long-term preservation.

1. Transfer finalized business records from active collaboration into long-term preservation

Data flow: OpenText File 360 to Preservica

Teams often collaborate on contracts, policy documents, project deliverables, or regulated correspondence in OpenText File 360. Once a file is approved and no longer needs active editing, it can be automatically transferred to Preservica for long-term retention. This reduces the risk of important records remaining in a collaboration workspace after they should have been formally archived.

• Business value: improves records governance and reduces compliance risk
• Operational benefit: removes manual archiving steps for business users
• Typical users: legal, compliance, records management, and project teams

2. Preserve externally shared files that become official corporate records

Data flow: OpenText File 360 to Preservica

Organizations frequently exchange sensitive files with customers, regulators, auditors, or partners through OpenText File 360. When those shared files become part of the official record, such as signed agreements, audit evidence, or regulatory submissions, they can be ingested into Preservica with metadata and audit history preserved. This creates a defensible archive of externally exchanged content.

• Business value: strengthens evidentiary integrity and audit readiness
• Operational benefit: preserves context around who shared what and when
• Typical users: compliance, audit, procurement, and customer operations

3. Publish preserved content back to secure collaboration spaces for review or reuse

Data flow: Preservica to OpenText File 360

Archived content in Preservica may need to be reviewed by legal teams, auditors, researchers, or business stakeholders. Selected preserved files can be copied or linked into OpenText File 360 for controlled access during review cycles, investigations, or policy updates. This avoids exposing the full archive while still enabling secure collaboration on specific records.

• Business value: enables controlled access to historical content without weakening archive governance
• Operational benefit: reduces ad hoc requests to archive administrators
• Typical users: legal, audit, HR, and business analysts

4. Support retention workflows for regulated documents with automated handoff

Data flow: OpenText File 360 to Preservica

Documents subject to retention policies, such as HR files, financial approvals, quality records, or supplier documentation, can be moved from OpenText File 360 into Preservica when a retention trigger is met. The integration can use metadata such as document type, retention class, or project status to determine when content should be archived. This helps ensure retention rules are applied consistently across departments.

• Business value: improves retention policy enforcement and reduces legal exposure
• Operational benefit: automates lifecycle transitions based on business rules
• Typical users: records management, HR, finance, and quality teams

5. Maintain an immutable archive of collaboration evidence for audits and investigations

Data flow: OpenText File 360 to Preservica

When organizations need to demonstrate how a decision was made, they often rely on supporting files, versions, and approvals stored in OpenText File 360. These records can be transferred to Preservica to create a preserved evidence package for audits, litigation holds, or internal investigations. This is especially useful for regulated industries where content authenticity and chain of custody matter.

• Business value: improves defensibility in audits, disputes, and investigations
• Operational benefit: creates a reliable archive of supporting evidence
• Typical users: legal, internal audit, risk management, and compliance

6. Preserve project closeout packages and handover documentation

Data flow: OpenText File 360 to Preservica

Project teams often use OpenText File 360 to exchange plans, deliverables, test results, and handover files. At project completion, the final package can be transferred to Preservica as a permanent record of what was delivered, approved, and accepted. This is valuable for capital projects, IT implementations, construction, and product development programs.

• Business value: creates a complete historical record of project outcomes
• Operational benefit: simplifies closeout and reduces loss of critical documentation
• Typical users: PMO, engineering, IT, and operations teams

7. Enable controlled access to archived content for long-term reference

Data flow: Preservica to OpenText File 360

Some archived content remains useful after preservation, such as historical contracts, legacy product documentation, or policy references. Preservica can provide selected content back to OpenText File 360 so business users can access it through a familiar secure sharing interface without needing direct archive access. This supports day-to-day reference needs while preserving the authoritative copy in Preservica.

• Business value: improves access to historical information for operational use
• Operational benefit: reduces archive lookup requests and duplicate copies
• Typical users: customer support, legal, procurement, and business operations

8. Synchronize metadata and audit information to support governance reporting

Data flow: Bi-directional

OpenText File 360 and Preservica can exchange key metadata such as document owner, classification, retention category, transfer date, and access history. This enables governance teams to track which files are active, which have been archived, and whether preservation actions were completed on time. The result is better reporting for compliance, records audits, and lifecycle management.

• Business value: improves visibility across the content lifecycle
• Operational benefit: supports reporting without manual reconciliation
• Typical users: records management, compliance, IT governance, and audit teams