OpenText Identity and Access Management - OpenText Extended ECM - Records Management Integration and Automation

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

OpenText Identity and Access Management secures user authentication, single sign-on, and role-based access across OpenText environments, while OpenText Extended ECM - Records Management governs formal records declaration, retention, and disposition. Together, they help organizations control who can access records, ensure only authorized users can perform records actions, and support compliant lifecycle management across business processes.

1. Role-Based Access to Records Repositories

OpenText Identity and Access Management can provision users into OpenText Extended ECM - Records Management based on enterprise roles such as records manager, legal reviewer, department approver, or auditor. This ensures that users only see the records, folders, and retention functions relevant to their job responsibilities.

• Data flow: OpenText Identity and Access Management to OpenText Extended ECM - Records Management
• Business value: Reduces unauthorized access risk and simplifies user administration
• Typical outcome: Access to sensitive records is automatically aligned with job function and organizational policy

2. Single Sign-On for Records Management Workflows

Employees and compliance teams can use single sign-on from OpenText Identity and Access Management to access OpenText Extended ECM - Records Management without separate credentials. This improves user adoption and reduces friction when declaring records, reviewing retention schedules, or approving disposition actions.

• Data flow: OpenText Identity and Access Management to OpenText Extended ECM - Records Management
• Business value: Faster access, fewer password issues, and better workflow participation
• Typical outcome: Users complete records tasks within normal business processes without repeated logins

3. Segregation of Duties for Retention and Disposition Approvals

Organizations can use OpenText Identity and Access Management to enforce separation of duties between records creators, approvers, and disposition authorities in OpenText Extended ECM - Records Management. For example, the person who declares a record cannot be the same person who approves its final destruction.

• Data flow: Bi-directional
• Business value: Strengthens compliance controls and audit defensibility
• Typical outcome: Retention and disposition actions require the correct approval chain based on assigned identity roles

4. Automated Access Revocation for Former Employees and Contractors

When a user is deactivated in OpenText Identity and Access Management, their access to OpenText Extended ECM - Records Management is immediately removed. This is especially important for regulated records containing legal, financial, patient, or government information.

• Data flow: OpenText Identity and Access Management to OpenText Extended ECM - Records Management
• Business value: Reduces insider risk and supports offboarding controls
• Typical outcome: Former users cannot access or act on records after termination or contract end

5. Controlled Access to Legal Hold and Audit Functions

OpenText Identity and Access Management can restrict legal hold administration, audit review, and disposition override permissions in OpenText Extended ECM - Records Management to a small set of authorized compliance users. This prevents broad access to highly sensitive governance functions.

• Data flow: OpenText Identity and Access Management to OpenText Extended ECM - Records Management
• Business value: Protects critical compliance actions from misuse or error
• Typical outcome: Only designated legal, compliance, or records staff can place holds or override retention actions

6. Identity-Driven Records Declaration in Business Processes

In workflows such as claims processing, contract management, or case management, OpenText Identity and Access Management can identify the user?s department, location, or role and pass that context to OpenText Extended ECM - Records Management. The records system can then apply the correct classification, retention schedule, and access policy automatically.

• Data flow: OpenText Identity and Access Management to OpenText Extended ECM - Records Management
• Business value: Improves consistency and reduces manual records handling
• Typical outcome: Records are declared with the right metadata and retention rules based on user identity and business context

7. Audit-Ready User and Access Reporting for Compliance Reviews

OpenText Identity and Access Management can provide authoritative identity and access data to support audits of OpenText Extended ECM - Records Management. Compliance teams can verify who had access to specific records, who approved disposition, and whether access matched policy at the time of the action.

• Data flow: Bi-directional
• Business value: Improves audit readiness and reduces time spent gathering evidence
• Typical outcome: Faster response to internal audits, legal discovery, and regulatory inquiries

8. Centralized Identity Governance for Multi-Department Records Operations

Large organizations often manage records across multiple departments, regions, and business units. OpenText Identity and Access Management can centralize identity governance while OpenText Extended ECM - Records Management enforces records policies locally or by department. This allows a consistent security model with flexible records administration.

• Data flow: OpenText Identity and Access Management to OpenText Extended ECM - Records Management
• Business value: Standardizes access control across the enterprise while supporting local compliance needs
• Typical outcome: A single identity source governs access across multiple records environments and business units