OpenText Legal Hold - Stibo Systems Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and Stibo Systems

OpenText Legal Hold and Stibo Systems complement each other by connecting legal preservation controls with trusted master data governance. Together, they help organizations identify the right custodians and records faster, reduce legal risk, and improve coordination between legal, compliance, data governance, and business teams.

1. Legal hold assignment using trusted custodian and business data

Data flow: Stibo Systems to OpenText Legal Hold

When a litigation or investigation is initiated, OpenText Legal Hold can pull authoritative employee, contractor, supplier, or customer records from Stibo Systems to identify the correct custodians and business entities. This reduces manual lookup across HR, ERP, and CRM sources and helps legal teams issue holds to the right people the first time.

• Uses governed master data for custodian identification
• Reduces missed custodians and incomplete holds
• Speeds up legal hold notice creation and distribution

2. Product data preservation for regulatory or product liability matters

Data flow: Stibo Systems to OpenText Legal Hold

For product liability, safety, recall, or regulatory investigations, Stibo Systems can provide the authoritative product hierarchy, item codes, supplier references, and lifecycle status to OpenText Legal Hold. Legal teams can then place holds on the correct product records, related documentation, and associated stakeholders based on the governed product master.

• Supports accurate hold scoping by product family or SKU
• Improves traceability across product changes and versions
• Helps preserve evidence tied to specific product lines or suppliers

3. Automatic hold scope updates when master data changes

Data flow: Bi-directional

When Stibo Systems updates a custodian?s department, supplier relationship, customer account, or product ownership, those changes can be synchronized to OpenText Legal Hold so hold assignments remain current. If a custodian leaves the company or a business unit is restructured, the legal hold system can be updated automatically to maintain coverage and avoid gaps.

• Keeps hold lists aligned with current enterprise data
• Reduces manual rework for legal operations teams
• Supports ongoing compliance during reorganizations and M&A activity

4. Preservation of master data snapshots for audit and investigation

Data flow: OpenText Legal Hold to Stibo Systems

OpenText Legal Hold can trigger preservation of key master data snapshots from Stibo Systems when a matter is opened. This allows organizations to retain the state of product, customer, or supplier records as they existed at the time of the event, which is valuable for audits, disputes, and root-cause analysis.

• Captures point-in-time reference data for evidence
• Supports defensible audit trails
• Helps investigators compare current versus historical master data

5. Cross-functional workflow for customer complaint and dispute cases

Data flow: Stibo Systems to OpenText Legal Hold, with status feedback back to Stibo Systems

In customer disputes, warranty claims, or complaint escalations, Stibo Systems can provide the authoritative customer hierarchy, account ownership, and related product data to OpenText Legal Hold. Legal can then preserve relevant communications and records tied to the affected customer accounts, while status updates can be shared back to governance teams to maintain visibility into active matters.

• Improves coordination between legal, customer service, and data governance
• Ensures the correct accounts and related records are preserved
• Reduces risk of deleting evidence tied to active disputes

6. Supplier and third-party hold management for compliance investigations

Data flow: Stibo Systems to OpenText Legal Hold

Stibo Systems can supply trusted supplier and vendor master data to OpenText Legal Hold so legal and compliance teams can quickly identify third parties involved in investigations, audits, sanctions reviews, or contract disputes. This helps ensure that relevant supplier records, contacts, and related documents are preserved without relying on fragmented source systems.

• Supports third-party risk and compliance investigations
• Improves accuracy of supplier-related hold notices
• Helps preserve contract, quality, and sourcing evidence

7. Matter closure and release based on governed data validation

Data flow: Bi-directional

Before a legal hold is released, OpenText Legal Hold can validate affected custodians, products, or business entities against Stibo Systems to confirm that the scope is still accurate and no new related records have been added. Once legal approves release, the closure status can be reflected in governance workflows so business teams know which records are no longer under preservation.

• Reduces premature hold release risk
• Improves coordination between legal and data governance
• Creates a cleaner, auditable release process

These integrations help organizations connect legal preservation obligations with trusted master data, improving accuracy, reducing manual effort, and strengthening compliance across the enterprise.