SharePoint - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between SharePoint and OpenText InfoArchive

1. SharePoint Document Repository to Compliant Long-Term Archive

Data flow: SharePoint ? OpenText InfoArchive

When project sites, department libraries, or collaboration workspaces in SharePoint reach the end of their active use, final versions of records can be automatically transferred to OpenText InfoArchive for long-term retention. This is especially useful for contracts, policies, HR records, audit evidence, and regulated correspondence that must be preserved beyond the operational life of the SharePoint site.

• Reduces SharePoint storage growth and site sprawl
• Preserves records in a compliant archive with retention controls
• Improves search and retrieval for audit and legal requests

2. Legacy System Decommissioning with SharePoint as the User Access Layer

Data flow: OpenText InfoArchive ? SharePoint

Organizations retiring legacy applications can archive historical structured and unstructured data in OpenText InfoArchive while exposing selected records through SharePoint for business users. SharePoint can serve as the familiar front end for searching archived invoices, case files, customer records, or operational documents without keeping the old system online.

• Supports application retirement and infrastructure cost reduction
• Maintains user access to historical data through a familiar interface
• Minimizes disruption for finance, operations, and support teams

3. Records Management Workflow for Final Approval and Archiving

Data flow: SharePoint ? OpenText InfoArchive

Teams can use SharePoint for drafting, review, and approval of controlled documents such as SOPs, policies, quality records, and compliance submissions. Once a document is approved and marked as final, it can be automatically archived in OpenText InfoArchive with the correct retention schedule and disposition rules.

• Ensures only approved final records are archived
• Creates a clear handoff from collaboration to records management
• Supports audit-ready document lifecycle governance

4. Legal Hold and eDiscovery Support for Regulated Content

Data flow: Bi-directional

SharePoint content related to investigations, disputes, or regulatory reviews can be preserved in OpenText InfoArchive under legal hold to prevent deletion or alteration. If a matter is closed, disposition instructions can be returned to SharePoint governance processes so content owners know when records can be released or retained longer.

• Protects sensitive content during litigation or investigations
• Improves defensibility of retention and disposition actions
• Coordinates legal, compliance, and business owner workflows

5. Controlled Access to Archived Project and Program Documentation

Data flow: OpenText InfoArchive ? SharePoint

For completed projects, SharePoint can provide a lightweight access portal to archived project documentation stored in OpenText InfoArchive. Program managers, PMO teams, and auditors can retrieve milestone approvals, design documents, test evidence, and closure reports without reopening the original project site or restoring data into active systems.

• Supports post-project reference and audit access
• Reduces the need to keep inactive SharePoint sites online
• Improves governance over archived project artifacts

6. Retention-Based Archiving of Expired SharePoint Content

Data flow: SharePoint ? OpenText InfoArchive

SharePoint libraries can be configured to move content to OpenText InfoArchive when retention periods are met or when documents become inactive. This is valuable for departments with high document volume, such as procurement, HR, finance, and quality management, where active collaboration ends but records must remain accessible for years.

• Automates disposition and reduces manual cleanup
• Improves SharePoint performance and usability
• Ensures retention policies are consistently applied

7. Enterprise Search Across Active and Archived Content

Data flow: Bi-directional

Users can search active working documents in SharePoint and archived records in OpenText InfoArchive from a unified experience. This is useful for customer service, compliance, and internal audit teams that need to trace the full history of a document, case, or transaction across both active collaboration content and archived records.

• Provides a more complete information view for business users
• Reduces time spent switching between systems
• Improves response speed for audits, inquiries, and investigations

8. Compliance Reporting and Evidence Collection

Data flow: OpenText InfoArchive ? SharePoint

Compliance teams can extract archived evidence from OpenText InfoArchive and publish supporting reports, summaries, or evidence packages into SharePoint for review and sign-off. This is useful for internal controls testing, regulatory exams, quality audits, and policy attestations where stakeholders need a controlled workspace to review archived proof.

• Streamlines audit preparation and evidence distribution
• Creates a governed collaboration space for compliance reviews
• Improves traceability from source records to reporting outputs