OpenText Directory Services - Preservica Integration and Automation

Common Integration Use Cases Between OpenText Directory Services and Preservica

OpenText Directory Services provides centralized identity and access management for users, groups, and roles, while Preservica is an enterprise digital preservation platform used to ingest, preserve, manage, and provide long-term access to digital records and archives. Integrating the two platforms helps organizations align secure access control with archival governance, automate user lifecycle management, and reduce manual administration across records, compliance, and IT teams.

1. Centralized user provisioning for Preservica access

Data flow: OpenText Directory Services to Preservica

Synchronize users and groups from OpenText Directory Services into Preservica so archivists, records managers, compliance officers, and external reviewers receive the correct access automatically. When a user is added to a directory group, Preservica can assign the corresponding role or permission set without manual account creation.

• Reduces onboarding time for archive and records teams
• Ensures access is based on approved enterprise identity data
• Minimizes duplicate account administration across systems

2. Role-based access control for archival collections

Data flow: OpenText Directory Services to Preservica

Use directory groups to drive access to specific collections, retention categories, or restricted archival holdings in Preservica. For example, legal staff can be granted access to litigation records, while HR can access personnel archives, with permissions managed centrally in OpenText Directory Services.

• Supports least-privilege access to sensitive records
• Improves governance for confidential and regulated content
• Allows access changes to be managed by identity administrators rather than archive staff

3. Automated deprovisioning when employees leave or change roles

Data flow: OpenText Directory Services to Preservica

When a user is disabled, moved to a new department, or removed from a group in OpenText Directory Services, Preservica access can be updated automatically. This is especially valuable for organizations with strict compliance requirements, where former employees should lose access to archival content immediately.

• Reduces security risk from stale accounts
• Supports audit readiness and access governance
• Eliminates manual cleanup after HR or IAM changes

4. Identity-driven access for external auditors and consultants

Data flow: OpenText Directory Services to Preservica

Provision temporary access in Preservica for external auditors, legal counsel, or consultants using controlled directory groups. Access can be time-bound and limited to specific collections or review workspaces, while still using the organization’s standard identity and approval process.

• Enables secure third-party access without creating unmanaged local accounts
• Improves control over sensitive review activities
• Supports audit and legal hold workflows with clear accountability

5. Synchronization of organizational structure for archive ownership

Data flow: OpenText Directory Services to Preservica

Map departments, business units, or functional groups from OpenText Directory Services into Preservica to assign archive ownership and stewardship responsibilities. This helps route preservation tasks, review requests, and access approvals to the correct team based on current organizational structure.

• Aligns archive governance with the enterprise operating model
• Improves accountability for records ownership
• Reduces confusion when teams reorganize or merge

6. Access review and certification support

Data flow: Bi-directional, with OpenText Directory Services as the source of identity and Preservica as the source of archive access activity

Use Preservica access logs and collection permissions alongside directory group membership to support periodic access reviews. Security or compliance teams can compare who has access in Preservica against approved directory roles and remove exceptions that no longer match business need.

• Strengthens compliance with internal controls and regulatory requirements
• Provides evidence for access certification audits
• Helps identify over-permissioned users

7. Secure collaboration for records and preservation workflows

Data flow: OpenText Directory Services to Preservica

Enable cross-functional teams such as legal, compliance, IT, and records management to collaborate in Preservica using shared directory-based roles. For example, one group can ingest records, another can review metadata, and another can approve retention actions, all controlled through centralized identity management.

• Improves workflow efficiency across departments
• Supports separation of duties in regulated environments
• Reduces reliance on manual permission requests

Overall, integrating OpenText Directory Services with Preservica helps organizations manage archival access more securely, automate user and role administration, and support compliance-driven workflows with less operational overhead.