OpenText Information Archive - OpenText eDOCS Integration and Automation

Common Integration Use Cases Between OpenText Information Archive and OpenText eDOCS

1. Archive Closed Legal Matters from eDOCS into OpenText Information Archive

Data flow: OpenText eDOCS ? OpenText Information Archive

When a legal matter is closed, final versions of pleadings, correspondence, contracts, and supporting evidence can be automatically transferred from eDOCS into OpenText Information Archive for long-term retention. This reduces the volume of active content in the document management system while preserving compliant access to records that must be retained for regulatory, audit, or litigation purposes.

• Improves eDOCS performance by reducing inactive content
• Supports retention policies tied to matter closure dates
• Preserves legal hold and audit requirements for archived documents

2. Retain Final Executed Agreements and Supporting Records in a Compliant Archive

Data flow: OpenText eDOCS ? OpenText Information Archive

Final executed contracts, settlement agreements, board approvals, and related legal records can be archived from eDOCS into OpenText Information Archive once they reach a defined milestone such as signature completion or matter closure. eDOCS remains the working repository for active drafting and review, while the archive becomes the system of record for long-term retention.

• Ensures final records are preserved beyond active matter lifecycle
• Reduces risk of accidental deletion or version confusion
• Supports retention schedules by document type and matter type

3. Provide Read-Only Access to Archived Legal Content from eDOCS

Data flow: OpenText Information Archive ? OpenText eDOCS

Archived documents can be surfaced back into eDOCS as read-only links or search results so attorneys and legal staff can retrieve historical matter content without restoring files manually. This is especially useful for precedent research, audit requests, and re-opened matters where historical documents must be reviewed but not edited.

• Gives users a familiar eDOCS interface for archived content access
• Reduces help desk requests for archive retrieval
• Maintains security and immutability of archived records

4. Support Legal Hold and eDiscovery Preservation Across Both Platforms

Data flow: Bi-directional

When a legal hold is issued, eDOCS can flag active matter documents while OpenText Information Archive preserves related archived content under the same hold conditions. This creates a consistent preservation process across active and inactive records, reducing the risk of spoliation and ensuring that all relevant documents remain available for investigation or litigation.

• Aligns preservation rules across active and archived repositories
• Prevents disposition of documents subject to hold
• Improves defensibility of discovery and compliance processes

5. Decommission Legacy Legal Repositories by Migrating Historical Content into OpenText Information Archive

Data flow: Legacy legal repository or older eDOCS content ? OpenText Information Archive

Organizations consolidating or retiring older document stores can migrate historical legal content into OpenText Information Archive while keeping active matters in eDOCS. This allows law firms and corporate legal departments to retire legacy systems, reduce licensing and infrastructure costs, and maintain access to older matters for reference, compliance, or audit.

• Reduces cost of maintaining obsolete repositories
• Preserves access to historical legal files without full system retention
• Supports phased modernization of legal content management

6. Automate Retention and Disposition Based on Matter Lifecycle Events

Data flow: OpenText eDOCS ? OpenText Information Archive

eDOCS can trigger archive and disposition workflows when a matter reaches a defined lifecycle event such as closure, settlement, or expiration of appeal rights. OpenText Information Archive then applies retention rules, legal hold exceptions, and approved disposition schedules to ensure documents are retained only as long as required.

• Reduces manual records management effort
• Improves consistency in retention enforcement
• Helps legal teams demonstrate policy-based disposition

7. Centralize Compliance Reporting for Legal Records and Archived Content

Data flow: Bi-directional

Metadata from eDOCS and archive status information from OpenText Information Archive can be combined to produce compliance reports showing what is active, what is archived, what is under legal hold, and what is eligible for disposition. This gives legal operations, records management, and compliance teams a single view of document lifecycle status across both systems.

• Improves visibility into retention and hold status
• Supports internal audits and regulatory reviews
• Helps identify inactive content that can be archived or disposed of

8. Enable Seamless Search Across Active and Archived Legal Content

Data flow: Bi-directional

Users searching in eDOCS can be directed to both active matter documents and archived records stored in OpenText Information Archive, with results filtered by matter, client, document type, or retention status. This creates a more complete legal knowledge base and reduces time spent searching across disconnected repositories.

• Improves attorney productivity and research efficiency
• Reduces duplicate storage and shadow repositories
• Supports faster response to client, audit, and litigation requests