OpenText Information Archive - NetX Integration and Automation

Common Integration Use Cases Between OpenText Information Archive and NetX

OpenText Information Archive is typically used to retain, govern, and provide controlled access to business records and legacy data over long periods. NetX is commonly used as a digital asset management platform for storing, organizing, searching, and distributing rich media and brand content. Together, they can support secure content retention, controlled access, and efficient content lifecycle management across business and compliance teams.

1. Archive approved digital assets from NetX for long term retention

When marketing, creative, or communications teams finalize brand assets, campaign files, or approved media in NetX, the completed versions can be transferred to OpenText Information Archive for compliant long term retention. This reduces the risk of keeping inactive content in the active DAM environment while preserving a governed record of the final approved asset.

• Data flow: NetX to OpenText Information Archive
• Business value: Lowers storage costs in NetX, improves content governance, and supports retention policies for regulated industries
• Typical users: Marketing operations, records management, legal, compliance

2. Preserve campaign and brand history after project closure

At the end of a campaign or product launch, NetX can pass final creative files, usage rights documentation, and supporting approvals to OpenText Information Archive. This creates a defensible historical record of what was published, when it was approved, and which version was used, which is useful for audits, disputes, and future reuse decisions.

• Data flow: NetX to OpenText Information Archive
• Business value: Improves audit readiness and reduces time spent searching for historical campaign evidence
• Typical users: Brand teams, legal, compliance, audit

3. Provide controlled access to archived media and documents from NetX

Users working in NetX may need to locate older approved assets that are no longer actively managed in the DAM but still required for reference, reuse, or legal review. An integration can surface archived items from OpenText Information Archive inside NetX search or linked record views, allowing users to request or retrieve content without duplicating it back into the active repository.

• Data flow: OpenText Information Archive to NetX
• Business value: Maintains a single governed archive while improving user access to historical content
• Typical users: Creative teams, legal, customer support, compliance

4. Retain rights and licensing documentation alongside media assets

NetX often stores images, video, and other media that depend on usage rights, model releases, or licensing agreements. Those supporting documents can be archived in OpenText Information Archive and linked back to the related asset in NetX. This helps ensure that rights evidence is retained for the required period and can be retrieved quickly if a usage question arises.

• Data flow: NetX to OpenText Information Archive, with reference links back to NetX
• Business value: Reduces legal exposure and improves traceability for content usage approvals
• Typical users: Legal, procurement, marketing operations, content managers

5. Decommission legacy content repositories while preserving access through NetX

If an organization is migrating from an older media repository or file share into NetX, OpenText Information Archive can serve as the long term retention layer for content that should not remain in the active DAM. NetX can hold current, searchable assets while archived legacy content remains available through governed retrieval processes, reducing the need to keep obsolete systems online.

• Data flow: Legacy repository to OpenText Information Archive, with selected active content to NetX
• Business value: Supports system retirement, reduces infrastructure cost, and preserves compliance access
• Typical users: IT, records management, digital asset teams

6. Archive expired or superseded versions of assets from NetX

As new versions of a brochure, product image, or video are approved in NetX, older versions can be automatically moved to OpenText Information Archive based on version status or retention rules. This keeps NetX focused on current content while ensuring prior versions remain available for audit, legal hold, or reference purposes.

• Data flow: NetX to OpenText Information Archive
• Business value: Improves content findability, reduces clutter, and enforces version control and retention policies
• Typical users: Content operations, compliance, legal, marketing

7. Support legal hold and eDiscovery for media and related records

When litigation or investigation requires preservation of specific assets, OpenText Information Archive can place relevant records on legal hold, including content originating from NetX and associated metadata or approval records. NetX can then be used to identify the active asset context while the archive ensures the evidence is preserved without alteration or deletion.

• Data flow: Bi-directional, with legal hold actions managed in OpenText Information Archive and asset context referenced from NetX
• Business value: Reduces legal risk and ensures defensible preservation of content and related records
• Typical users: Legal, compliance, records management, IT

These integration patterns help organizations manage the full lifecycle of digital content, from active use in NetX to compliant long term retention in OpenText Information Archive, while improving access, reducing storage overhead, and strengthening governance.