Introduction
Archiving has always been about more than storing information. It’s about making history, culture and knowledge accessible to future generations. In the words of our General Manager, Chris Elwell:
“History fades, records deteriorate. And without action, knowledge is lost forever.”
This fact is one of the key motivators in our efforts to protect our fragile history. By helping museums, galleries, and institutions digitise and preserve their most valuable collections and artefacts, we hope to provide the tools for these custodians of our past to continue their work as our collective memory.
How we achieve this has varied and evolved over the years. With new developments in technology, Genus has consistently led the charge for preserving the past. We first began by providing microfilm to archives way back in the 70s, microfilm at the time being the key medium used for archives.
But as time passed and technology advanced, so did Genus. We adapted to the digital era by pushing boundaries with the latest technologies and tools of digitisation. Today, we bolster a vast collection of advanced equipment: a range of software, three-dimensional photogrammetry capturing, advanced large-format texture scanners for materials like textiles/fine art and advanced book scanners.
Once again, we are seeing the technological landscape shift, now moving towards that of AI. Genus will strive to lead this revolution with the same integrity that we always have. Although our methods change, our mission remains the same:
Innovation And Preservation
AI is no longer a tool of the future; it is here, and it is the driving force of transformation across almost every major industry. Its multifaceted effect spans all spheres of professions: healthcare, journalism, Government, law, transportation, energy, and education. The applicability of AI cannot be overstated.
However, in the rush to adapt, many businesses have experienced whiplash effects in the challenges of AI, like regulating their privacy or struggling to implement the model in a sustainable and effective format.
Further, in this article we will cover the relevance of AI in developing the GLAM sector, touching on both the incredible advantages as well concerns around its usage. Furthermore, how we at Genus will be pioneering this new technology while maintaining a commitment to its responsible use.
The Benefits of AI to The GLAM sector
AI has the potential in many ways to revolutionise archiving operations within the GLAM sector (Galleries, Libraries, Archives and Museums). The three advantages we believe will be the most impactful are: Efficiency, Insight, and Enriching the Industry as a whole.
Driving Efficiency.
A recent McKinsey report in 2024 stated that AI drives 20–40% efficiency improvements in supply chain and document processing, this boost in efficiency is thanks to its dramatic reduction of time spent on repetitive manual tasks, allowing users to focus on higher-value work. For archivists this means that entire collections can be automatically indexed, catalogued, and enriched with metadata. What might take a human team weeks may be completed by a single person using an AI model in a matter of hours.
An early example of this, dates back to 2009, saw the National Library of Norway begin the digitisation of the entire Norwegian published cultural heritage. Everything from books, newspapers, photos, maps, journals, and broadcast material. The scale of this project was enormous with millions of items across centuries of publication history. To aid them in this they utilised AI for automation in workflows for scanning, text recognition (OCR), and metadata generation. By 2018, the library had digitised some 83% of all books , giving citizens free access to digital versions (with copyright limitations for newer works). Without AI a project like this would’ve taken an unfathomable abundance of resources and we would likely still be waiting for many years to see the results we already have.
Beyond indexing of backlogs, AI also offers Advanced search tools that make archives more accessible than ever. With AI tailored to specific collections, staff and researchers can locate the right information instantly, improving workflows and raising the quality of research.
One of AI’s biggest strengths is adaptability: it can serve as a reference assistant for staff or visitors, manage metadata, or be fine-tuned to meet the unique needs of any collection.
Unlocking Insight
Perhaps the most exciting opportunity lies in AI’s ability to detect patterns and connections that might otherwise remain hidden.
A relevant article published in Feb 2025 explores innovative applications of AI and its insights when being used to uncover hidden terms within indigenous languages, with a focus on the Shiwi’ma language, spoken by indigenous peoples of western New Mexico and eastern Arizona (Pueblo of Zuni). Much of our knowledge around their language was scattered across metadata from two major US natural history museums. These metadata fields were vast, which meant meaningful research was very difficult and required a large amount of resources. The Author’s solution was an application of a machine learning model onto the metadata. This approach was said to outperform conventional methods in accuracy, recall, and precision. Finally giving the world insight and context to the language beyond the categories that were ascribed by museum collection managers years before, potentially unlocking the ability to reconnect source communities with culturally significant items.
The team behind this project spoke on the importance that this kind of usage of AI has in addressing the needs of many archiving organisations. Stating that
‘’This method can be used to confront the “Digital Heap” of cultural heritage records across institutions’’
Additionally, AI possesses great insight into the preservation as well as restoration of cultural heritage. Much like it’s current uses in healthcare to detect illnesses earlier than even trained doctors can.
AI enhanced archives can predict preservation needs in certain materials such as paper, flagging at-risk items before deterioration becomes irreversible, meaning conservationists can better protect their collections.
Alternatively, even in situations where the damage is already done, AI is indispensable. Highlighted excellently in the 2021 restoration of Klimts masterwork faculty paintings
In 1894, Gustav Klimt was commissioned by the University of Vienna to capture the essence of three faculties: Medicine, Jurisprudence (law), and Philosophy. Each work a masterpiece and breaking taboos on all fronts. But tragically during the second world war all three were destroyed during a Nazi forces retreat. Rather than lose the art themselves, they made the tragic decision to set fire to the building they were leaving instead of letting the works fall into another’s hands. All that remained of the art were black and white photos and some brief descriptions. Meaning the colours Klimt may have used were lost forever, and the true depth of the works with it.
However, by the end of 2021 with the use of Emil Wallner’s algorithmic AI and knowledge offered from renowned Klimt expert and curator, Dr. Franz Smola, the team at the Google Arts & Culture Lab were able to complete the painstaking project of reconstructing Klimt’s faculty work to their former coloured beauty. It is safe to say that without both AI and the expertise of Dr. Franz Smola, the true essence of the painting would have been truly lost. Painting a beautiful picture shows how the partnership of human knowledge and AI processing, can not only preserve our history, but save it.
