In a sector where timely access to historical and program-related content is essential, the limitations of manual archiving and unstructured data storage can hinder even the most advanced media organizations. VRT, the public broadcaster for the Flemish Community of Belgium, faced such challenges with its vast and growing archive of program scripts, production reports, and technical documents.
The lack of metadata, inefficient file structures, and time-consuming search processes were no longer sustainable. Through a strategic digital transformation initiative, VRT turned to IRISNext to modernize its document management, introducing automation, intelligent indexing, and full-text search capabilities. The result: faster access, better organization, and a future-ready media archive built for efficiency and growth.
Challenges
VRT manages a vast collection of archival documents totaling over 10 terabytes. These archives, stored on a shared network, were challenging to access efficiently. The lack of metadata, inconsistent file naming, and varied formats meant that retrieving information was time-consuming and often required opening multiple files manually.
Employees faced multiple challenges when searching for documents. Files had to be opened and read manually to identify relevant content, and inconsistent document formats made it difficult to preview or display files correctly. The absence of metadata meant searching relied solely on folder and file names, and the lack of structured categorization slowed down archival research, particularly for historical records.
Previously, VRT relied solely on a basic file directory, which lacked search and metadata indexing capabilities. Without OCR or automated categorization, retrieving information was inefficient. While no system integrations were required, the new solution had to accommodate large volumes of data and be future-proof for scalability.
The solution
VRT partnered with IRIS IMS to implement an advanced document management system capable of handling diverse document formats while ensuring intuitive searchability. The project followed a structured implementation.
First, the analysis and planning phase aligned objectives and defined metadata extraction approaches. Then, metadata extraction and import processes were established, scanning, extracting, and categorizing documents for structured storage. Next, OCR and full-text search integration allowed all documents to become searchable by content. Testing and optimization refined search parameters and import processes to accommodate variations in file structure. Finally, a gradual rollout and user training ensured seamless adoption, with documents being imported progressively and employees receiving the necessary guidance to utilize the system effectively.
IRISNext served as the core platform, providing intelligent OCR and content services to process documents into searchable PDF formats. Automated metadata extraction was used to categorize and structure archives. Flexible search and retrieval tools enabled employees to find documents within seconds. Advanced file rendering ensured compatibility across diverse document formats, making it easy to manage and access documents from different time periods.
“IRISNext has revolutionized the way we manage and retrieve archival documents. The ability to search full-text content, combined with intelligent metadata extraction, has dramatically increased efficiency.”
Thomas Eyskens
VRT Archive
Results
The implementation of IRISNext transformed VRT’s archival accessibility. Search times were reduced from hours to seconds, significantly improving efficiency. Compression technology reduced document sizes by seven to twenty times, optimizing storage usage. Employees can now create and refine searches dynamically, improving workflow adaptability. The introduction of uniform metadata enabled standardized categorization, making future expansions seamless.
“Employees can now find relevant documents within seconds, saving valuable time. The system’s flexibility in configuring search queries and managing document access ensures a future-proof solution for our growing archive.”
Thomas Eyskens
VRT Archive
Conclusion
The implementation of IRISNext at VRT successfully addressed longstanding challenges in archive management. By introducing OCR, automated metadata extraction, and full-text search, VRT transitioned from an outdated, manual system to a highly efficient digital archive. Employees now have quick and seamless access to critical documents, improving overall workflow efficiency.
While the core archive transformation is complete, VRT aims to further optimize document organization. Additional unstructured collections will be assessed for potential import into IRISNext. Additionally, VRT is exploring the consolidation of multiple IRISNext solutions into a unified infrastructure to expand its benefits across all departments. The long-term goal is to ensure a fully searchable and accessible archive, paving the way for future digitization initiatives.
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