Xtendis new generation: building trust in an AI-driven world

We no longer ask ourselves whether AI will play a role in managing enterprise information management (EIM), but how we ensure that AI works on the basis of reliable, controlled and compliant information. During our recent customer webinar on the new generation of Xtendis, Managing Director Wim Vis and Product Manager Harry van der Beek discussed this development in detail.

The current reality: more data, more risk, more responsibility

The amount of unstructured data is growing exponentially. At the same time, organizations are faced with regulations such as NIS2, DORA, the EU AI Act, and other compliance frameworks that demand demonstrable control over information, processes, and risks. What exactly do these developments mean in practice?

• Managers are responsible for risks they cannot oversee themselves
• Compliance must be described and demonstrable
• Information security must be structured and lifecycle-wide
• AI must never become a black box operating outside governance

Many organizations struggle with a fundamental problem: their archive 'knows' a lot, but does little. It does not identify risks, drive processes, or support proactive decision-making. This must (and can) change.

From archive to strategic information platform

Xtendis new generation transforms the archive from a passive repository to an active, strategic information platform. Instead of simply storing documents, Xtendis organizes information in such a way that:

• Context is readily available
• Structure and metadata create value
• Governance is an intrinsic feature
• Compliance is automatically demonstrable

Information is no longer simply stored, but enriched. Documents are transformed into knowledge. The platform acts as the collective memory of the organization – reliable, verifiable (including through accurate version control) and future-proof.

AI as the interface, Xtendis as the foundation

AI is changing the way users interact with information. Employees increasingly expect to be able to find information through natural language, just as they are used to in their private lives: “Give me all the invoices from the past year.” The new generation of Xtendis supports this way of working. A query in plain language is translated into an exact, structured search based on metadata, date fields, and document types. The crucial difference, however, is ‘under the hood’.

AI simplifies the user experience, but make no mistake: Xtendis is fully responsible for authorization and permission models, security zones, retention policies, anonymization of sensitive data, and risk detection. This creates a powerful combination of intuitive access to information without compromising governance and compliance. AI may be the interface, but Xtendis remains the driving force behind your information management and the resource you can rely on.

From reactive to proactive information management

One of the key innovations within the new generation of Xtendis is the shift from reactive to proactive. Traditionally, systems have to actively ‘ask’ if anything has changed. With the introduction of webhooks and expanded API capabilities, Xtendis itself can signal when relevant events occur. For example, when a contract is signed, a file is closed, risk text is automatically detected, a retention date is changed, or a document needs to be anonymized.

This makes the platform not just an information source, but an active link in an organization's broader IT landscape. This allows other systems to respond immediately to events in Xtendis – automatically, in a controlled and secure manner. The webinar demonstrated this in concrete terms, including how these developments are positioned within the roadmap.

Governance by design

In a world where AI can operate increasingly autonomously, control logically becomes more complex. Therefore, governance by design is one of the core principles of Xtendis new generation. In practice, this means:

• Security and compliance controls are integrated into the platform
• Transparency about who is allowed to see what and why
• Full lifecycle approach to information
• Continuous improvement based on recognized standards

Xtendis is built to process large volumes of information reliably while integrating with existing systems. This creates a scalable foundation that grows in line with both legislative developments and technological advancements.

Xtendis: ready for 2030

The next generation of employees – raised on AI, chat interfaces, and real-time information – will not be satisfied with complex search screens and static archives. Add to this the fact that the responsibility of organizations is constantly growing, and you see a double challenge looming before you: on one hand, technology must become increasingly intuitive, while on the other, there is a need for more control. Xtendis' new generation tackles both challenges simultaneously: the platform prepares organizations for a new way of working with information, in which people and systems collaborate, AI is supported but not dominant, and its governance is not a brake on innovation but rather a prerequisite for sustainable growth.

Want to go deeper into our vision for the future of Xtendis, the demo of AI Search, anonymizing and webhooks, and the roadmap towards the new generation of Xtendis? Be sure to contact the specialists of WoodWing Xtendis for a deepdive!