OpenText Legal Hold - FileSpin Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and FileSpin

OpenText Legal Hold is designed to preserve potentially relevant information for litigation, investigations, and regulatory matters, while FileSpin is typically used as a secure digital asset and file management platform for storing, organizing, sharing, and distributing media and business content. Integrating the two platforms helps legal, compliance, and business teams control content preservation without disrupting day-to-day file operations.

1. Automatic legal hold placement for FileSpin content

Data flow: OpenText Legal Hold - FileSpin

When a litigation matter or regulatory investigation is opened in OpenText Legal Hold, the system can identify relevant FileSpin repositories, folders, or tagged assets and place them under hold. This prevents deletion, overwrite, or lifecycle expiration of files that may be subject to discovery.

• Preserves marketing assets, product media, contracts, or internal documents stored in FileSpin
• Reduces manual intervention by legal and content administrators
• Ensures preservation actions are applied quickly when matters are initiated

2. Custodian-based content discovery and preservation

Data flow: OpenText Legal Hold - FileSpin

OpenText Legal Hold can send custodian lists to FileSpin so the platform can identify content associated with specific employees, departments, or project teams. This is useful when legal teams need to preserve files tied to a particular business unit or content owner.

• Maps custodians to FileSpin user accounts, workspaces, or shared libraries
• Supports targeted preservation instead of broad, disruptive holds
• Improves defensibility by documenting which content was preserved and why

3. Hold status synchronization for protected files

Data flow: Bi-directional

FileSpin can return status updates to OpenText Legal Hold showing which files were successfully locked, retained, or flagged as unavailable for deletion. This gives legal teams visibility into enforcement and helps resolve exceptions faster.

• Confirms hold execution across FileSpin repositories
• Highlights failed or incomplete preservation actions
• Creates an audit trail for compliance reporting and legal review

4. Preservation of version history and file lineage

Data flow: FileSpin - OpenText Legal Hold

When a FileSpin asset is placed on hold, its version history, metadata, and related lineage information can be exported or referenced in OpenText Legal Hold. This is important for proving what content existed at a specific point in time and how it changed.

• Captures prior versions of creative files, documents, or media assets
• Supports defensible eDiscovery and investigation workflows
• Helps legal teams understand content evolution and ownership

5. Exception handling for content lifecycle policies

Data flow: OpenText Legal Hold - FileSpin

FileSpin may normally apply retention rules, expiration dates, or automated cleanup. When OpenText Legal Hold issues a hold, FileSpin can suspend those lifecycle actions for affected content until the hold is released.

• Prevents accidental deletion of content under legal review
• Aligns content governance with legal retention requirements
• Reduces risk of spoliation and compliance breaches

6. Matter-based content collection for legal review

Data flow: FileSpin - OpenText Legal Hold

FileSpin can provide metadata, file lists, and relevant content references to OpenText Legal Hold to support matter scoping and collection. Legal teams can use this to quickly identify which assets belong to a specific case, investigation, or regulatory request.

• Speeds up early case assessment
• Improves accuracy of content identification
• Reduces manual searching across shared file libraries

7. Audit and compliance reporting for preserved content

Data flow: Bi-directional

Integration between the platforms can combine preservation records from OpenText Legal Hold with FileSpin activity logs to produce a complete compliance view. This helps legal, audit, and governance teams demonstrate that held content was protected throughout the matter lifecycle.

• Shows who accessed, modified, or attempted to delete held files
• Supports internal audits and regulatory inquiries
• Provides evidence of policy enforcement and chain of custody

Together, OpenText Legal Hold and FileSpin can create a controlled workflow where business users continue managing content efficiently while legal and compliance teams ensure that relevant files are preserved, traceable, and defensible.