OpenText Cloud Fax - Preservica Integration and Automation

Common Integration Use Cases Between OpenText Cloud Fax and Preservica

OpenText Cloud Fax provides secure, compliant fax transmission for organizations that still rely on fax for regulated communications. Preservica is a digital preservation platform used to archive, preserve, and provide long-term access to critical records and content. Together, they support workflows where faxed documents must be captured, preserved, and governed as official records.

1. Automatic preservation of inbound fax records

Data flow: OpenText Cloud Fax to Preservica

When inbound faxes arrive in OpenText Cloud Fax, the documents and transmission metadata can be automatically transferred to Preservica for long-term retention. This is useful for healthcare referrals, legal notices, government forms, and other fax-based records that must be retained as evidence.

• Reduces manual downloading and filing of fax documents
• Preserves sender, recipient, timestamp, and delivery status as record metadata
• Supports retention and audit requirements for regulated communications

2. Archiving outbound fax confirmations and sent documents

Data flow: OpenText Cloud Fax to Preservica

Outbound fax jobs, including the sent document and delivery confirmation, can be archived in Preservica as part of the official record. This creates a complete communication history for contracts, patient instructions, compliance notices, and legal correspondence.

• Provides proof of transmission for disputes and audits
• Keeps the final version of the sent document with delivery evidence
• Improves record completeness across business units

3. Preservation of faxed records from case management or ECM workflows

Data flow: OpenText Cloud Fax to Preservica

Organizations using fax as part of a broader case or document workflow can route completed fax transactions into Preservica once the business process is finished. For example, a claims team may fax supporting documents, then preserve the final fax packet and related metadata as part of the case file.

• Ensures fax content is stored alongside the authoritative case record
• Reduces fragmentation between operational systems and archives
• Supports consistent retention policies across records types

4. Preservation of regulated correspondence for legal hold and eDiscovery

Data flow: OpenText Cloud Fax to Preservica

Faxed correspondence that may be subject to litigation, investigation, or public records requests can be preserved in Preservica with immutable retention controls. This is especially valuable for legal, government, and healthcare organizations that need defensible records management.

• Helps maintain chain of custody for fax communications
• Supports legal hold and retention enforcement
• Speeds retrieval of historical fax records during investigations

5. Long-term preservation of fax-based forms and applications

Data flow: OpenText Cloud Fax to Preservica

Many organizations still receive critical forms by fax, such as enrollment forms, consent documents, authorizations, and permit applications. These can be automatically preserved in Preservica after receipt so the organization maintains a durable record of the original submission.

• Preserves original submitted content and associated metadata
• Reduces risk of lost or incomplete paper-to-digital conversions
• Improves access to historical submissions for operations and compliance teams

6. Preservation of fax activity logs and compliance evidence

Data flow: OpenText Cloud Fax to Preservica

Transmission logs, delivery receipts, and system audit data from OpenText Cloud Fax can be archived in Preservica as compliance evidence. This gives records managers and auditors a reliable source for verifying who sent what, when it was sent, and whether it was delivered.

• Creates a defensible audit trail for fax communications
• Supports internal controls and external regulatory reviews
• Helps standardize evidence retention across departments

7. Enterprise records consolidation for fax and digital content

Data flow: Bi-directional through shared workflow orchestration, with OpenText Cloud Fax as the communication channel and Preservica as the preservation repository

In organizations with multiple business systems, faxed documents can be captured from OpenText Cloud Fax and linked to records already stored in Preservica. This enables a unified archive for both born-digital records and fax-derived records, improving search, governance, and access across teams.

• Consolidates records from multiple channels into one preservation platform
• Improves discoverability for compliance, legal, and operational teams
• Supports enterprise-wide records governance and retention consistency

These integrations are most valuable where fax remains a required communication method but records must also be preserved for long-term compliance, auditability, and operational continuity.