1. Overview of the main functionalities of the SHIFT platform, tools and content

The SHIFT platform provides an integrated environment for managing, processing and exploiting digital cultural assets, aimed at cultural heritage institutions (CHIs).

The main functionalities include:

• Operational dashboard, providing an overview of collections, indexed artefacts, integrated systems and monthly statistics.
• Artefact Index, a back-office module dedicated to metadata management, validation and operational control of cultural assets, maintaining a clear separation between administration and presentation.
• Workspace Manager, which allows artefacts to be organised into thematic or exhibition workspaces and the application of AI tools developed within SHIFT (e.g. Text-to-Speech for texts, Image-to-Video for images, OCR processing, object recognition, etc.).
• Advanced Search, a complex metadata-based query mechanism that allows filtering by keywords, exact phrases, numerical ranges, language, date or last update.
• Integration with external systems, facilitating connection with existing museums, libraries and CMSs.
• User and role administration, with granular permission control (system administrator, curator, cataloguer, exhibition designer, etc.).
• System Topology, for monitoring nodes and system architecture.

The platform is designed to support the processes of digitisation, cleaning, semantic enrichment and exhibition presentation of heritage.

2. Minimum technical requirements for CHIs

The minimum technical requirements for cultural heritage institutions wishing to use the SHIFT platform include:

• Access to a modern web browser (Chrome, Firefox, Edge, etc.), updated to the latest version.
• Stable internet connection for uploading and processing digital assets.
• Set of digital data (images, texts, multimedia files) in standard formats (e.g. PNG, JPEG, text files).
• Metadata associated with artefacts (title, description, language, date, unique identifiers).
• Human resources with defined roles (curator, cataloguer, administrator) for managing metadata and workflows.
• Ability to organise artefacts into logical structures (workspaces) and apply available AI tools.

No complex local hardware infrastructure is required, as the platform is accessed via a web client and processing is managed through the system’s distributed architecture (master + workstations), which can be monitored using the System Topology module.

With these minimal requirements, SHIFT ensures a low barrier to entry for CHIs, facilitating the adoption of AI technologies in the processes of conservation, management and valorisation of cultural heritage.

Interoperability aspects with the SHIFT platform

3. Access conditions (free access and/or licensing aspects, if applicable)

The SHIFT platform and website, https://shift-europe.eu/, are accessible to the general public for general information about the project, results, publications, and dissemination materials. Access to the information content is free and unrestricted, facilitating the information and involvement of the GLAM community and other interested parties.

With regard to the SHIFT operational platform, access for cultural heritage institutions (CHIs) is based on user accounts, with differentiated roles and permissions (administrator, curator, cataloguer, etc.), in accordance with data governance and security policies. The tools developed within the project are made available to partners and interested institutions in accordance with the licensing regime established by the consortium, with priority given to educational and research use.

Website technical support and contact points

The SHIFT website is designed as a public interface that works with the SHIFT technical platform (matchmaker.simavi.ro), making sure there’s a smooth connection between the communication and operational levels of the digital ecosystem.

Interoperability between the website and the platform is achieved through:

• Direct integration of results and tools – the website provides structured access to toolkits, deliverables, publications and resources developed within the platform, facilitating the transition from information to practical use.
• Functional links to the operational environment: interested users (CHIs, GLAM professionals, researchers) can be directed to the platform’s secure environments, where access is managed through authentication and defined roles.
• Identity and semantic consistency: the use of a common brand kit and uniform terminology ensures continuity between the public content presented on the website and the technical functionalities of the platform.
• Synchronised information updates: technical developments, new functionalities or system updates are reflected in real time or periodically on the website, maintaining alignment between the technological and communication dimensions.
• User-oriented structure: the website explains the platform’s functionalities (dashboard, artefact index, workspace manager, AI tools, etc.), facilitating its understanding and adoption by interested institutions.

Thus, the SHIFT website functions not only as a dissemination channel, but as an integrated component of the SHIFT ecosystem, ensuring informational and functional interoperability between the public communication space and the platform’s technological infrastructure.

Anticipated Costs and Sustainability Model

Potential or anticipated costs for future use or deployment

During the project implementation phase, use of the platform is supported by HORIZON funding. After project completion, potential costs for use or expansion of the platform may include:

• Technical maintenance costs (hosting, software updates, cybersecurity).
• Costs associated with processing large volumes of data (especially for the use of AI tools).
• Staff costs for account administration, metadata management and technical support.
• Possible costs for customisation or integration with existing institutional systems may apply.

A flexible post-project usage model is envisaged, which may include free access for basic functionality and options for advanced services or dedicated technical support based on institutional agreement.

Sustainability considerations and exploitation perspectives

The sustainability of SHIFT is based on several dimensions: technological, institutional and community.

From a technological point of view, the platform’s modular architecture allows for progressive updates and the integration of new AI tools. From an institutional perspective, the involvement of national libraries, museums and archives ensures that the results are anchored in stable professional networks. At the community level, the international interest demonstrated by website traffic indicates high potential for adoption and scaling.

Exploitation of the results may include:

• Integrating the platform into national digital strategies.
• Using the toolkit in training programmes.
• Replication of the model in other European cultural ecosystems.
• Developing public-private partnerships for technological expansion.

Post-project availability options

After the project ends, the SHIFT website will remain active as a public archive of results, tools and publications. The technical platform can be maintained through:

• Institutional agreements between consortium partners.
• Integration into the existing digital infrastructures of the main partners.
• Identification of additional sources of funding (new European projects, national grants, innovation schemes).
• Possible institutional licensing model for large-scale implementations.

Through these mechanisms, SHIFT aims to go beyond its status as a one-off funded project and become a sustainable digital infrastructure for cultural heritage institutions interested in integrating advanced technologies into their work processes.