OpenText Extended ECM - Records Management - Aviary Platform Integration and Automation

Common Integration Use Cases Between OpenText Extended ECM - Records Management and Aviary Platform

1. Declare Final Media Deliverables as Official Records

Data flow: Aviary Platform → OpenText Extended ECM - Records Management

When a video or audio asset is approved for publication, broadcast, or regulatory submission, Aviary can send the final master file, associated metadata, and approval details to OpenText Extended ECM - Records Management for formal record declaration. This ensures the authoritative version is preserved with retention and disposition rules applied.

• Supports legal and compliance requirements for published media
• Creates a controlled record of the final approved asset
• Reduces risk of unauthorized edits or version confusion

2. Retention Management for Broadcast and Corporate Media Archives

Data flow: Bi-directional

Aviary manages rich media assets during production and distribution, while OpenText Extended ECM - Records Management governs retention schedules, holds, and disposition. Integration can synchronize asset classification and retention metadata so media teams know which files must be retained, archived, or disposed of based on policy.

• Automates retention assignment for media assets
• Ensures legal holds are reflected across both systems
• Reduces manual archive administration

3. Compliance Review and Approval Workflow for Sensitive Media

Data flow: Aviary Platform → OpenText Extended ECM - Records Management

For regulated industries such as healthcare, financial services, or government, media content may require compliance review before release. Aviary can route the asset and review metadata to OpenText Extended ECM - Records Management, where the approval outcome is captured as part of the official record. This creates an auditable trail of who approved the content and when.

• Improves auditability of media approval processes
• Captures compliance evidence alongside the asset record
• Helps enforce release controls for sensitive content

4. Metadata Synchronization for Search and Governance

Data flow: Bi-directional

Aviary’s rich media metadata, such as title, subject, campaign, rights, and usage status, can be synchronized with OpenText Extended ECM - Records Management classification fields. This allows records managers and media teams to work from consistent metadata, improving search accuracy and governance across both platforms.

• Eliminates duplicate metadata entry
• Improves discoverability of media records
• Supports consistent classification and policy enforcement

5. Legal Hold on Media Assets Under Investigation

Data flow: OpenText Extended ECM - Records Management → Aviary Platform

When litigation, audit, or regulatory investigation requires preservation of specific media, OpenText Extended ECM - Records Management can trigger a legal hold notification to Aviary. The affected audio and video assets remain protected from deletion, overwriting, or disposition until the hold is released.

• Prevents accidental disposal of relevant media evidence
• Supports defensible legal hold processes
• Reduces risk during audits and investigations

6. Archived Media Access for Controlled Business Users

Data flow: OpenText Extended ECM - Records Management → Aviary Platform

Archived or inactive media can be stored under records governance in OpenText Extended ECM - Records Management while Aviary provides controlled access for business users who need to search, preview, or reference the content. This is useful for communications, training, HR, and legal teams that need read-only access to historical media without changing the official record.

• Maintains governance while preserving usability
• Reduces duplicate storage of inactive media
• Improves access to historical content for operational teams

7. Automated Disposition of Expired Media Assets

Data flow: OpenText Extended ECM - Records Management → Aviary Platform

When retention periods expire, OpenText Extended ECM - Records Management can initiate disposition actions for media assets managed in Aviary. The integration can notify media administrators, trigger deletion workflows, or move assets to long-term archive depending on policy and business rules.

• Enforces consistent disposition policies
• Reduces storage costs for obsolete media
• Improves governance over media lifecycle management

8. Publishing Workflow with Record Copy Preservation

Data flow: Aviary Platform → OpenText Extended ECM - Records Management

When Aviary publishes a media asset to a CMS, DAM, or internal portal, the integration can automatically send a preserved copy and publication metadata to OpenText Extended ECM - Records Management. This creates a compliant record of what was published, where it was distributed, and under which approval status.

• Provides evidence of published content and distribution
• Supports corporate communications and regulatory traceability
• Helps reconcile production assets with published records