Trello - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between Trello and OpenText InfoArchive

1. Project Task Tracking for Legacy System Decommissioning

Data flow: OpenText InfoArchive ? Trello

When a legacy application is scheduled for retirement, OpenText InfoArchive can provide the authoritative archive location for retained records, while Trello is used to manage the decommissioning project. Archived data sets, retention rules, and validation milestones can be pushed into Trello cards so IT, compliance, and application owners can track each step of the shutdown plan.

• Creates a clear task board for system retirement activities
• Assigns owners for data extraction, archive validation, and sign-off
• Improves visibility across infrastructure, legal, and records management teams

2. Compliance Review and Retention Exception Management

Data flow: OpenText InfoArchive ? Trello

Records flagged in OpenText InfoArchive for retention review, legal hold, or disposition exceptions can automatically generate Trello cards for compliance teams. Each card can include the record category, retention period, review deadline, and required approval steps, helping teams manage exceptions without losing track of obligations.

• Supports audit-ready handling of retention exceptions
• Reduces manual follow-up on compliance reviews
• Provides a simple workflow for approvals and escalations

3. Archive Access Requests from Business Teams

Data flow: Trello ? OpenText InfoArchive

Business users often request access to historical documents or transaction records stored in OpenText InfoArchive. A Trello card can be created when a request is submitted, capturing requester details, record identifiers, business justification, and due date. Once approved, the archive access action can be completed and the card updated with the fulfillment status.

• Standardizes archive retrieval requests
• Improves turnaround time for business users
• Creates a visible request queue for support teams

4. Records Disposition Approval Workflow

Data flow: OpenText InfoArchive ? Trello ? OpenText InfoArchive

When records in OpenText InfoArchive reach the end of their retention period, disposition candidates can be sent to Trello for business or legal review. Reviewers can approve, reject, or request hold extensions in Trello, and the final decision can be written back to OpenText InfoArchive to execute disposition or preserve the records.

• Creates a controlled approval process for record disposal
• Ensures disposition decisions are documented and traceable
• Reduces compliance risk by involving the right stakeholders

5. Audit Evidence Collection and Task Coordination

Data flow: OpenText InfoArchive ? Trello

During audits, OpenText InfoArchive can serve as the source of retained evidence, while Trello coordinates the work needed to gather supporting materials, confirm retention settings, and respond to auditor questions. Each audit request can become a Trello card with links to archived records, assigned owners, and due dates for response.

• Organizes audit response activities in one visible workflow
• Helps teams meet audit deadlines more reliably
• Improves accountability for evidence gathering

6. Data Retention Policy Implementation Tracking

Data flow: OpenText InfoArchive ? Trello

When new retention policies are defined or updated, OpenText InfoArchive can identify affected record classes and systems. Trello can then be used to track implementation tasks such as policy mapping, stakeholder review, testing, and go-live readiness. This is especially useful for records, legal, and IT teams coordinating policy rollout across multiple departments.

• Tracks policy implementation as a structured project
• Improves coordination between governance and technical teams
• Helps ensure retention changes are executed consistently

7. Legacy Data Migration Readiness and Cutover Planning

Data flow: Trello ? OpenText InfoArchive

For migration programs, Trello can manage the workstream for preparing legacy data to be archived into OpenText InfoArchive. Cards can represent source system inventory, data cleansing, mapping, test loads, and cutover checkpoints. Once tasks are completed, the archive platform becomes the destination for compliant long-term retention.

• Supports structured planning for archive migration projects
• Helps teams track dependencies and readiness criteria
• Reduces the risk of missing critical records during cutover

8. Operational Issue Escalation for Archived Content

Data flow: OpenText InfoArchive ? Trello

If users report issues such as missing archived records, incorrect retention metadata, or access failures in OpenText InfoArchive, Trello can be used as the incident tracking layer. Each issue becomes a card assigned to support, records management, or application teams, with status updates and resolution notes maintained in the workflow.

• Creates a lightweight incident management process for archive support
• Improves visibility into recurring archive issues
• Helps teams resolve user-impacting problems faster