SFTP - OpenText Legal Hold Integration and Automation

Common Integration Use Cases Between SFTP and OpenText Legal Hold

Below are practical integration scenarios where secure file transfer through SFTP complements OpenText Legal Hold?s preservation and compliance capabilities.

• Automated ingestion of legal hold evidence from external parties

  Flow: SFTP to OpenText Legal Hold

  Outside counsel, forensic vendors, or business partners can deposit relevant files such as email exports, spreadsheets, chat transcripts, or document archives into a secure SFTP location. OpenText Legal Hold then ingests the files into the appropriate matter and custodian record, preserving them under hold. This reduces manual handling, speeds evidence collection, and creates a controlled intake process for sensitive litigation materials.

• Preservation of regulated records received from business systems

  Flow: SFTP to OpenText Legal Hold

  Core business systems such as ERP, CRM, or document repositories can export records on a scheduled basis to SFTP when a legal hold is triggered. OpenText Legal Hold can then capture those files as held content for specific custodians or matters. This is especially useful for finance, HR, procurement, and customer service records that may be subject to litigation, audit, or investigation.

• Secure transfer of custodian data exports for hold scoping

  Flow: OpenText Legal Hold to SFTP

  Legal teams often need custodian lists, hold notices, acknowledgment status, and matter metadata shared with records management or IT teams. OpenText Legal Hold can export these datasets to SFTP for secure downstream processing, reporting, or archival. This supports coordinated hold administration while limiting access to sensitive legal information.

• Chain of custody support for collected evidence

  Flow: Bi-directional

  When evidence is collected from endpoints or repositories, the collection package can be transferred via SFTP into OpenText Legal Hold for preservation. In return, OpenText Legal Hold can generate hold status reports, collection logs, and preservation certificates that are delivered back through SFTP to legal operations or outside counsel. This strengthens auditability and helps demonstrate defensible preservation practices.

• Legal hold preservation of vendor-delivered archives and production sets

  Flow: SFTP to OpenText Legal Hold

  During litigation or regulatory review, vendors often deliver large production sets, review batches, or archived datasets through SFTP. OpenText Legal Hold can automatically route these files into the relevant matter, preventing deletion and ensuring the content remains available for eDiscovery review. This is valuable for high-volume matters where secure, repeatable file delivery is required.

• Exception handling for content that must be retained beyond normal retention schedules

  Flow: OpenText Legal Hold to SFTP

  When a hold is released, OpenText Legal Hold can export a list of previously held content, disposition instructions, or release notifications to SFTP for records management systems or archive administrators. This enables controlled resumption of retention policies and helps operations teams process releases consistently across departments.

• Secure distribution of hold-related reports to compliance stakeholders

  Flow: OpenText Legal Hold to SFTP

  OpenText Legal Hold can generate scheduled reports such as active holds, overdue acknowledgments, custodian compliance status, and matter summaries. These reports can be delivered via SFTP to compliance, internal audit, or legal leadership teams for review and governance. This reduces email-based sharing of sensitive legal data and supports formal reporting workflows.

These integrations help legal, compliance, IT, and records management teams preserve relevant information quickly, maintain defensible audit trails, and reduce the operational risk of manual file handling.