OpenText Information Archive - iconik Integration and Automation

Common Integration Use Cases Between OpenText Information Archive and iconik

1. Archive completed media projects from iconik into OpenText Information Archive

Data flow: iconik to OpenText Information Archive

When a video, campaign, or production project is completed in iconik, final approved masters, project metadata, and supporting documentation can be transferred to OpenText Information Archive for long-term retention. This helps media teams keep iconik focused on active collaboration while ensuring finished assets are preserved in a compliant archive.

• Reduces storage and licensing pressure in iconik
• Supports retention policies for finished media assets
• Preserves access to historical content for legal, audit, or reuse purposes

2. Retrieve archived media assets from OpenText Information Archive into iconik for reuse

Data flow: OpenText Information Archive to iconik

Archived footage, stills, and approved deliverables can be restored or referenced from OpenText Information Archive back into iconik when teams need to repurpose content for new campaigns, trailers, or regional edits. This avoids duplicate storage and speeds up content discovery across departments.

• Enables reuse of legacy media without manual file hunting
• Improves access to approved historical assets for creative teams
• Supports faster campaign turnaround and lower production costs

3. Preserve asset metadata, rights information, and approval history for compliance

Data flow: Bi-directional

iconik can manage active collaboration metadata such as project tags, usage notes, and approval status, while OpenText Information Archive retains the authoritative record for compliance, retention, and audit purposes. Synchronizing key metadata fields ensures that archived assets remain searchable and defensible over time.

• Maintains chain of custody for regulated media content
• Retains rights, licensing, and expiration details alongside the asset
• Improves audit readiness for legal and governance teams

4. Decommission legacy media repositories while keeping content accessible through iconik

Data flow: Legacy repository to OpenText Information Archive, then OpenText Information Archive to iconik

Organizations retiring older media systems can migrate long-term content into OpenText Information Archive and expose selected assets or references in iconik for ongoing business use. This allows IT to shut down costly legacy platforms while media teams continue to search and access important content in a modern interface.

• Supports legacy system retirement and cost reduction
• Preserves business access to historical media libraries
• Reduces operational risk from unsupported platforms

5. Archive project deliverables and supporting documents from cross-functional workflows

Data flow: iconik to OpenText Information Archive

Media projects often generate contracts, release forms, scripts, cue sheets, and versioned deliverables. Once a project closes, these supporting documents can be archived from iconik into OpenText Information Archive to create a complete record package for retention and audit purposes.

• Centralizes final project records for governance teams
• Ensures supporting documentation is retained with the media asset
• Reduces manual filing and version control issues

6. Support legal hold and eDiscovery for media assets

Data flow: OpenText Information Archive to iconik

When a legal hold or investigation requires active review, relevant archived media assets and associated records can be surfaced from OpenText Information Archive into iconik for controlled collaboration. Legal, compliance, and media teams can then review the content without exposing the full archive.

• Speeds response to legal and regulatory requests
• Limits access to only the assets under review
• Improves coordination between legal and content teams

7. Automate retention and disposition of inactive media assets

Data flow: iconik to OpenText Information Archive, with disposition actions managed in OpenText Information Archive

Assets that have passed their active use period in iconik can be automatically transferred to OpenText Information Archive, where retention schedules and disposition rules are enforced. This creates a controlled lifecycle for media content and prevents unnecessary accumulation of inactive files in collaboration spaces.

• Enforces policy-based retention for media and related records
• Improves storage governance across the content lifecycle
• Reduces manual cleanup effort for media operations teams

8. Create a unified search and reference experience across active and archived media

Data flow: Bi-directional

Users working in iconik can search active assets while also seeing archived references or retrieval links from OpenText Information Archive. This gives creative, operations, and compliance teams a more complete view of available content without forcing them to work across disconnected systems.

• Improves discoverability across active and archived content
• Reduces duplicate asset creation and rework
• Supports collaboration between media, legal, and records management teams