OpenText Content Manager / TRIM Engineering Lab

Records Governance Overview

OpenText Content Manager / TRIM demonstration workspace

Engineering Lab: This lab preserves the approved Samuels Enterprise Lab presentation while using familiar OpenText Content Manager / TRIM records-management objects, current collaboration integrations and administration concepts: records, record types, classifications, locations, retention, holds, disposal, audit, Microsoft 365/Teams/SharePoint/OneDrive integration, SAP ArchiveLink, semantic search and classification.

Records48,216Demonstration dataset

Retention Classes126Active schedule entries

Legal Holds14Open hold matters

Disposition Queue392Pending review

Audit StatusLIVETraceability enabled

Records

Register and manage governed information using record numbers, titles, record types, containers, ownership, security and lifecycle controls.

Retention Schedules

Associate record categories with approved retention periods, triggers, review points and final disposition instructions.

Classifications

Organize records in a controlled classification/file-plan structure and associate governance rules with the classification hierarchy.

Advanced Disposal

Review eligible records, check holds and retention triggers, then authorize transfer, archive or destruction actions with evidence.

Holds

Apply and remove record holds so disposition is prevented while a legal, regulatory, investigative or administrative preservation need remains active.

Audit

Preserve traceability for record actions, metadata changes, security events, holds and disposition activity.

Current Content Manager Integration Surface 26.x familiar concepts

M365

Microsoft 365

Govern content used through familiar Microsoft productivity experiences, including Teams, Outlook, Office and connected SharePoint content.

Teams / SharePoint

Expose records in Teams, work with SharePoint libraries, manage content in place and maintain governance over collaboration content.

OneDrive Collaboration

Support governed checkout and multi-user collaboration scenarios using Microsoft OneDrive from Content Manager clients.

SAP

SAP ArchiveLink

Represent current SAP ECC / SAP S/4HANA ArchiveLink integration for governed long-term retention and business-process content.

Semantic Search & Auto-Classification

Model current semantic indexing, AI-powered semantic search, auto-classification training and classification execution.

OCR

Capture / OCR / IDP

Provide the capture and intelligent-document-processing integration surface used to ingest scanned or extracted content into governed records workflows.

Records Lifecycle

CAPTURERegister content as a managed record

CLASSIFYAssign record category and governance metadata

RETAINApply schedule, trigger and period

HOLD / REVIEWProtect or evaluate before disposition

DISPOSETransfer, archive or destroy with evidence

Records Management: Demonstrates the controlled handling of business and government records from declaration through final lifecycle action.

Record Identity

Unique record identifiers, titles, owners, dates, record type and essential metadata establish the managed object.

SEC

Access & Security

Authorized users work with records according to role, record category and organizational policy.

BOX

Containers / Folders

Group related records into logical containers while maintaining classification and lifecycle context.

Record Control Chain

REGISTERCreate the managed record

DESCRIBEApply metadata and ownership

CLASSIFYPlace into the governance structure

CONTROLEnforce security and retention

CLOSEComplete lifecycle action

Search Records: Content Manager is strongly search-driven. This workspace mirrors the familiar pattern of searching by record number, title, record type, classification, location, dates and other indexed metadata.

Search Results 5 records

Record Number	Title	Record Type	Assignee	Classification	Disposition
GOV-2026-001284	Procurement Committee Minutes	Electronic Document	Records Office	Finance & Procurement	Retain
GOV-2026-001285	Vendor Evaluation Summary	Document	Procurement Unit	Finance & Procurement	Retain
GOV-2026-001286	Contract Award Notice	Correspondence	Procurement Unit	Finance & Procurement	Retain
GOV-2026-001287	Project Closeout File	Folder	Records Office	Projects & Infrastructure	Review
GOV-2026-001288	Annual Financial Statement	Electronic Document	Finance Division	Finance & Procurement	Permanent

Record Types: Record types define the behavior of different managed objects and help determine numbering, metadata, containment, electronic content, security and lifecycle expectations.

