Transforming archiving through artificial intelligence

For public institutions, data archiving is more than just storing information; it’s about preserving our heritage, enabling better decision-making, and ensuring we all have easy access to vital information. But in today’s data driven world, the complexity of managing diverse and growing collections presents significant challenges.

Councils and heritage organisations, in particular, oversee a wide range of archival materials—from historical records to photographs, audio, and artefacts—stored across different locations and formats. Metadata is frequently incomplete or inconsistent, making it difficult to catalogue or link items. Meanwhile, traditional organisation methods struggle to keep pace with increasing volumes of data, leading to inaccessible archives and missed opportunities for collaboration and community engagement.

How AI can solve archiving problems

Artificial intelligence (AI) driven archiving offers a direct solution to these challenges by automating and enhancing processes in ways manual systems can’t. Natural Language Processing (NLP) enriches metadata by tagging items and uncovering relationships between them, while tools like Microsoft Cognitive Search provide powerful search capabilities, making archives easier to navigate. Users can find what they need faster with features like semantic search, autocomplete, and personalised suggestions.

AI also makes data more scalable. Automated workflows integrate new content seamlessly into existing systems, while cloud-based storage and analytics solutions, such as Microsoft Azure Data Lake and Microsoft Fabric, manage growing volumes of data without interruption. This shift not only improves access to information but also allows organisations to engage with people in innovative ways, such as through crowdsourcing and virtual exhibitions.

Delivering AI-driven archiving

At TPXimpact, we combine expertise in digital transformation with Microsoft’s advanced technologies to deliver tailored solutions. By using tools like Azure’s Cognitive Search, Data Factory, and Data Lake, we create systems that are scalable, user-friendly, and designed to meet the unique needs of our partners.

Our approach starts with understanding an organisation’s challenges and goals. We then design and implement AI-driven systems that streamline processes, enrich data, and transform archives into dynamic resources. We also provide ongoing support, ensuring that the solutions continue to meet evolving needs and maximise long-term value.

Transforming Durham’s cultural heritage

One of our recent projects shows the power of AI driven archiving. Durham County Council wanted to unite its diverse cultural and historical collections—spanning the Durham County Record Office, Durham Light Infantry Collection and newspaper archives—into a single, accessible archive. Fragmented data and inconsistent metadata made navigation and access difficult, limiting public engagement.

We partnered with the council to create an AI solution powered by Microsoft technologies. Using Natural Language Processing, we enriched metadata, while Microsoft Cognitive Search allowed us to provide intuitive, seamless access to the collections. Azure Data Lake and Data Factory ensured scalable, automated content management.

Through this work, we created a unified archive, accessible online and at The Story in Durham City. Visitors can now explore the council’s rich heritage collections effortlessly, while the system supports future innovations like community-driven tagging and virtual reality exhibits. This project not only helps preserve Durham’s history but makes it a vibrant, accessible resource for all.

Preservation and empowerment

AI-driven archiving is more than a technological upgrade; it’s a shift that allows public sector organisations to access the true value of their information. By combining cutting-edge tools with implementation, public and private institutions can create archives that are not just repositories but vibrant, accessible resources.

We believe in turning challenges into opportunities. By working closely with our partners, we deliver solutions that preserve history, improve efficiency, and inspire creativity. Together, we can transform archives into living resources that benefit people and communities everywhere.