OpenText Information Archive - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between OpenText Information Archive and OpenText Extended ECM - Records Management

1. Declare archived business records from legacy systems into formal records management

Data flow: OpenText Information Archive ? OpenText Extended ECM - Records Management

When legacy applications are decommissioned, their archived content can be transferred into Extended ECM Records Management for formal declaration as records. This is useful for finance, HR, procurement, and case management systems where retained data must remain searchable and legally defensible after the source system is retired.

• Preserves access to historical records without keeping the legacy application online
• Applies official retention schedules and disposition controls
• Reduces support and infrastructure costs tied to obsolete systems

2. Store inactive records in compliant archive while maintaining records control in ECM

Data flow: OpenText Extended ECM - Records Management ? OpenText Information Archive

Records that have completed active business use but must still be retained can be moved from ECM into Information Archive for long-term storage. Extended ECM retains the records management classification and retention metadata, while the archive provides lower-cost, compliant retention for large volumes of inactive content.

• Optimizes storage costs for high-volume records
• Maintains retention and legal hold requirements
• Supports scalable retention of closed files, correspondence, and transactional records

3. Centralize retention for decommissioned line-of-business applications

Data flow: OpenText Information Archive ? OpenText Extended ECM - Records Management

Organizations often retire older ERP, claims, or case management systems but still need to meet audit and regulatory obligations. Archived data from those systems can be exposed through Extended ECM Records Management so records officers can manage retention, disposition, and audit review in a single governance framework.

• Enables enterprise-wide records governance across retired systems
• Supports audit requests without reactivating legacy platforms
• Improves consistency in retention policy enforcement

4. Support legal hold and eDiscovery across archived and active records

Data flow: Bi-directional

When litigation or investigations arise, records may exist both in active ECM repositories and in the archive. Integration allows legal teams to place holds in Extended ECM Records Management while ensuring archived content in Information Archive is also protected from deletion or disposition.

• Prevents accidental disposal of relevant archived records
• Creates a consistent hold process across active and inactive content
• Reduces risk during audits, investigations, and litigation

5. Retain official records in ECM and archive supporting documents separately

Data flow: OpenText Extended ECM - Records Management ? OpenText Information Archive

In many business processes, the official record must remain under strict records management, while large supporting files such as scans, attachments, and transaction logs can be archived for efficient long-term storage. This separation helps organizations keep the official record manageable while still preserving the full evidence trail.

• Improves performance in ECM by offloading inactive supporting content
• Maintains a complete audit trail for regulated processes
• Useful for claims, contracts, patient files, and procurement documentation

6. Enable retention-driven disposition with archived evidence preservation

Data flow: OpenText Extended ECM - Records Management ? OpenText Information Archive

Extended ECM can drive retention and disposition decisions, while Information Archive preserves the evidence of what was disposed, when, and under which policy. This is valuable for organizations that need to demonstrate defensible disposition during audits or regulatory reviews.

• Provides proof of compliant destruction or transfer
• Supports auditability of retention actions
• Reduces manual tracking of disposition events

7. Create a unified access layer for records officers and business users

Data flow: Bi-directional

Business users work in Extended ECM to declare and manage records, while records officers and compliance teams access archived content from Information Archive when older records are no longer active. Integration creates a single governance experience across current and historical content, reducing the need to search multiple systems.

• Improves productivity for compliance, legal, and operational teams
• Reduces duplicate searches across systems
• Supports consistent metadata, retention, and access controls

8. Migrate records from legacy repositories into governed ECM and archive tiers

Data flow: OpenText Information Archive ? OpenText Extended ECM - Records Management

During modernization programs, organizations can migrate legacy content first into Information Archive for preservation, then promote selected records into Extended ECM Records Management for active governance. This staged approach helps separate what must remain accessible for business operations from what only needs long-term retention.

• Supports phased migration with lower operational risk
• Allows selective governance based on record value and usage
• Helps organizations modernize without losing compliance controls