TREN

Media · Scope and volume to be determined during discovery

System for Matching News Archive Records with Source Documents

We design an AI system that reviews news records, raw footage and source metadata with source and timestamp information. The system prepares source links and a list of missing records, but does not carry out technical, safety or access decisions. If source ownership or the date is unclear, the system does not finalise the result; the news archive manager reviews the evidence.

Representative news archive operations panel with a work queue, checks and an audit trail: news source matching queue — **News source matching queue** Representative interface — contains no real data. Source and content names are coded. The panel does not decide ownership or publish records.

The problem

In day-to-day operations, news records, raw footage and source metadata arrive through different systems and incident records, preventing the team from viewing the case on a single timeline.

As a result, source traceability may be lost while the links and missing-record list are prepared, the case may be referred to the wrong team, and the basis for a technical decision may be unclear.

An incomplete workflow may overlook unclear source ownership or dates; poorly designed automation creates a risk of linking content to the wrong source.

What we set out to improve

Time taken for the draft source links and missing-record list to be ready for specialist review
Correct referral of records with unclear source ownership or dates to the appropriate specialist queue
Recording of suggestions corrected or rejected by the news archive manager

How the system works

01 Retrieve news record, raw footage and source metadata from authorised sources
02 Verify the source, timestamp and record identifier
03 Add the relevant asset, user, location, vehicle or content context
04 Prepare the draft source links and missing-record list
05 Compare the draft with technical rules and authority limits
06 Check for exceptions: unclear source ownership or dates
07 Have the news archive manager approve, correct or reject the draft
08 Write the input, suggestion, changes and final decision to the audit log

Methods we used

Data extraction with source and timestamp traceability from news records, raw footage and source metadata
Structured output that restricts source links and the missing-record list to fields defined by technical rules
An exception gate that separates unclear source ownership or dates from system processing
An authorised queue that shows the news archive manager the evidence alongside the suggestion
Duplicate-processing controls and a reversal record to mitigate the risk of linking content to the wrong source

Where people stay involved

The news archive manager makes the final decision. If source ownership or the date is unclear, the workflow stops and the evidence is referred to the specialist queue. The system does not independently decide to block access, change permissions, perform a technical intervention or take physical action.

Data and security

Only fields required for the task are processed from news records, raw footage and source metadata. Source-system permissions are preserved, and unnecessary personal, technical and security-sensitive data is minimised before being provided to the model. Every retrieval, suggestion, human change and target-system action is written to the audit log.

Who this suits

A good fit

Teams that conduct recurring reviews in the media sector
Companies with defined responsibilities for sources and approvals
Organisations that want exceptions to remain under human oversight

Not a good fit

Organisations whose source data is not current
Operations without a designated decision-maker and reversal process
Operations where the existing method is sufficient for the low volume

Frequently asked questions

What data is used?

News records, raw footage and source metadata are used. The exact connections, fields and retention limits are determined during the access review.

How are exceptions handled?

If source ownership or the date is unclear, the workflow stops. The record and source evidence are referred to the news archive manager's queue.

Does the system act on its own?

No. Because of the risk of linking content to the wrong source, a person makes the final technical, safety or access decision; the suggestion and decision are recorded separately.

Project led by:DijitalPi

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