OpenText Information Archive - Stibo Systems Integration and Automation

Common Integration Use Cases Between OpenText Information Archive and Stibo Systems

OpenText Information Archive and Stibo Systems complement each other well in enterprise data governance and retention programs. Stibo Systems manages trusted master data for products and customers, while OpenText Information Archive preserves business records, supporting compliance, auditability, and legacy system retirement. Together, they help organizations maintain data quality in active systems while ensuring historical data remains accessible and compliant.

1. Archive retired master data records after product or customer lifecycle closure

Data flow: Stibo Systems to OpenText Information Archive

When product lines are discontinued or customer accounts are closed, Stibo Systems can trigger the transfer of finalized master data records and related governance history into OpenText Information Archive. This preserves the approved version of the record, change history, and supporting documentation for long-term retention.

• Supports audit and regulatory review of historical master data
• Reduces clutter in active MDM repositories
• Helps governance teams enforce retention policies for inactive records

2. Preserve master data change history for compliance and traceability

Data flow: Bi-directional, with governance events from Stibo Systems to OpenText Information Archive

Stibo Systems can send key change events such as product attribute updates, customer hierarchy changes, and approval workflows to OpenText Information Archive. The archive stores immutable evidence of who changed what, when, and why, along with supporting attachments or approvals.

• Improves traceability for regulated industries
• Provides defensible audit trails for data stewardship decisions
• Reduces manual effort during internal and external audits

3. Retain decommissioned ERP or PIM data through Stibo-managed master records

Data flow: Legacy ERP or PIM systems through Stibo Systems to OpenText Information Archive

During ERP or PIM modernization, Stibo Systems can serve as the trusted master data layer while OpenText Information Archive stores historical records from the retired platform. This allows organizations to decommission legacy applications without losing access to historical product, supplier, or customer data.

• Accelerates legacy system retirement
• Reduces infrastructure and support costs
• Maintains access to historical records for operations and compliance

4. Archive superseded product data versions after governance approval

Data flow: Stibo Systems to OpenText Information Archive

When product attributes, classifications, or packaging details are updated in Stibo Systems, the prior approved version can be archived automatically. This is especially useful for industries that must prove what product information was active at a specific point in time, such as manufacturing, retail, and consumer goods.

• Ensures historical product versions remain retrievable
• Supports recalls, labeling reviews, and market-specific compliance checks
• Prevents confusion between current and obsolete product data

5. Store customer master data snapshots for privacy, legal, and retention requirements

Data flow: Stibo Systems to OpenText Information Archive

Stibo Systems can provide approved customer master data snapshots to OpenText Information Archive when records are closed, anonymized, or moved out of active use. The archive retains the record according to legal retention schedules, while the active MDM environment keeps only current, operationally relevant data.

• Supports privacy and retention controls
• Helps legal teams respond to disputes and investigations
• Separates active customer data from historical evidence

6. Centralize governance evidence for master data stewardship decisions

Data flow: Stibo Systems to OpenText Information Archive

Stewardship workflows in Stibo Systems often generate approvals, comments, exception handling records, and policy references. Archiving these artifacts in OpenText Information Archive creates a complete governance record that can be retained independently of the active MDM workflow.

• Improves accountability across data governance teams
• Creates a searchable record of stewardship decisions
• Supports policy enforcement and internal controls

7. Enable controlled access to historical master data for downstream teams

Data flow: OpenText Information Archive to Stibo Systems or connected business users

Business users in finance, supply chain, compliance, and customer service may need access to historical master data without reopening legacy systems. Archived records can be referenced from Stibo Systems or through linked access paths, giving users a governed way to retrieve historical product or customer information.

• Reduces dependency on obsolete applications
• Improves service response for historical inquiries
• Maintains access controls and retention rules

These integration patterns help organizations keep Stibo Systems focused on trusted, current master data while using OpenText Information Archive as the long-term system of record for historical, regulated, and retired data. The result is stronger governance, lower operational cost, and better support for compliance and legacy modernization initiatives.