Stibo Systems - Preservica Integration and Automation

Common Integration Use Cases Between Stibo Systems and Preservica

Stibo Systems is a master data management platform used to govern trusted product and customer data across the enterprise. Preservica is a digital preservation and long-term archiving platform used to protect records, documents, and digital assets for compliance, retention, and future accessibility. Together, they can connect governed business data with preserved records and evidence, improving traceability, compliance, and operational control.

1. Publish governed master data from Stibo Systems to Preservica for long-term record retention

Direction: Stibo Systems to Preservica

When product, supplier, or customer master records are finalized in Stibo Systems, key snapshots can be sent to Preservica as immutable records for audit and retention purposes. This is useful for regulated industries that must preserve the exact version of master data used at a specific point in time.

• Preserve approved product hierarchies, customer profiles, or supplier records
• Maintain evidence of what data was active during a transaction or compliance event
• Support audit requests without relying on live operational systems

2. Link archived documents and evidence in Preservica back to master records in Stibo Systems

Direction: Preservica to Stibo Systems

Preservica can store supporting documents such as certificates, contracts, regulatory approvals, and product documentation, while Stibo Systems holds the master record. Integration can attach archive references or document identifiers to the relevant master data entity in Stibo Systems so users can access supporting evidence from the governed record.

• Connect compliance certificates to supplier or product records
• Attach archived contracts to customer or vendor master data
• Give business users a single view of the master record and its supporting evidence

3. Preserve approved product content and lifecycle history for regulated product governance

Direction: Stibo Systems to Preservica

For organizations managing product changes, Stibo Systems can send approved product attributes, classification changes, and lifecycle events to Preservica. This creates a durable history of product governance decisions, which is valuable for recalls, product liability reviews, and regulatory investigations.

• Archive product approval history and change logs
• Retain evidence of superseded product specifications
• Support recall investigations with a complete historical record

4. Use Preservica as the long-term archive for retired or obsolete master data records

Direction: Stibo Systems to Preservica

When customer, supplier, or product records are retired in Stibo Systems, the final approved version can be transferred to Preservica for long-term retention. This reduces clutter in the operational MDM environment while ensuring records remain accessible for legal, tax, or compliance purposes.

• Move obsolete records out of active workflows
• Keep retention-managed copies available for legal hold or audit
• Reduce risk of accidental changes to historical records

5. Synchronize retention metadata from Stibo Systems into Preservica

Direction: Bi-directional, with Stibo Systems as the source of governance metadata

Stibo Systems can provide classification, ownership, data domain, and business criticality metadata that Preservica uses to apply retention rules and access controls. This ensures archived content is managed according to the business context defined in the MDM system.

• Apply retention schedules based on product line, region, or customer segment
• Use master data classifications to drive archive policies
• Improve consistency between data governance and records management

6. Support compliance workflows for supplier and customer due diligence

Direction: Preservica to Stibo Systems, with Stibo Systems as the system of record

Preservica can store due diligence documents such as onboarding forms, tax certificates, insurance documents, and signed agreements. Stibo Systems can reference these archived files and use their status to support onboarding or approval workflows. This helps procurement, legal, and compliance teams work from the same governed master record.

• Verify supplier documentation before activation in Stibo Systems
• Track archived evidence for customer onboarding and KYC processes
• Reduce manual document chasing across departments

7. Create an enterprise audit trail for master data changes and associated records

Direction: Bi-directional

Stibo Systems can send change events, approvals, and version metadata to Preservica, while Preservica stores the supporting documents and historical evidence. Together, they create a complete audit trail showing what changed, who approved it, and which records support the decision.

• Capture change history for product, customer, or supplier records
• Store approval evidence and related documents in a compliant archive
• Improve response time for internal audits and regulatory reviews

8. Enable legal hold and investigation support for master data and related content

Direction: Preservica to Stibo Systems

When a legal hold or investigation is placed on archived content in Preservica, the corresponding master data records in Stibo Systems can be flagged to prevent deletion or downstream changes. This helps legal, compliance, and data governance teams coordinate preservation actions across both platforms.

• Prevent deletion of master records linked to held evidence
• Flag impacted product, customer, or supplier records in Stibo Systems
• Ensure consistent preservation across operational and archival systems