OpenText Extended ECM - Records Management - Marq Integration and Automation

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

1. Controlled Brand Asset Publishing with Records Retention

Data flow: Marq - OpenText Extended ECM - Records Management

Marketing and communications teams create approved brochures, one-pagers, presentations, and campaign materials in Marq, then automatically declare the final published version as a formal record in OpenText Extended ECM - Records Management. This ensures the organization retains the authoritative version of customer-facing content with the correct retention schedule, legal hold capability, and disposition controls.

• Supports audit-ready retention of approved marketing collateral
• Reduces risk of using outdated or non-compliant materials
• Creates a governed archive of final published assets

2. Approval-to-Record Workflow for Regulated Communications

Data flow: Marq - OpenText Extended ECM - Records Management

When regulated documents such as product fact sheets, investor communications, policy summaries, or healthcare notices are finalized in Marq, the approved version is transferred to OpenText Extended ECM - Records Management for formal record declaration. This creates a controlled handoff from content creation to compliance archiving, ensuring the final approved artifact is preserved with metadata such as owner, approval date, and business classification.

• Improves governance over externally distributed content
• Provides a clear chain of custody for approved documents
• Helps compliance teams verify what was issued and when

3. Template Governance and Master Record Management

Data flow: OpenText Extended ECM - Records Management - Marq

Compliance or records teams can store approved master templates, standard language, and controlled document structures in OpenText Extended ECM - Records Management, then publish them to Marq for business users to create new documents from the latest sanctioned version. This reduces template sprawl and helps ensure that teams only use current, approved content frameworks.

• Prevents use of obsolete templates and disclaimers
• Standardizes document creation across departments
• Supports controlled reuse of approved content components

4. Evidence Preservation for Customer and Partner Deliverables

Data flow: Marq - OpenText Extended ECM - Records Management

Sales, partner management, or customer success teams can generate proposals, service summaries, onboarding packs, and partner enablement materials in Marq, then archive the final delivered version in OpenText Extended ECM - Records Management as evidence of what was shared externally. This is especially valuable in disputes, contract reviews, and regulated customer interactions.

• Preserves proof of external communications and deliverables
• Supports dispute resolution and audit requests
• Creates a defensible record of customer-facing content

5. Policy and Procedure Distribution with Retention Controls

Data flow: OpenText Extended ECM - Records Management - Marq

Corporate policy teams can maintain approved policy language, procedure documents, and mandatory notices in OpenText Extended ECM - Records Management, then make selected content available in Marq for controlled reuse in employee handbooks, training materials, or internal communications. This helps ensure that business users work from the current governed source while the official policy record remains under records management control.

• Aligns internal communications with approved policy content
• Reduces manual copying of controlled language
• Improves consistency across HR, legal, and compliance teams

6. Campaign Artifact Archiving for Regulatory Review

Data flow: Marq - OpenText Extended ECM - Records Management

Marketing operations can automatically archive campaign artifacts created in Marq, including final PDFs, presentation decks, and localized versions, into OpenText Extended ECM - Records Management. This gives compliance, legal, and audit teams a complete historical record of campaign materials for review, investigation, or regulatory inquiry.

• Captures versioned campaign outputs in a governed repository
• Speeds up response to audit and regulatory requests
• Supports retention by campaign, product, region, or business unit

7. Legal Hold and Disposition Protection for Published Content

Data flow: Bi-directional

When content created in Marq is declared as a record in OpenText Extended ECM - Records Management, the records system can apply legal hold or disposition rules based on case, matter, or retention policy. If a document is under review or subject to litigation, the status can be reflected back to Marq so users know the asset is locked, superseded, or no longer approved for reuse.

• Prevents accidental reuse of content under hold
• Ensures disposition actions follow policy and legal requirements
• Improves visibility for content owners and compliance teams

8. Departmental Content Handover from Creation to Archive

Data flow: Marq - OpenText Extended ECM - Records Management

Business teams such as HR, finance, procurement, or operations can create recurring documents in Marq, including onboarding packets, notices, reports, and forms. Once finalized and distributed, the documents are automatically transferred to OpenText Extended ECM - Records Management for long-term retention, classification, and disposition. This creates a repeatable process that removes manual filing and improves compliance.

• Automates archiving of high-volume business documents
• Reduces manual records handling by operational teams
• Improves consistency in retention and classification