OpenText Legal Hold - iconik Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and iconik

1. Preserve media assets placed under legal hold

Data flow: OpenText Legal Hold ? iconik

When a video, audio file, or rich media asset becomes subject to litigation or investigation, OpenText Legal Hold can flag the related asset record in iconik so the media team knows it must not be altered, deleted, or repurposed. This helps prevent accidental loss of evidence while allowing the asset to remain visible for authorized review.

• Protects original media used in investigations or disputes
• Reduces risk of accidental deletion by editors or asset managers
• Supports defensible preservation of digital evidence

2. Sync custodian assignments with media collaborators

Data flow: OpenText Legal Hold ? iconik

OpenText Legal Hold can send custodian information to iconik so the platform reflects which users, producers, editors, or project owners are associated with held content. This gives media operations teams clearer visibility into who may have relevant files, versions, or project materials tied to a legal matter.

• Improves identification of relevant contributors and content owners
• Helps legal teams trace media-related evidence faster
• Supports more accurate internal communication during holds

3. Notify legal teams when media assets are updated or accessed during a hold

Data flow: iconik ? OpenText Legal Hold

iconik can send activity signals to OpenText Legal Hold when held assets are accessed, modified, shared, or moved. Legal and compliance teams can then review whether the activity is permitted and confirm that preservation controls remain intact.

• Creates audit visibility for held media assets
• Helps detect unauthorized workflow changes
• Strengthens compliance oversight across creative teams

4. Automate hold status tagging in media workflows

Data flow: OpenText Legal Hold ? iconik

When a matter is opened or a hold is extended, iconik can automatically apply a hold status tag, metadata field, or workflow label to the affected assets. This allows editors, archivists, and asset managers to see preservation status directly in their daily workspace without checking a separate legal system.

• Reduces manual tracking of held assets
• Prevents accidental use in production or publishing
• Improves workflow clarity for media operations teams

5. Support legal review of media collections and project archives

Data flow: Bi-directional

iconik can provide structured asset metadata, project collections, and usage context to OpenText Legal Hold, while OpenText Legal Hold returns hold status and matter references. This enables legal teams to quickly identify which media collections are relevant to a case and helps media teams understand which archives must remain preserved.

• Speeds up legal review of large media libraries
• Improves accuracy when identifying responsive content
• Aligns legal preservation requirements with media archive management

6. Maintain defensible audit trails for media evidence

Data flow: Bi-directional

By combining OpenText Legal Hold matter records with iconik asset history, organizations can create a stronger audit trail showing when a hold was issued, which assets were preserved, and what actions were taken afterward. This is especially valuable for regulated industries, internal investigations, and litigation involving branded content, broadcast material, or corporate communications.

• Improves defensibility during discovery
• Provides a clear chain of custody for media assets
• Helps demonstrate compliance with retention obligations

7. Release held media assets back into normal workflow after matter closure

Data flow: OpenText Legal Hold ? iconik

When a legal matter is closed, OpenText Legal Hold can notify iconik to remove hold flags and restore standard lifecycle handling for the affected assets. This prevents media teams from keeping content frozen longer than necessary and helps return assets to normal editing, archiving, or deletion workflows in a controlled way.

• Reduces unnecessary storage and operational overhead
• Restores normal media lifecycle management faster
• Ensures hold release is documented and traceable