Smart and Secure Archive Management with AI

Implementing a digital archiving system might seem extensive, but modern solutions are often designed to be easy to deploy and use. A smooth start-up means that archive material quickly becomes digitally accessible, while the systems are adapted to the organization’s needs and workflows.

With Depona Visual Archive, you get a complete solution included when you choose Depona’s digital archiving services. The system contains everything you need to store, search, and manage documents digitally, including built-in AI features for interpreting and structuring information. We always begin with a needs analysis to understand your current archive structure and objectives. Then we support you through every step of the implementation: from user permissions to potential integration with scanning services or physical archive storage. The result is a user-friendly, secure, and scalable digital archive, ready to use from day one.

One of the biggest advantages of combining digitization with modern AI technology is the ability to search scanned documents. Traditionally, scanned documents were simply image files, difficult to manage and impossible to search. But with the help of AI-based text recognition (OCR and handwriting interpretation), even previously unstructured material can become digitally searchable, simplifying information retrieval and the reuse of older documents.

In Depona Visual Archive, these features are built in. The system interprets and indexes both typed and handwritten text, even in different languages. This means you can easily search everything from modern reports to historical archival documents. When using Depona’s scanning services, whether performed at our facilities or directly on-site with you, the material becomes available in Visual Archive with full search functionality, unlocking entirely new ways to work with older archives more intelligently.

Security is a critical factor when it comes to using AI in document and information management. It’s essential that AI solutions handle data in a way that protects privacy, prevents unauthorized access, and complies with relevant legal requirements such as GDPR. In many organizations, especially within the public sector and healthcare, it’s also crucial that data is not stored externally or used to train AI models.

Depona’s AI solution in Visual Archive is developed with these requirements in mind. All processing takes place within the system’s own protected environments, without any information being sent to external parties or used for further AI development. Your data remains entirely within the scope of your own organization. The solution is fully integrated into Depona’s system environment and requires no external connections, further minimizing risks. Visual Archive is specifically designed for organizations with high data security demands, such as government agencies, regional authorities, and municipalities.

Artificial intelligence can streamline archive management by automatically interpreting, analyzing, and structuring large volumes of information, especially in documents that have traditionally been difficult to handle, such as handwritten notes, scanned reports, or free-text fields. AI can also make content searchable, categorize material, and identify relevant patterns, saving both time and resources.

In Depona Visual Archive, these features are fully integrated. AI is used to interpret both digital and scanned documents, making them instantly searchable and usable. When combined with on-site scanning and cloud-based storage, you get a seamless workflow where physical material is quickly transformed into structured, secure, and easily accessible digital information, without manual sorting.