OneDrive - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between OneDrive and OpenText InfoArchive

1. Archive inactive OneDrive content for long-term retention

Organizations can move stale or completed project files from OneDrive into OpenText InfoArchive based on retention rules, file age, or user departure events. This reduces storage costs in Microsoft 365 while ensuring documents remain searchable and compliant for the required retention period.

• Data flow: OneDrive to OpenText InfoArchive
• Business value: Lower storage costs, simplified retention management, reduced risk of keeping unnecessary active content

2. Preserve employee-owned work files when staff leave the company

When an employee exits, their OneDrive content can be automatically transferred to OpenText InfoArchive for legal hold, audit, or business continuity purposes. This helps HR, IT, and legal teams retain relevant records without keeping the former employee’s OneDrive account active longer than necessary.

• Data flow: OneDrive to OpenText InfoArchive
• Business value: Faster offboarding, stronger compliance, better protection of corporate knowledge

3. Archive finalized documents from collaborative Microsoft 365 workflows

Teams working in OneDrive on contracts, policies, proposals, or project deliverables can automatically send final approved versions to OpenText InfoArchive once a document reaches a defined status. This creates a controlled handoff from active collaboration to compliant long-term retention.

• Data flow: OneDrive to OpenText InfoArchive
• Business value: Clear separation between working files and official records, improved governance, easier audit readiness

4. Support legal discovery and audit requests with archived OneDrive records

OpenText InfoArchive can store immutable copies of OneDrive documents that may be needed for audits, litigation, or regulatory inquiries. Compliance, legal, and internal audit teams can retrieve archived records without disrupting active user workspaces in OneDrive.

• Data flow: OneDrive to OpenText InfoArchive, with retrieval back to authorized users if needed
• Business value: Faster response to legal and audit requests, reduced operational disruption, stronger evidence preservation

5. Decommission legacy file repositories by staging content in OneDrive before archiving

During migration from older file shares or legacy document systems, organizations can use OneDrive as a temporary working area for business users to validate and classify content before it is transferred into OpenText InfoArchive. This is useful when teams need to review documents before final retention or disposition decisions are applied.

• Data flow: Legacy source to OneDrive to OpenText InfoArchive
• Business value: Safer migration, better user validation, reduced risk of archiving incorrect or duplicate content

6. Retain regulated business documents while keeping OneDrive lean for active work

Industries such as financial services, healthcare, and public sector often need to retain records for long periods but do not want those records occupying active user storage. Integration can automatically move regulated documents from OneDrive into OpenText InfoArchive after approval or after a business event such as case closure, claim settlement, or contract expiration.

• Data flow: OneDrive to OpenText InfoArchive
• Business value: Better retention compliance, improved OneDrive performance and usability, lower risk of accidental edits to records

7. Restore archived content back to OneDrive for operational reuse

In some cases, archived documents must be reactivated for a new project, customer dispute, or internal review. OpenText InfoArchive can provide controlled retrieval of archived files back into OneDrive for authorized users, allowing teams to resume collaboration without manually recreating documents.

• Data flow: OpenText InfoArchive to OneDrive
• Business value: Faster access to historical content, reduced duplication, improved user productivity

8. Enforce disposition policies on OneDrive content through archive governance

OpenText InfoArchive can act as the system of record for retention and disposition decisions while OneDrive serves as the active workspace. Once content is archived, disposition rules can be applied centrally to determine when records are eligible for deletion, helping organizations avoid over-retention and maintain consistent governance across departments.

• Data flow: OneDrive to OpenText InfoArchive, with policy status updates back to governance teams
• Business value: Consistent records management, reduced legal exposure, improved policy enforcement across the enterprise