OpenText Lens - Data Visibility - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between OpenText Lens - Data Visibility and OpenText Extended ECM - Records Management

1. Sensitive Content Discovery Before Records Declaration

OpenText Lens scans unstructured content across file shares, content repositories, and collaboration spaces to identify sensitive, redundant, or obsolete information before it is declared as a record in OpenText Extended ECM. This helps records managers prevent noncompliant or low-value content from entering formal retention processes.

• Data flow: OpenText Lens to OpenText Extended ECM
• Business value: Reduces records sprawl, improves retention accuracy, and lowers compliance risk
• Typical users: Records management, legal, compliance, and information governance teams

2. Automated Identification of Record Candidates from Unstructured Repositories

OpenText Lens can classify content based on sensitivity, business relevance, or content type and flag likely record candidates for review in OpenText Extended ECM. Business users and records officers can then validate and declare the appropriate items as official records.

• Data flow: OpenText Lens to OpenText Extended ECM
• Business value: Speeds up record identification and reduces manual review effort
• Typical users: Departmental administrators, records officers, and compliance reviewers

3. Retention Cleanup and Obsolete Content Disposal Planning

OpenText Lens helps organizations locate obsolete, duplicate, or low-value content that may no longer require retention. That insight can be used to trigger disposition workflows in OpenText Extended ECM, ensuring only valid records remain under formal retention while non-record content is removed according to policy.

• Data flow: OpenText Lens to OpenText Extended ECM
• Business value: Lowers storage costs, reduces legal exposure, and improves disposition governance
• Typical users: Information governance, IT operations, and legal teams

4. Migration Readiness Assessment for Records and Non-Records

Before migrating content into OpenText Extended ECM, OpenText Lens can analyze source repositories to separate records from non-records, identify sensitive content, and highlight content that should be excluded from migration. This supports cleaner migration scopes and better records structure in the target environment.

• Data flow: OpenText Lens to OpenText Extended ECM
• Business value: Reduces migration volume, improves target data quality, and avoids carrying forward unnecessary content
• Typical users: Migration teams, ECM administrators, and business data owners

5. Compliance Exception Review for High-Risk Content

When OpenText Lens detects content that appears sensitive but is not yet governed as a record, it can send exception cases to OpenText Extended ECM for formal review and classification. This creates a controlled workflow for handling content that may require legal hold, retention assignment, or restricted access.

• Data flow: OpenText Lens to OpenText Extended ECM
• Business value: Improves audit readiness and ensures high-risk content is handled consistently
• Typical users: Compliance, legal, privacy, and records management teams

6. Records Repository Visibility and Governance Reporting

OpenText Extended ECM can provide records status and lifecycle information, while OpenText Lens adds visibility into related unstructured content outside the formal records repository. Together, they give governance teams a broader view of what is officially retained versus what still exists in unmanaged repositories.

• Data flow: Bi-directional
• Business value: Enables more complete governance reporting and better policy enforcement
• Typical users: Governance, risk, compliance, and audit teams

7. Legal Hold Support Across Managed and Unmanaged Content

OpenText Lens can identify content related to a matter, investigation, or regulatory request across multiple repositories. Relevant items can then be routed into OpenText Extended ECM to apply formal records controls, retention suspension, and legal hold processes.

• Data flow: OpenText Lens to OpenText Extended ECM
• Business value: Improves defensibility during litigation and regulatory inquiries
• Typical users: Legal operations, eDiscovery teams, and records administrators

8. Ongoing Governance Monitoring After Records Declaration

After records are declared in OpenText Extended ECM, OpenText Lens can continue monitoring connected repositories to detect duplicate copies, shadow files, or unmanaged versions of the same content. This helps organizations maintain a single governed record and reduce the risk of conflicting versions outside the records system.

• Data flow: Bi-directional
• Business value: Strengthens records integrity and reduces version-control issues
• Typical users: Records management, IT, and business process owners