OpenText Legal Hold - Scaleflex Integration and Automation

Common Integration Use Cases Between OpenText Legal Hold and Scaleflex

1. Preserve media assets placed under legal hold

Data flow: OpenText Legal Hold → Scaleflex

When legal or compliance teams issue a hold on images, videos, or other digital media, OpenText Legal Hold can trigger Scaleflex to mark the related assets as non-deletable and prevent lifecycle actions such as purge, archive removal, or replacement. This is useful for marketing, product, and customer-facing media stored in Scaleflex that may become evidence in litigation or regulatory reviews.

Business value: Reduces risk of spoliation, ensures preservation of relevant media evidence, and removes manual coordination between legal and content operations.

2. Synchronize custodian holds with media ownership metadata

Data flow: Bi-directional

OpenText Legal Hold can send custodian and matter details to Scaleflex so the DAM can identify assets owned, uploaded, or approved by specific employees, agencies, or business units. Scaleflex can return asset lists, usage history, and ownership metadata to help legal teams validate which media should be preserved under a hold.

Business value: Improves hold accuracy, speeds custodian review, and reduces the chance of over-preserving unrelated assets.

3. Freeze media publishing and transformation during active litigation

Data flow: OpenText Legal Hold → Scaleflex

For assets tied to a legal matter, OpenText Legal Hold can instruct Scaleflex to suspend transformations, replacements, and republishing workflows. This prevents changes to original files, renditions, or derivative assets used across websites, apps, and campaigns while the hold remains active.

Business value: Maintains evidentiary integrity and avoids accidental alteration of content that may be required for discovery.

4. Provide legal teams with a searchable inventory of held media

Data flow: Scaleflex → OpenText Legal Hold

Scaleflex can export asset identifiers, file types, timestamps, usage locations, and version history into OpenText Legal Hold to support matter scoping and defensible preservation decisions. Legal teams can quickly see which media assets exist, where they are used, and which versions are relevant to the case.

Business value: Shortens legal review cycles, improves defensibility, and gives compliance teams a clearer view of preserved content.

5. Automate hold release and content lifecycle restoration

Data flow: OpenText Legal Hold → Scaleflex

When a matter is closed, OpenText Legal Hold can notify Scaleflex to remove hold restrictions and restore normal lifecycle rules for the affected media assets. This allows content teams to resume deletion, replacement, optimization, or archival processes without waiting for manual legal confirmation.

Business value: Reduces storage overhead, eliminates unnecessary retention, and accelerates return to standard content operations.

6. Retain evidence of media access and distribution for legal review

Data flow: Scaleflex → OpenText Legal Hold

Scaleflex usage logs, delivery events, and asset access records can be sent to OpenText Legal Hold to document how held media was accessed, transformed, or distributed before the hold was applied. This supports eDiscovery, chain-of-custody review, and internal investigations involving digital content.

Business value: Strengthens auditability, supports legal defensibility, and provides a reliable record of media activity.

7. Coordinate cross-functional workflows for regulated campaigns

Data flow: Bi-directional

In regulated industries such as financial services, healthcare, or pharmaceuticals, a campaign asset stored in Scaleflex may need to be preserved if a complaint, investigation, or dispute arises. OpenText Legal Hold can place the asset on hold, while Scaleflex can notify marketing and content teams that the asset is restricted and should not be edited or republished.

Business value: Aligns legal, compliance, and marketing teams, reduces operational confusion, and ensures faster response to regulatory events.