Trusted by organisations managing large-scale collections
Where teams lose time and control
Assets spread across multiple systems and physical archives
Inconsistent or missing metadata
Large, complex files that are difficult to manage
Manual digitisation and cataloguing processes
Limited access for researchers and external partners
Typical starting point: collections are often managed across 3 to 5 disconnected systems before centralisation. This leads to slow search, duplicated effort, and underused collections.
Managing collections day-to-day
Digitisation workflows
Structure capture, quality control, and ingestion
Metadata management
Apply consistent, searchable metadata
Search and retrieval
Quickly find and access assets
Controlled access
Manage permissions across teams and partners
Archive management
Maintain a scalable, long-term repository
Digitising and managing large-scale collections
A leading scientific organisation digitised a highly specialised archive built over decades, with each asset requiring detailed metadata and careful handling.
To support this:
Structured workflows were introduced for scanning, quality checks, and ingestion
Assets, often up to 1GB per file, were processed into formats suitable for both preservation and use
Metadata was captured and indexed at the point of creation
Collections were made fully searchable through a central system
Integration with long-term storage ensured preservation without limiting access
Outcome
Collections scaled to hundreds of terabytes managed in one system
Asset retrieval reduced from manual search to instant access
Physical handling of materials significantly reduced
Improved collaboration across internal teams and external partners
A clear foundation for ongoing digitisation programmes
"We moved from workarounds to structured workflows in one system, with the control and flexibility we needed."
Digital Collections Lead, Scientific Organisation
Typical result: asset search reduced from hours to seconds
Designed for complex, high-value collections
Handles large, high-resolution assets at scale
Flexible metadata structures for complex collections
Strong access control and permissions
Integration with long-term archive and storage solutions
Supports ongoing digitisation without adding complexity
Supporting archives, research institutions, and cultural organisations across the UK and Europe
Improve access and control across your collections
Talk through your current setup or see Aetopia in a real-world archive scenario.