OpenText Lens - Data Visibility - Preservica Integration and Automation

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

OpenText Lens - Data Visibility helps organizations discover, classify, and assess unstructured content across repositories, while Preservica is used to preserve, manage, and provide long-term access to digital records and archives. Together, they support a practical lifecycle approach: identify what content exists, determine what should be retained, and move the right information into a controlled preservation environment.

1. Identify archival candidates before transfer to Preservica

OpenText Lens - Data Visibility can scan file shares, content repositories, and collaboration platforms to identify records, documents, and other content that meet archival criteria such as age, business unit, file type, or retention category. Those identified items can then be routed into Preservica for long-term preservation.

• Data flow: OpenText Lens - Data Visibility to Preservica
• Business value: Reduces manual review effort and ensures only appropriate content is archived
• Typical users: Records management, legal, compliance, and IT migration teams

2. Detect sensitive or restricted content before preservation

Before content is ingested into Preservica, OpenText Lens - Data Visibility can be used to locate personally identifiable information, confidential business data, or regulated content that should not be broadly preserved without controls. This enables teams to apply redaction, access restrictions, or exclusion rules before transfer.

• Data flow: OpenText Lens - Data Visibility to Preservica
• Business value: Lowers compliance risk and prevents inappropriate long-term retention of sensitive material
• Typical users: Privacy, information security, legal, and records teams

3. Support retention and defensible disposal decisions

OpenText Lens - Data Visibility can help classify content as active, redundant, obsolete, or non-record material. Content that does not meet retention requirements can be excluded from preservation, while records requiring long-term retention can be passed to Preservica. This creates a more defensible disposition process.

• Data flow: OpenText Lens - Data Visibility to Preservica
• Business value: Reduces storage costs and improves retention compliance
• Typical users: Information governance, legal hold, and data lifecycle teams

4. Prepare legacy content for migration into a preservation archive

During migration from legacy repositories, OpenText Lens - Data Visibility can inventory content, identify duplicates, and flag obsolete or low-value files before migration. The cleaned and prioritized dataset can then be ingested into Preservica as a curated archive rather than a full uncontrolled dump of legacy data.

• Data flow: OpenText Lens - Data Visibility to Preservica
• Business value: Improves migration quality, reduces archive bloat, and shortens project timelines
• Typical users: Migration program managers, infrastructure teams, and archivists

5. Create an enterprise archive intake workflow for regulated records

Business units can use OpenText Lens - Data Visibility to identify records stored outside formal systems, such as shared drives or departmental repositories. Once validated, those records can be transferred to Preservica for controlled retention, auditability, and long-term accessibility.

• Data flow: OpenText Lens - Data Visibility to Preservica
• Business value: Brings shadow records into a governed archive and improves audit readiness
• Typical users: Departmental records owners, compliance officers, and archive administrators

6. Validate preservation scope during compliance reviews

OpenText Lens - Data Visibility can be used periodically to reassess content repositories and identify new records, sensitive files, or obsolete material. The results can inform whether additional content should be preserved in Preservica or whether existing archive scope should be adjusted.

• Data flow: Bi-directional operational workflow, with OpenText Lens - Data Visibility informing Preservica scope decisions
• Business value: Keeps preservation policies aligned with changing business and regulatory requirements
• Typical users: Compliance, records management, and governance teams

7. Support eDiscovery and legal hold preparation

When legal teams need to preserve potentially relevant content, OpenText Lens - Data Visibility can help locate and classify responsive documents across repositories. Selected content can then be transferred into Preservica to maintain a secure, immutable preservation copy for legal or regulatory retention.

• Data flow: OpenText Lens - Data Visibility to Preservica
• Business value: Speeds legal response and reduces the risk of evidence loss
• Typical users: Legal, litigation support, and information governance teams

8. Archive quality assurance and exception reporting

After content is ingested into Preservica, OpenText Lens - Data Visibility can be used to compare source repositories against archived content to identify gaps, duplicates, or items that were excluded due to policy. This helps teams verify that preservation rules were applied correctly and that critical records were not missed.

• Data flow: Preservica to OpenText Lens - Data Visibility, with validation feedback back to archive governance teams
• Business value: Improves archive completeness and supports audit defensibility
• Typical users: Records administrators, audit teams, and archive governance leads