Configured Record Types

Electronic DocumentDocumentFolderCorrespondenceEmailPhysical FileArchive BoxVital Record

Record Type Properties

NameElectronic DocumentNumberingAutomaticContainerAllowedElectronic ContentRequired / supportedDefault SecurityInherited / configuredRetentionFrom classification or direct assignment

Locations: Content Manager uses Locations to represent people, positions, organizations, groups and places involved with records. Locations may own, hold, receive, assign or otherwise participate in record activity.

Location Directory

Type	Name	Role	Status
Organization	Ministry of Finance	Owner	Active
Position	Records Officer	Custodian	Active
Person	Demo User	Assignee	Active
Group	Legal Services	Hold / Review	Active

Location Uses

Owner · Assignee · Home Location · Author · Addressee · Contact · Custodian · Organizational Unit

The lab keeps Locations separate from record metadata to reflect a familiar Content Manager design pattern.

Classifications: The classification workspace shows how records are organized into a repeatable hierarchy that drives governance behavior.

Classification / File Plan

Government Administration
↳ Executive Records
↳ Finance & Procurement
↳ Human Resources
↳ Legal & Regulatory
↳ Public Services
↳ Projects & Infrastructure

Each branch can carry record-specific metadata and lifecycle rules.

Classification Metadata

Record CategoryAdministrative CorrespondenceOwnerRecords OfficeSecurityInternal / ControlledRetention RuleAssigned scheduleDispositionReview before final action

Retention Schedules: Demonstrates schedule entries, lifecycle triggers, retention periods and review controls without assuming a specific jurisdictional schedule.

Retention Schedule Example

Schedule IDRS-ADM-001CategoryAdministrative RecordsTriggerClose of record / completion eventRetention PeriodConfigured by approved policyFinal ActionReview · Transfer · Archive · Destroy

Schedule Controls

Retention behavior should be visible, reviewable and consistently associated with the classified record. Changes to schedule assignments or lifecycle dates should remain part of the governance trail.

Retention Process

ASSIGNLink schedule to classification

TRIGGERStart lifecycle event

RETAINProtect for required period

REVIEWCheck holds and eligibility

ACTIONExecute approved disposition

Advanced Disposal: Retention triggers identify candidates for review, but records are not treated as blindly automatic. Holds, classification, container context and authorization are checked before final disposal action.

Eligible392Awaiting review

On Hold14Excluded from disposition

Transfer61Proposed archive action

Destroy284Pending approval

Review47Exception cases

Advanced Disposal Process

IDENTIFYFind retention-complete records

CHECK HOLDBlock protected records

REVIEWRecords officer validation

APPROVEAuthorize final action

EVIDENCERecord what occurred

Holds: Hold controls suspend normal disposition for records that must remain preserved for a legal, regulatory, investigative or administrative matter.

Hold Matter

Hold IDLH-2026-014StatusActiveScopeSelected records / classificationCustodianRecords & LegalReleaseAuthorized closure required

Protection Rule

While a hold is active, eligible records remain outside the ordinary disposition path. Hold placement and release should be traceable so reviewers can see who acted, when, and under what matter.

Audit / Governance: The audit workspace is intended to show evidence of administrative and user activity across the records lifecycle.

Event Trace

Record registration, metadata update, classification, access, hold and disposition activity.

User Context

Associate activity with the responsible user, role, date and action context.

Review Evidence

Support governance review with a chronological trail of significant record-management actions.

Sample Audit Events

10:14:09Record registered and classified10:21:44Retention schedule assigned11:03:18Security access reviewed12:46:02Legal hold applied14:12:33Disposition action deferred by hold

Integrations & Extensions: This workspace intentionally includes the modern Content Manager integration surface instead of limiting the lab to records-only functions. It separates core Content Manager records governance from connected Microsoft, SAP, AI/search, capture and rendering services.

Microsoft Teams Integration

Expose Content Manager records in Teams, work with governed collaboration content, launch supported record actions and surface finalized managed records.

SharePoint Integration

Browse and create records from SharePoint libraries, govern managed-in-place content, monitor ingestion and preserve lifecycle controls as collaboration content changes.

Microsoft OneDrive

Support checkout to OneDrive and multi-user collaboration while keeping the authoritative record under Content Manager governance.

Outlook / Office Integration

Represent Outlook and Microsoft Office working patterns for registering email, attachments and business documents into Content Manager.

