OpenText Lens - Data Visibility - Axiell Integration and Automation

Common Integration Use Cases Between OpenText Lens - Data Visibility and Axiell

1. Identify and classify sensitive digital assets before ingesting them into Axiell

Data flow: OpenText Lens - Data Visibility ? Axiell

OpenText Lens can scan shared drives, legacy file stores, and content repositories to identify files related to collections, donor records, research notes, and digitized assets that contain sensitive or restricted information. Those findings can then be used to determine which materials are safe to ingest into Axiell and which require redaction, access controls, or retention review.

Business value: Reduces the risk of exposing personal data, donor information, or restricted cultural records during collection management and digitization projects.

• Flags files with personal data, copyright-sensitive content, or restricted access terms
• Supports pre-ingestion review for archives and museum digitization programs
• Improves compliance with privacy and records governance requirements

2. Support migration planning for legacy collection and archive content

Data flow: OpenText Lens - Data Visibility ? Axiell

Before migrating legacy content into Axiell, OpenText Lens can inventory unstructured files across old file shares, departmental drives, and obsolete systems. It helps teams identify duplicates, outdated drafts, orphaned files, and content that should not be migrated, allowing only relevant and high-value materials to move into the new environment.

Business value: Lowers migration cost, reduces clutter in the target system, and improves the quality of the collection data loaded into Axiell.

• Creates a defensible migration scope for archives and digital collections
• Removes redundant or obsolete content before transfer
• Helps curators and records teams prioritize what should be preserved

3. Improve metadata enrichment by linking unstructured content insights to collection records

Data flow: OpenText Lens - Data Visibility ? Axiell

OpenText Lens can analyze documents, images, and supporting files to extract contextual information such as names, dates, locations, and subject references. That information can be used to enrich or validate metadata in Axiell, helping collection managers improve discoverability and consistency across records.

Business value: Enhances search quality and reduces manual metadata entry for large digitization or cataloging programs.

• Identifies missing or incomplete descriptive fields
• Supports faster cataloging of digitized collections
• Improves consistency across museum, library, and archive records

4. Detect duplicate and obsolete digital assets across repositories and collection systems

Data flow: OpenText Lens - Data Visibility ? Axiell

OpenText Lens can find duplicate scans, repeated images, outdated versions of documents, and obsolete working files stored outside Axiell. These findings can be used to clean up source repositories before or after assets are linked to collection records, reducing storage waste and confusion for staff.

Business value: Cuts storage costs, simplifies digital asset management, and reduces the risk of staff using the wrong version of a file.

• Identifies duplicate media and document versions
• Supports retention and disposal decisions
• Improves operational efficiency for collections and IT teams

5. Enforce access and retention decisions for restricted cultural heritage content

Data flow: Bi-directional

OpenText Lens can identify content that may require special handling, such as donor agreements, restricted manuscripts, or personal correspondence. Axiell can then apply collection-level access rules, preservation status, or public access restrictions. In return, Axiell metadata can help Lens refine future scans by indicating which repositories contain high-risk or restricted content.

Business value: Strengthens governance across preservation and access workflows while reducing the chance of unauthorized disclosure.

• Aligns content classification with access policies in Axiell
• Supports retention and restriction workflows for archives
• Improves ongoing risk monitoring across repositories

6. Prepare digital collections for public access and discovery

Data flow: Axiell ? OpenText Lens - Data Visibility

Axiell can identify which collection assets are intended for public access, exhibition, or research use. That information can be shared with OpenText Lens to focus analysis on the supporting unstructured content around those assets, such as rights documentation, digitization notes, and related correspondence, ensuring only appropriate materials are exposed or retained.

Business value: Helps institutions publish collections faster while reducing the risk of releasing restricted supporting documents.

• Separates public-facing assets from internal working files
• Supports rights review before online publication
• Improves coordination between curators, legal, and digital teams

7. Create a preservation and cleanup workflow for long-term digital stewardship

Data flow: Bi-directional

OpenText Lens can periodically scan repositories connected to Axiell to identify new sensitive, redundant, or obsolete files. Axiell can then be used to manage the preservation status of relevant collection materials and track which assets should be retained, reviewed, or removed from active storage. This creates a repeatable stewardship process for cultural heritage institutions.

Business value: Supports sustainable digital preservation by keeping collection-related repositories organized and policy-aligned over time.

• Enables recurring content review cycles
• Supports preservation planning and storage optimization
• Reduces manual cleanup effort for archives and IT teams

8. Accelerate cross-team review for digitization, compliance, and collection management

Data flow: OpenText Lens - Data Visibility ? Axiell

OpenText Lens can produce actionable reports on content types, sensitivity, and repository location, which can be shared with collection managers, archivists, compliance staff, and digitization teams. Those teams can then use Axiell to decide what should be cataloged, preserved, restricted, or published, creating a shared workflow across departments.

Business value: Improves coordination between business units and reduces delays caused by manual content discovery and review.

• Provides a common view of unstructured content before cataloging
• Speeds up review cycles for large backlogs
• Supports governance, preservation, and access decisions in one process