The drivers are not only technical migration projects, but also stricter European laws, growing requirements for compliance and data sovereignty, and the desire to see archive collections no longer as static storage but as a value-adding resource. kgs sees the following trends in document and data archiving for 2026:

1. From migration to strategy

The discussion about archiving is shifting away from purely technical migration towards a selective document and data strategy that combines technical, legal and business considerations. It makes it possible to keep operational systems lean, meet legal storage requirements and use storage resources in a targeted manner. Archiving is thus part of an overarching data governance strategy that consciously controls the life cycles of information — from collection and use to controlled deletion.

2. AI-supported archives become a source of knowledge

AI is now also making its way into the world of archiving. After a phase of experimental projects in recent years, 2026 will show where AI creates tangible added value in the archiving context. The focus is on applications that are based on a stable, verified document and data base, have automatic classification, tagging and semantic search functions, and intelligent summaries. It is crucial that the archive acts as a trustworthy data source. Governance, traceability and data integrity are essential to comply with the requirements of the European AI Act.

3. Cloud archiving for maximum flexibility

In the coming year, the focus will no longer be on the question “Cloud — yes or no? “, but on strategic cloud use. Many companies combine on-premises and cloud components to balance costs, flexibility, and compliance. Another important issue at this point is avoiding vendor lock-in, in particular against large hyperscalers.

4. From ECM to strategic archive

Monolithic platforms with functional overlaps with ERP or collaboration systems are increasingly considered cumbersome, expensive and oversized. Instead, modern companies rely on specialized, integrated archiving solutions that integrate seamlessly with systems such as SAP S/4HANA and Microsoft 365. The focus is on a “single point of truth” that provides information in an audit-proof, cross-system and cloud-ready manner — without duplicate data storage or redundant workflows. The future lies in open interfaces or API-first architectures.

5. Compliance requirements are becoming more important

While companies have so far followed national standards and audit procedures, the new regulatory density at EU level requires a rethink. The AI Act, the Data Act and the E-Invoicing Guidelines create a network of requirements that requires both technological and organizational adaptability. Archive systems are becoming active compliance components that not only preserve documents and data, but also guarantee adaptability and traceability.

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