SAP

SAP ECC / S/4HANA ArchiveLink

Connect SAP business content to long-term governed retention using the current ArchiveLink integration path.

XDMS / External DMS

Maintain external record identifiers and confirmation-loop behavior when Content Manager links to content held in another document-management system.

AI, Search & Classification

Semantic IndexingVector/semantic representation of governed content Semantic SearchAI-assisted discovery over managed records Auto-Classification TrainingTrain classification behavior from governed examples Classification ExecutionApply trained classification to content IDOLCurrent OpenText search/indexing platform component supported by Content Manager

Capture, Physical Records & Rendering

Barcode ScanningCode 39 / Code 128 physical-record retrieval and bulk location/assignee updates Capture / OCR / IDPIntegration surface for scanned documents, extracted text and metadata before registration KeyViewContent filtering / viewing platform component Media ServerMedia processing component in the supported platform stack Blazon ServerPublishing / rendition services Brava DesktopSecure viewing / markup capability in the broader Content Manager stack

Microsoft 365 Governance Flow

CREATE / COLLABORATETeams · SharePoint · OneDrive · Outlook · Office

REGISTER / MANAGE IN PLACECreate or link the governed Content Manager record

CLASSIFYApply file plan, metadata, access and auto-classification

RETAIN / HOLDApply schedule, preservation and governance rules

DISPOSE / ARCHIVEAuthorized disposition with audit evidence

Government Records: This section demonstrates how the lab can represent public-sector recordkeeping needs while remaining neutral about any specific national or agency schedule.

MIN

Ministry / Department Records

Organize records by agency function, business activity, office ownership and classification.

PUB

Public Records

Separate access and governance logic can distinguish public-facing records from controlled or restricted material.

ARC

Archival Transfer

Records designated for long-term preservation can move through an approved transfer process instead of destruction.

FOI

Information Requests

Structured metadata and classification can support faster location and review of responsive records.

LEG

Legal / Regulatory Records

Retention and hold rules support preservation where a legal or regulatory obligation requires it.

AUD

Accountability

Auditability connects record actions to responsible users and governance decisions.

OpenText Content Manager Support: This tab links the lab to the real OpenText support ecosystem. OpenText directs customers to product support, My Support, product documentation/resources and the Content Manager community for cases, updates, knowledge articles and peer/expert guidance.

Official OpenText Support

OpenText Customer Support — support overview My OpenText — choose Content Manager / open product support OpenText Content Manager Community OpenText Content Manager — official product page

Support Case Intake

ProductOpenText Content ManagerVersion / BuildRecord exact installed release and patch levelDatasetAffected Content Manager datasetClientRich Client / Web Client / integrationObjectRecord · Classification · Record Type · Location · Schedule · Hold · Teams/SharePoint · OneDrive · SAP ArchiveLink · Search/IDOLEvidenceError text · timestamp · screenshots · logs · reproduction steps

Content Manager Support Areas

Records, containers and electronic documents

Classifications / file plan and Record Types

Locations, security and access controls

Retention Schedules, Holds and Advanced Disposal

Audit events, search, indexing and administration

Microsoft Teams / SharePoint / OneDrive / Outlook integration

SAP ECC / S/4HANA ArchiveLink integration

Semantic search, auto-classification, IDOL and platform components

TRIM / Content Manager Familiarity

The product lineage is intentionally acknowledged in the lab name because many practitioners still recognize the earlier TRIM terminology. The working objects shown here use current Content Manager language while retaining familiar records-management concepts and workflows.

Samuels Enterprises Resources

Enterprise Portfolio — samuelsenterprisesllc.com/enterprise More Information — samuelsenterprisesllc.com Enterprise Support — support@samuelsenterprisesllc.com

Enterprise Contact Scope

Use the Enterprise Portfolio for the broader engineering application portfolio, the company website for Samuels Enterprises information, and the Enterprise Support address for technical, consulting, or enterprise inquiries. Official OpenText support resources remain available above for vendor-specific product support.

Lab Disclaimer: This is an independent Samuels Enterprises engineering demonstration. OpenText, Content Manager and TRIM names are used only to identify the technology being demonstrated. This interface is not an OpenText product screen and does not claim affiliation or endorsement.