OpenText Lens - Data Visibility - OpenText Legal Hold Integration and Automation

Common Integration Use Cases Between OpenText Lens - Data Visibility and OpenText Legal Hold

OpenText Lens - Data Visibility and OpenText Legal Hold complement each other well in legal, compliance, and information governance programs. Lens identifies what unstructured data exists, where it resides, and whether it is sensitive, redundant, or obsolete. Legal Hold then uses that visibility to preserve relevant content when litigation, investigations, or regulatory matters arise. Together, they help organizations reduce risk, improve defensibility, and streamline cross-functional workflows between legal, compliance, records, and IT teams.

1. Legal hold scoping based on data discovery results

Use OpenText Lens - Data Visibility to identify repositories, file shares, collaboration sites, and content types that may contain relevant information for a matter. Feed those findings into OpenText Legal Hold to define the scope of custodians, locations, and content categories that must be preserved.

• Data flow: OpenText Lens - Data Visibility to OpenText Legal Hold
• Business value: Faster and more accurate hold scoping with less manual investigation
• Operational benefit: Reduces the risk of missing relevant data or over-holding unnecessary content

2. Custodian and repository validation before issuing a hold

Before legal issues a hold notice, Lens can validate where a custodian?s content actually resides and whether the data is spread across multiple systems. Legal Hold can then use that inventory to ensure the hold is applied to all relevant repositories and content sources.

• Data flow: OpenText Lens - Data Visibility to OpenText Legal Hold
• Business value: More complete preservation coverage
• Operational benefit: Helps legal teams avoid relying on outdated custodian assumptions

3. Identification of obsolete content that can be excluded from hold workflows

Lens can classify redundant, obsolete, or trivial content and highlight low-value repositories that do not need to be included in a legal hold. This allows legal and compliance teams to focus preservation efforts on content with actual business or legal relevance.

• Data flow: OpenText Lens - Data Visibility to OpenText Legal Hold
• Business value: Lowers storage and review burden
• Operational benefit: Reduces unnecessary holds and minimizes disruption to business users

4. Preservation of sensitive content identified during compliance reviews

When Lens detects sensitive information such as personal data, financial records, or regulated content, that information can be flagged for special preservation in Legal Hold if it is relevant to an investigation or matter. This supports stronger compliance and defensibility for regulated data.

• Data flow: OpenText Lens - Data Visibility to OpenText Legal Hold
• Business value: Better protection of high-risk information
• Operational benefit: Supports privacy, regulatory, and litigation requirements in one workflow

5. Matter-driven repository preservation during migration or cleanup

During content cleanup, archive, or migration projects, Lens can identify which repositories contain data under legal hold so those items are excluded from deletion or migration changes until the hold is released. Legal Hold acts as the control point to prevent accidental removal of protected content.

• Data flow: Bi-directional, with OpenText Lens - Data Visibility informing OpenText Legal Hold and Legal Hold status feeding back to Lens
• Business value: Prevents legal exposure during transformation programs
• Operational benefit: Enables IT to proceed with cleanup while protecting held content

6. Hold release planning using data visibility insights

When a matter closes, Lens can help identify where held content remains and whether it has become obsolete, duplicated, or migrated to other repositories. Legal Hold can then release the hold with greater confidence, while records or IT teams use the visibility data to determine what can be deleted, archived, or retained under policy.

• Data flow: OpenText Legal Hold to OpenText Lens - Data Visibility, with Lens used for post-release analysis
• Business value: Faster and safer hold release decisions
• Operational benefit: Reduces unnecessary retention and storage costs

7. Audit-ready reporting for legal and compliance stakeholders

Lens provides evidence of what content exists and where it is stored, while Legal Hold provides proof that preservation actions were applied to the right custodians and repositories. Combined reporting gives legal, compliance, and audit teams a more complete view of preservation controls and data governance posture.

• Data flow: Bi-directional
• Business value: Stronger defensibility in audits, investigations, and litigation
• Operational benefit: Creates a consistent record of discovery, preservation, and hold activity

8. Cross-functional workflow for investigations and regulatory inquiries

In internal investigations or regulatory inquiries, Lens can quickly surface where relevant unstructured data is located, and Legal Hold can immediately preserve those sources while the matter is active. This supports coordinated action across legal, compliance, HR, security, and IT teams.

• Data flow: OpenText Lens - Data Visibility to OpenText Legal Hold, with status updates back to stakeholders
• Business value: Faster response to time-sensitive matters
• Operational benefit: Improves coordination and reduces manual follow-up across departments