OpenText Information Archive - Microsoft Copilot Integration and Automation

Common Integration Use Cases Between OpenText Information Archive and Microsoft Copilot

1. Archived record retrieval for policy and audit inquiries

Data flow: Microsoft Copilot → OpenText Information Archive

Users can ask Copilot to locate archived emails, invoices, contracts, or case files stored in OpenText Information Archive. Copilot can surface the relevant records, summarize key details, and provide links to the original compliant archive content for audit, legal, or finance teams.

• Reduces time spent searching legacy archives
• Supports faster audit response and internal investigations
• Improves access to governed historical data without restoring old systems

2. AI-assisted summarization of archived documents

Data flow: OpenText Information Archive → Microsoft Copilot

Archived documents can be made available to Copilot for summarization, allowing business users to quickly understand long-retained content such as contracts, project records, or regulatory correspondence. This is especially useful when teams need to review historical context before making decisions.

• Speeds up review of large document sets
• Helps legal, compliance, and operations teams understand archived content faster
• Reduces manual reading effort across long retention periods

3. Legacy system decommissioning with Copilot-enabled access to historical data

Data flow: OpenText Information Archive → Microsoft Copilot

When retiring legacy applications, data can be archived in OpenText Information Archive and then accessed through Copilot-based workflows. Employees can continue to ask questions about historical transactions, customer records, or operational history without needing to log into the old system.

• Supports application retirement and cost reduction
• Preserves business continuity after decommissioning
• Minimizes dependency on obsolete platforms and technical support

4. Compliance and retention policy guidance for business users

Data flow: Bi-directional

Copilot can help employees understand retention and disposition rules by querying policy information and archive status from OpenText Information Archive. In return, archive metadata and retention schedules can inform Copilot responses so users know whether a record is eligible for deletion, retention, or legal hold.

• Improves adherence to retention policies
• Reduces accidental deletion or premature disposal of records
• Helps non-technical users make compliant decisions faster

5. Legal hold and eDiscovery support

Data flow: Microsoft Copilot → OpenText Information Archive

Legal and compliance teams can use Copilot to identify relevant archived records for a matter, then trigger searches or collections from OpenText Information Archive. Copilot can help draft hold notices, summarize custodial data, and prepare response packages for counsel or investigators.

• Accelerates legal discovery preparation
• Improves consistency in hold and collection workflows
• Reduces manual effort in high-stakes compliance processes

6. Customer or case history lookup for service teams

Data flow: OpenText Information Archive → Microsoft Copilot

Service, claims, or account teams can use Copilot to retrieve archived correspondence, prior case notes, and historical transaction records from OpenText Information Archive. Copilot can then summarize the timeline and highlight prior commitments or unresolved issues before the user responds to a customer.

• Improves first-contact resolution and response quality
• Gives teams faster access to complete customer history
• Supports more informed decisions in service and claims handling

7. Automated knowledge extraction from archived content

Data flow: OpenText Information Archive → Microsoft Copilot

Organizations can expose archived content to Copilot so it can extract recurring themes, obligations, or exceptions from historical documents. For example, procurement teams can review archived supplier agreements to identify renewal terms, while finance teams can analyze historical invoices for recurring patterns.

• Turns archived content into usable business insight
• Supports contract review, procurement analysis, and financial research
• Reduces dependence on manual document review

8. Controlled content drafting using archived reference material

Data flow: OpenText Information Archive → Microsoft Copilot

Copilot can use archived reference documents as source material when drafting new policies, responses, or reports. This helps teams reuse approved historical language from archived records while maintaining consistency with prior decisions and corporate standards.

• Improves consistency in business communications
• Speeds up drafting of policy, legal, and operational documents
• Ensures new content is grounded in approved historical records