OpenText Information Archive - Frontify Integration and Automation

Common Integration Use Cases Between OpenText Information Archive and Frontify

OpenText Information Archive and Frontify serve very different but complementary business needs. OpenText Information Archive is designed for compliant long-term retention, legal hold, and legacy system decommissioning, while Frontify centralizes brand guidelines and digital assets for consistent brand execution. Together, they can support governance, controlled access, and lifecycle management for brand-related content and supporting records across marketing, legal, and IT teams.

1. Archive approved brand assets and guideline versions for compliance and auditability

Data flow: Frontify to OpenText Information Archive

When a brand guideline, logo set, campaign template, or design system version is approved and published in Frontify, a finalized copy can be automatically archived in OpenText Information Archive. This creates a tamper-resistant record of what was approved, when it was approved, and who approved it.

• Supports audit requests for regulated industries
• Preserves historical brand versions for legal and governance review
• Reduces risk of teams using outdated or unapproved assets

2. Retain campaign records and creative approvals for regulatory and legal purposes

Data flow: Frontify to OpenText Information Archive

Marketing teams often need to retain evidence of campaign approvals, brand exceptions, and creative sign-off. Frontify can be used to manage the working assets and approval process, while OpenText Information Archive stores the final approved campaign package, including supporting documentation such as review notes, approval emails, and release dates.

• Creates a defensible record for compliance and dispute resolution
• Improves traceability for regulated promotions and public communications
• Reduces manual collection of approval artifacts during audits

3. Preserve retired brand assets and obsolete templates after replacement

Data flow: Frontify to OpenText Information Archive

When a rebrand or brand refresh occurs, older logos, templates, and guideline documents can be moved from active use in Frontify into OpenText Information Archive. This keeps the active Frontify workspace clean while ensuring retired assets remain accessible for reference, legal review, or historical research.

• Prevents accidental reuse of obsolete brand materials
• Maintains historical continuity across brand transitions
• Supports controlled retention and disposition policies

4. Archive brand governance records from external collaboration workflows

Data flow: Bi-directional, with Frontify as the working system and OpenText Information Archive as the record repository

Brand teams often collaborate with agencies, freelancers, and regional marketing teams through Frontify. Final decisions, exception approvals, and governance records can be archived in OpenText Information Archive to create a permanent record of external collaboration and brand policy exceptions.

• Captures who contributed to final brand decisions
• Provides evidence for policy exceptions and regional adaptations
• Improves governance over distributed creative operations

5. Support legal hold and eDiscovery for brand-related content

Data flow: OpenText Information Archive to Frontify, or Frontify content preserved through OpenText legal hold processes

If a legal matter involves a campaign, product launch, or brand dispute, OpenText Information Archive can place relevant archived brand materials under legal hold. Frontify remains the active collaboration platform, while archived copies of the relevant assets and associated records are preserved in a defensible state for legal review.

• Protects relevant content from deletion or alteration
• Speeds response to legal and compliance requests
• Reduces operational disruption to marketing teams

6. Retain brand asset metadata and usage history after Frontify workspace cleanup

Data flow: Frontify to OpenText Information Archive

As Frontify workspaces evolve, older project folders, deprecated assets, and completed campaign materials may need to be removed from active use. OpenText Information Archive can store the associated metadata, version history, and approval trail so teams can still trace how an asset was used and governed over time.

• Helps maintain a lean, current Frontify environment
• Preserves institutional knowledge for future campaigns
• Supports internal audits and brand performance reviews

7. Enable controlled access to archived brand materials for reference and reuse

Data flow: OpenText Information Archive to Frontify

When teams need to reference older brand assets, OpenText Information Archive can provide access to archived versions that are no longer active in Frontify. This is useful for legal, compliance, and brand teams that need to verify historical usage or retrieve approved legacy content without reintroducing it into active workflows.

• Ensures archived content is accessible without being editable
• Reduces confusion between current and historical assets
• Supports brand consistency and controlled reuse

8. Decommission legacy brand repositories while preserving approved content in Frontify and records in OpenText Information Archive

Data flow: Legacy repository to Frontify and OpenText Information Archive, with Frontify for active assets and OpenText for records

During a digital transformation initiative, organizations may migrate active brand assets into Frontify while sending finalized historical records, approvals, and retired materials into OpenText Information Archive. This split approach allows marketing teams to work in a modern brand platform while IT and compliance teams retain long-term records in a compliant archive.

• Supports legacy system retirement
• Improves access to current brand assets through Frontify
• Reduces storage and maintenance costs for obsolete repositories