Connecting and Enriching the Industry
AI doesn’t just enhance individual archives, but the entire sector. Improved searchability and shareability enable new partnerships, cross-institutional research, and large-scale data-sharing. Which opens the door to collaborations between GLAM organisations on projects too complex or costly to tackle alone. It also unlocks new revenue streams, from external researchers and educational institutions to commercial ventures and joint grants. In short, AI can financially enrich archives while reinforcing their role in education and cultural preservation.
The National Library of Norway (NLN) illustrates these benefits in practice. Following its large-scale digitisation efforts, the NLN has become a hub of collaboration within the GLAM sector, serving as a digital archive and secure storage site for other institutions’ collections. This centralised approach facilitates both shared access and long-term preservation.
At the same time, monetisation opportunities have expanded significantly. The NLN now generates sustainable revenue through partnerships with publishers, licensing services that supply metadata to research and education, and cultural tourism via virtual exhibitions and brand initiatives. On this front the possibilities are as endless as the imagination of the marketing division.
What are the Risks and How are We Facing them?
However, while AI brings enormous potential, it is not without risks. Errors in processing, such as OCR mistakes or misclassification from external data pools can compromise the integrity of archival records and create misleading data trails. To combat this Genus always recommend a human-in-the-loop approach, ensuring that trained professionals review and validate AI outputs to safeguard accuracy and maintain archival standards.
Another concern centres around that of privacy and security. Archives often contain sensitive personal information, such as building blueprints or health records. The fear is that by introducing AI into these collections there comes a risk of inadvertent exposure, particularly if systems are connected to the wider internet. It is true that online connectivity regardless of the technology can heighten issues by pulling in unverified data sources, or by making collections more vulnerable to cyberattacks and breaches.
With over 50 years of experience in supporting archives, we at Genus understand the critical importance of security and accuracy. So, with these risks in mind we are adopting AI within a secure, closed-loop environment, running separately from internet connectivity, ensuring that sensitive collections remain fully protected.
Unlike open systems that rely on external data, our closed-loop solution is purpose-built for GLAM archives private collections and fully secure.
With no external data sharing or contribution to third-party LLM training models it can be deployed within a private cloud environment, giving institutions complete control over their data and ensuring AI never has access to unverified data, meaning data scraping isn’t a possibility. Additional citation and traceability features are built-in to guarantee that all information is accountable and verifiable, supporting compliance with FOI, GDPR, and public record obligations.
In essence, by combining a closed, secure infrastructure with a human-in-the-loop approach, we not only protect collections but also uphold the integrity, reliability, and trust that underpin archival work.
It is also worth addressing the growing concern of job loss with AI implementation. While it can certainly be said that some entry level jobs within the sector will be displaced, the same argument stands for all past technological advances.
Just as the typewriter saw scribes upskilled into typists, should the invention of the internet have been ignored to protect the job market of manual data entry keyers?
If these technological revolutions prove anything, it is that far more jobs are created than displaced. And if we let ourselves be led with fear of the future, we will not become a part of it. Even Kodak: Despite inventing the first digital camera, was forced to file for bankruptcy in 2012 after failing to adapt to the digital revolution.
In today’s world the reality is that archives are being under-utilised, often only used when absolutely needed. This is because meaningful use of archives is often time consuming, costly and often not financially sustainable for most organisations in the GLAM Sector. But with AI’s boost of productivity and usability, archives will now be much more desirable to outside investment — requiring much less resources to both share and use. Overall, streamlining potential collaborative projects for a whole new range of institutions who previously didn’t see the financial benefit, or who simply didn’t have the means to invest. With an expanded job market, more work means more jobs.
Of course, there will be growing pains, and workforce adaptation will be key to navigate these changes. Workers and businesses will need to learn new skills and adapt for the future. We ourselves at Genus have been in the industry for over 50 years, and what we have learned is that if businesses stay still, they fall behind, and the key to our success and longevity is our constant effort to embrace change and move with it, not against it.
Conclusion
Honouring the past is in the nature of archiving, but if we wish to move into the future of our industry, we cannot afford to fear change. AI is not a replacement for archivists; it is a tool to amplify their work.
So much of our history is kept locked away in backlogs of archives which to the pain of their owners, sometimes can wait years to be catalogued; AI could change that.
By accurately cataloguing entire collections in a fraction of the time, archivists could be freed to get around to the jobs they really want to do, like presenting and sharing their hidden histories with the world which additionally will be even easier to do with the support of an AI Engine behind them.
Making sure our past is shared, and our stories told is our purpose, AI will revolutionise how we do that. But we understand that with its potential comes responsibility. That’s why at Genus we are committed not only to harnessing AI’s strengths but also to mitigating its risks through secure closed-loop systems, transparent sourcing, and an unwavering focus on accuracy.
As we look to the future, we see AI evolving to become even more versatile: from supporting multilingual research across global collections, to seamless integration with platforms like Live-Docs, ensuring archives remain dynamic and usable in the digital age.
By combining cutting-edge technology with ethical innovation, we aim to ensure that history is not only preserved but made more alive, more accessible, and more meaningful for generations to come.
No matter the case, our mission for the future remains clear:
To safeguard the past whilst empowering the future.
If you’d like to understand more about how harnessing the power of AI in the Cultural Heritage space can improve collection discovery, impact and efficiency please visit genus.uk for more information or contact us below to arrange a demonstration of our new AI Technology:
Website: Contact Us – Genus
Phone: +44 (0)24 7625 4955
Email: info@genus.uk
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