OpenText Directory Services - OpenText Extended ECM - Records Management Integration and Automation

Common Integration Use Cases Between OpenText Directory Services and OpenText Extended ECM - Records Management

• Automated user and group provisioning for records access

  Synchronize users, roles, and security groups from OpenText Directory Services into OpenText Extended ECM - Records Management so records access is assigned automatically based on employment status, department, or job function. This reduces manual administration, speeds onboarding, and helps ensure only authorized staff can declare, review, or dispose of records.

• Role-based records declaration and retention permissions

  Use directory-managed roles to control who can declare records, approve classifications, or execute disposition actions in OpenText Extended ECM - Records Management. For example, legal, compliance, and records management teams can be assigned distinct permissions based on directory attributes, improving governance and reducing the risk of unauthorized records handling.

• Automatic access removal when users leave or change roles

  When a user is disabled, transferred, or removed in OpenText Directory Services, propagate the change to OpenText Extended ECM - Records Management to revoke access to sensitive records and records management functions. This supports least-privilege access, reduces compliance exposure, and eliminates the need for manual cleanup across teams.

• Department-based records workspace assignment

  Map directory groups such as Finance, HR, Legal, or Clinical Operations to dedicated records workspaces, retention schedules, or classification rules in OpenText Extended ECM - Records Management. This allows each business unit to work within its own controlled records environment while keeping administration centralized in OpenText Directory Services.

• Centralized identity for audit and compliance traceability

  Use OpenText Directory Services as the authoritative identity source for all records-related actions captured in OpenText Extended ECM - Records Management. This creates consistent user attribution for declaration, review, holds, approvals, and disposition events, strengthening audit trails for regulatory reviews and legal discovery.

• Dynamic access for temporary projects and legal holds

  Create temporary directory groups in OpenText Directory Services for project teams, audits, investigations, or litigation support, then grant those groups controlled access in OpenText Extended ECM - Records Management. Access can be granted and removed quickly as the project ends, helping teams collaborate without leaving long-term permissions behind.

• Enterprise directory driven segregation of duties

  Leverage directory attributes and group membership to enforce segregation of duties in OpenText Extended ECM - Records Management. For example, the person who declares a record can be prevented from approving its final disposition, while supervisors or compliance officers retain approval rights. This improves control design and supports internal audit requirements.

• Consistent identity synchronization across records-enabled business processes

  Keep identity and group data synchronized so records management embedded in business workflows always reflects current organizational structure. Whether records are created in HR, finance, procurement, or case management processes, OpenText Directory Services ensures the right users and groups are available in OpenText Extended ECM - Records Management for timely and compliant processing.