OpenText Legal Hold - Aviary Platform Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and Aviary Platform

1. Preserve media assets under legal hold

Data flow: OpenText Legal Hold ? Aviary Platform

When litigation, regulatory review, or internal investigations require preservation of video or audio evidence, OpenText Legal Hold can flag specific custodians, projects, or asset groups for retention. Aviary Platform then prevents deletion, replacement, or unauthorized publishing of the affected media files and associated metadata.

• Legal teams identify held content by custodian, matter, or date range
• Aviary applies retention restrictions to the matching media assets
• Media teams continue to access the content for review without risking spoliation

Business value: Reduces legal risk, ensures defensible preservation, and avoids manual tracking of sensitive media assets.

2. Sync custodian and project metadata for targeted holds

Data flow: Aviary Platform ? OpenText Legal Hold

Aviary maintains rich metadata for media assets, including project name, contributor, department, campaign, and publication status. That metadata can be sent to OpenText Legal Hold to help legal teams quickly identify which custodians and media collections are relevant to a matter.

• Media project metadata is used to locate likely evidence sources
• Legal teams create more precise holds with fewer false positives
• Custodian lists stay aligned with active production and editorial teams

Business value: Speeds up legal hold scoping and improves accuracy when preserving large media libraries.

3. Automate hold notifications for media owners and collaborators

Data flow: OpenText Legal Hold ? Aviary Platform

When a legal hold is issued, OpenText Legal Hold can trigger Aviary to notify media owners, editors, producers, and collaborators tied to the affected assets. This ensures the right teams understand what content is preserved and what actions are restricted.

• Automated alerts go to asset owners and workflow participants
• Users receive instructions on handling held media
• Notification history is retained for audit purposes

Business value: Improves compliance awareness, reduces accidental deletion, and lowers the burden on legal and operations teams.

4. Lock publishing and distribution of held media

Data flow: OpenText Legal Hold ? Aviary Platform

If a video or audio asset is under hold, Aviary can block downstream publishing, syndication, or external distribution until the hold is released. This is especially useful for organizations that repurpose media across websites, campaigns, training portals, or partner channels.

• Held assets are excluded from publishing workflows
• Distribution approvals are paused until legal clearance is received
• Teams avoid releasing content that may be subject to discovery

Business value: Prevents compliance breaches while maintaining controlled access for internal review.

5. Maintain audit-ready evidence trails for media assets

Data flow: Bi-directional

OpenText Legal Hold can send hold status and matter details to Aviary, while Aviary can return access logs, asset activity, and workflow events related to preserved media. Together, the systems create a stronger audit trail for legal review and eDiscovery preparation.

• Legal teams see which assets were preserved and when
• Media teams can provide usage and access history for held content
• Audit records support defensibility during investigations or litigation

Business value: Strengthens compliance reporting and reduces time spent gathering evidence from multiple teams.

6. Release holds and restore normal media workflows

Data flow: OpenText Legal Hold ? Aviary Platform

When a matter is closed, OpenText Legal Hold can notify Aviary that specific assets, custodians, or collections are released. Aviary then restores standard editing, deletion, and publishing permissions without requiring manual intervention.

• Hold release is automatically reflected in media workflows
• Restrictions are removed only for approved assets
• Operations teams resume normal asset lifecycle management faster

Business value: Reduces operational delays and prevents unnecessary long-term retention of media content.

7. Support legal review of high-value media collections

Data flow: Aviary Platform ? OpenText Legal Hold

For investigations involving marketing campaigns, public relations footage, training videos, or recorded communications, Aviary can identify and package relevant media collections for legal hold review. OpenText Legal Hold then manages the preservation scope and custodian obligations.

• Media teams surface relevant collections based on metadata and usage
• Legal teams determine which assets require preservation
• Cross-functional review is faster and more structured

Business value: Helps organizations respond quickly to legal requests involving rich media content, which is often harder to locate than documents or email.

8. Enforce retention governance for regulated media archives

Data flow: Bi-directional

In regulated industries, certain video and audio assets may need to be retained for legal, compliance, or policy reasons. OpenText Legal Hold can define the retention requirement, and Aviary can enforce it across the media archive while still supporting search, collaboration, and controlled access.

• Retention rules are applied to specific media categories or matters
• Aviary preserves metadata and file integrity during the hold period
• Compliance teams can verify that retention controls are active

Business value: Aligns media governance with legal obligations and reduces the risk of premature disposal.