OpenText Information Archive - Preservica Integration and Automation

Common Integration Use Cases Between OpenText Information Archive and Preservica

OpenText Information Archive is typically used to archive structured and unstructured enterprise content for compliance, retention, and legacy system retirement. Preservica is designed for active digital preservation, long-term accessibility, and maintaining the usability of records and digital assets over time. Together, they can support a lifecycle approach where operational archives, compliance retention, and long-term preservation are connected through controlled handoff and access workflows.

1. Compliance Archive to Digital Preservation Handoff

Data flow: OpenText Information Archive to Preservica

Organizations can move records that have completed their operational retention period in OpenText Information Archive into Preservica for long-term preservation. This is useful for records that must remain accessible for decades, such as legal, HR, finance, or regulated industry records.

• OpenText retains records during active compliance and operational use
• Preservica receives selected records for preservation-grade storage and access
• Metadata, retention context, and audit history are transferred to preserve evidential value

Business value: Reduces storage and administration costs in the archive platform while ensuring records remain accessible and defensible for long-term regulatory or historical needs.

2. Legacy System Decommissioning with Preservation Escalation

Data flow: Legacy system to OpenText Information Archive to Preservica

When retiring a legacy application, organizations can first extract data into OpenText Information Archive for compliant decommissioning, then promote selected records into Preservica for permanent preservation. This is especially relevant for ERP, claims, case management, or custom line-of-business systems.

• Legacy data is extracted and normalized into OpenText for controlled retirement
• Only records requiring long-term preservation are forwarded to Preservica
• Users retain access to critical historical records without keeping the legacy application online

Business value: Lowers infrastructure and support costs, reduces cyber and operational risk, and avoids keeping obsolete systems alive solely for records access.

3. Records Retention Review and Transfer Workflow

Data flow: Bi-directional

Records managers can use OpenText Information Archive as the operational retention system and Preservica as the long-term preservation repository. A scheduled review process can identify records nearing disposition or permanent retention thresholds and route them accordingly.

• OpenText flags records based on retention policy, legal hold status, or business classification
• Preservica receives records approved for permanent retention
• Disposition decisions and transfer outcomes are synchronized for auditability

Business value: Improves retention governance, reduces manual review effort, and creates a clear chain of custody for records lifecycle management.

4. Regulated Content Preservation for Audit and Legal Discovery

Data flow: OpenText Information Archive to Preservica

For industries with strict audit requirements, such as healthcare, financial services, utilities, or public sector, OpenText can serve as the compliance archive while Preservica provides long-term preservation and access for audit, litigation, or public records requests.

• Archived content and metadata are transferred with retention and provenance details
• Preservica maintains the content in a preservation-ready format for future retrieval
• Legal and compliance teams can retrieve records without depending on the source system

Business value: Strengthens defensibility during audits and investigations while ensuring records remain readable and accessible over long time horizons.

5. Preservation of High-Value Unstructured Content from Enterprise Archives

Data flow: OpenText Information Archive to Preservica

Organizations often store emails, scanned documents, contracts, engineering files, and project records in OpenText Information Archive for compliance. A subset of these assets may have enduring historical, legal, or intellectual property value and can be transferred to Preservica for preservation.

• OpenText stores the full archive population
• Preservica receives only selected high-value content sets
• Preservation metadata can include creator, date, classification, and retention basis

Business value: Avoids overloading the preservation platform with low-value content while protecting records that matter most to the business.

6. Controlled Access for Long-Term Records Across Business and Archive Teams

Data flow: Bi-directional

OpenText Information Archive can manage day-to-day archive access for business users and records teams, while Preservica can serve as the authoritative long-term access layer for preserved records. Integration can synchronize identifiers, access permissions, and record status.

• Business users search and retrieve active archived records in OpenText
• Preservica provides access to preserved records after transfer or disposition from OpenText
• Shared metadata and identifiers support consistent retrieval across both platforms

Business value: Improves user experience and reduces duplicate searches, while ensuring access remains available as records move through their lifecycle.

7. Preservation of Archived Data for Mergers, Acquisitions, and Divestitures

Data flow: OpenText Information Archive to Preservica

During corporate transactions, organizations may need to separate historical records from a divested business unit or preserve acquired records independently. OpenText can be used to consolidate and validate the archive, then Preservica can preserve the transferred records for long-term independent access.

• Relevant records are extracted from the enterprise archive
• Preservica stores the records with transaction-specific metadata and provenance
• Access can be restricted to legal, compliance, or successor business teams

Business value: Supports clean separation of records during corporate change events and reduces legal exposure related to incomplete or inaccessible historical data.

8. Metadata and Audit Trail Synchronization for Preservation Governance

Data flow: Bi-directional

To maintain trust in preserved records, organizations can synchronize metadata, retention events, and audit logs between OpenText Information Archive and Preservica. This ensures that preservation actions are traceable back to the original archive and business context.

• OpenText provides source system metadata, retention classification, and disposition history
• Preservica stores preservation events, fixity checks, and access history
• Governance teams can reconcile records across both systems for reporting and audits

Business value: Enhances compliance reporting, supports chain-of-custody requirements, and reduces manual reconciliation effort across records management and preservation teams.