SharePoint - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between SharePoint and OpenText Extended ECM - Records Management

SharePoint and OpenText Extended ECM - Records Management complement each other well in organizations that need both collaborative content management and formal records control. SharePoint is strong for team collaboration, document sharing, intranets, and workflow automation, while OpenText Extended ECM - Records Management provides governed records declaration, retention, and disposition for compliance-heavy environments. Together, they help organizations manage content from active collaboration through regulated records lifecycle management.

• 1. Declare finalized SharePoint documents as official records in OpenText

  Teams collaborate on policies, contracts, procedures, or project deliverables in SharePoint, then automatically or manually declare approved versions into OpenText Extended ECM - Records Management as official records. This ensures working documents remain easy to edit in SharePoint while the final controlled version is retained under formal retention and disposition rules in OpenText.

  Business value: Reduces compliance risk, prevents uncontrolled edits to final documents, and gives business users a familiar collaboration space before records are archived.

  Typical flow: SharePoint to OpenText Extended ECM - Records Management.

• 2. Route regulated documents from OpenText into SharePoint for controlled collaboration

  When legal, HR, compliance, or quality teams need input on a regulated document, the authoritative record can remain in OpenText while a controlled working copy or collaboration link is surfaced in SharePoint for review and commentary. Once changes are approved, the updated version is re-declared in OpenText as the new record.

  Business value: Enables cross-functional collaboration without losing records governance or auditability.

  Typical flow: OpenText Extended ECM - Records Management to SharePoint, then back to OpenText.

• 3. Manage policy and procedure lifecycles across intranet and records repository

  Organizations often publish policies and procedures on SharePoint intranet sites for employee access, while OpenText manages the official record copy, retention schedule, and disposition events. SharePoint can display the current approved version and notify users when a document is superseded, while OpenText maintains the compliance record behind the scenes.

  Business value: Improves employee access to current documents while ensuring the organization can prove version control and retention compliance.

  Typical flow: Bi-directional, with SharePoint as the access layer and OpenText as the system of record.

• 4. Preserve project and case files at closure

  Project teams use SharePoint sites to manage active work, meeting notes, deliverables, and correspondence. At project closeout, the complete site content or selected final artifacts can be transferred to OpenText Extended ECM - Records Management for retention as a closed case or project record set. This is especially useful for construction, public sector programs, audits, and client engagements.

  Business value: Simplifies project closure, reduces storage sprawl in SharePoint, and ensures closed files are retained according to policy.

  Typical flow: SharePoint to OpenText Extended ECM - Records Management.

• 5. Support legal hold and eDiscovery readiness

  When litigation or investigation requires preservation of documents, SharePoint content can be identified and transferred or linked into OpenText Extended ECM - Records Management for formal hold management and retention suspension. Records officers can manage the hold centrally while business users continue working in SharePoint with restricted actions on affected content.

  Business value: Improves defensibility during legal matters and reduces the risk of accidental deletion or premature disposition.

  Typical flow: SharePoint to OpenText Extended ECM - Records Management, with hold status synchronized back to SharePoint.

• 6. Automate retention-based archiving from SharePoint libraries

  Documents stored in SharePoint libraries can be classified by content type, metadata, or business process and then automatically archived into OpenText Extended ECM - Records Management when they reach a defined milestone or age. Examples include completed invoices, signed agreements, employee records, or audit evidence.

  Business value: Reduces manual archiving effort, keeps SharePoint libraries lean, and enforces retention policies consistently.

  Typical flow: SharePoint to OpenText Extended ECM - Records Management.

• 7. Provide a unified employee experience for governed content access

  SharePoint can serve as the front-end portal where employees search, browse, and request access to governed records stored in OpenText Extended ECM - Records Management. Users see a single business-facing interface, while permissions, retention, and audit controls remain enforced in OpenText. This is useful for HR, finance, procurement, and compliance portals.

  Business value: Improves usability and adoption without compromising records governance or security.

  Typical flow: OpenText Extended ECM - Records Management to SharePoint.

• 8. Synchronize metadata and audit information for compliance reporting

  Metadata such as document type, owner, retention category, record status, and disposition date can be synchronized between SharePoint and OpenText Extended ECM - Records Management to support reporting and audits. SharePoint can provide operational dashboards for business teams, while OpenText supplies authoritative records lifecycle data for compliance officers.

  Business value: Gives leadership and compliance teams better visibility into document status, retention exposure, and disposition readiness.

  Typical flow: Bi-directional metadata synchronization, with OpenText as the compliance source of truth.