AI, Product, Thought Leadership

AI beyond the hype – Staircases to (AI) Heaven and Hell

We’ve looked at a number of areas where Artificial Intelligence will drive real and meaningful change in this AI-Illuminate series. We’ve looked at how Hollywood has convinced us of eternal doom, we’ve considered how machines will rid us of meaningless tasks, and we’ve discussed ways that Machine Learning might not build Society 2.0 as equitably as we’d like.

But as with all situations, there are two sides to the coin.

The Staircase to (AI) Hell

Let’s start with the depressing take on the journey ahead.  Introducing the Staircase to (AI) Hell.

Beginning with ‘simple automations’ doesn’t feel that scary. Human beings are inherently lazy, we don’t generally like repetitive things, and if there’s a faster way to do something we’ll usually opt for it. Enter the robots! It’s easy to envisage a world where anything even remotely repetitive is simply done by a machine.

Even as we move to the next ‘step’ of the staircase, and we start to see some ‘low priority’ jobs being replaced, most people have little-to-no concern yet. Perhaps because most people discussing the AI debate right now consider their own jobs to be higher priority.

As we approach the step where Deep Learning can do a lot of things better than humans, we end the ‘light blue’ section of this staircase and start entering darker territories.

The first real grey area is the point in time where Deep Learning transfers billions of tasks from humans, replacing hundreds of millions of jobs. We’re no longer ‘just’ talking about the jobs most people think are not theirs – we enter a period of wholesale change with white-collar and blue-collar jobs equally threatened. What do the newly-unemployed do? How do they survive?

As we enter the ‘dark blue’ steps of the staircase we see General Artificial Intelligence (AGI) surpassing most abilities of most humans, which then leads to the point of ‘Singularity’ where machines become too powerful for their human creators to control.

At this point it really is humans vs. robots and, by all accounts, we don’t look set to win.

It is somewhat depressing.

Who can save us?

The Staircase to (AI) Heaven

I believe we can, as is common with many of the debates around AI, look to the past for our saviour. Isaac Newton to be precise. In Newton’s Third Law, he stated that for every action in nature there is an equal and opposite reaction. So perhaps we can turn the Staircase to (AI) Hell into a Staircase of (AI) Heaven? What could that look like?

Well, in Newton-friendly terms, it’s equal and opposite. When we flip the pyramid upside down, we start with the same simple automations that help us humans not have to do the boring things we don’t want to do. This, in itself, can only be a good thing. More efficiency can definitely help us focus on other things. It could likely also be part of the solution to some of our big global problems like waste and the distribution of equitability.

As we progress through the next two steps, there’s a positive to each too.

Complex AI replacing ‘low priority’ jobs is fine if what we mean by ‘low priority’ jobs are jobs humans are not very good at, where it’s dangerous to their health, or where we expend resources doing things unnecessarily. As long as we start to migrate those same displaced people into new, better, roles and / or find ways to replace their income.

Likewise, where AI can do things better than humans, let’s use AI. Of course it makes sense. If a machine is 10x more accurate at doing something, let the machine do it. Where a human+machine combination excels, like in the visual detection of some cancers, then let’s make it happen. Again, we just must not forget to plan for the displaced. Is it time to look at Universal Basic Income (UBI) models again, for example?

Where that displacement of jobs becomes wider and deeper, we do need to be ready. If AI is set to change a billion jobs within the decade, as some academics predict, our policymakers, lawmakers, and politicians need to be working on Plan B now. If we are to leverage the opportunity of the technologies we have created, we need to be ready.

We’ve been here before. The agricultural revolutions of the 19th Century – forever changing what farm labour looked like through the introduction of machinery – are the very reason we’re all able to sit here and read this article when we’d otherwise be out bringing in the harvest so our families could eat. I love the countryside but I’m very grateful for the historic jobs displacement that means I don’t need to grow my own wheat every year.

Daring to dream of AI’s future

The next few steps on the Staircase to AI Heaven are not filled in yet. We don’t know what the future will hold – but we can dare to dream…

Eradicating waste. Making human error a thing of the past, being able to predict things perfectly. Transforming health outcomes. Increasing quality of life for everyone. Curing cancer. Moving beyond fiat money. Driving equitability. Understanding where we come from. Closing the income gap. Working globally as one. People living longer. The end of discrimination. Solving the climate crisis.

It might not all be possible – and certainly not within our lifetimes – but it’s a wonderful AI Heaven to believe in.

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AI, Product, Thought Leadership

AI beyond the hype- our Ethical Charter

In part 3 of this series we explored the Three Pitfalls of AI – privacy, replication, and bias. Each pose significant threats to how we live and work today, barriers to mass adoption of machine intelligence, and complex questions about safety and regulation.

That said, the opportunities AI promises are equally significant. We are likely at the start of a fourth industrial revolution and – even if we don’t know exactly how yet – artificial intelligence is going to change a lot (if not everything).

Operating in a new world without new regulation, the onus on companies like Papirfly – building the technology of tomorrow – to self-regulate becomes critical. Good corporate citizenship, acting responsibly, and pursuing opportunities ethically all require guidance and leadership.

To help our people make promises to our customers and our users about how we’ll build our software, we have created our Ethical Charter.

Comprising eight action statements within four ethical themes, it governs how we – as a company – will build technology, and it sets out a pledge for how we will put users at the heart of doing so.

Today we publish it openly.

Papirfly’s Ethical Charter

Be a good corporate citizen when it comes to the rightful privacy of our users

1. We must always obey local, regional (including GDPR), and international privacy laws. Beyond the question of legality, we must always treat users ethically too. This includes creating AI applications that do not invade their privacy, do not seek to exploit their data, do not collect any data without express (and understood) consent, and do not track users outside of our own walled garden. We do not need data from the rest of their activities, so we should not seek to obtain and use it.

2. We do not, as a hard rule, use data to create profiles of our users to facilitate negatively scoring, predicting, or classifying their behaviours. We must never use their personal attributes or sensitive data for any purpose. Neither of these tactics are required for us to make better software for them (which is what we are here to do) and so it is inappropriate. We must always understand where our ethical red line is and ensure everything we do is on the correct side of that.

Ensure we act in an unbiased manner – always – as we’d expect to be treated too

3. We acknowledge that there can be unacceptable bias in all decision making – whether human or machine based. When we create AI applications we must always try to eliminate personal opinion, judgement, or beliefs; whether conscious or otherwise. Algorithmic bias is partially mitigatable by using accurate and recent data so we must always do so. Remember, a biased AI will produce similar quality results as a biased human – “garbage in, garbage out” applies here, always.

4. We must use AI to augment good and proper human decision making. We do not want, or need, to build technology to make automated decisions. As in other areas of our business, like recruitment, we have not yet proven the strength of affirmative action (sometimes called positive discrimination) and, so, mathematical de-biasing is not considered an option for us. As such, all decision-making inside any application must include humans. Their skillsets, experience, and emotional intelligence can – and should – then be added to by AI.

5. We work to the principle of “you get out what you put in” and understand that in order to build technology for the future we can neither only look to the past (using out of date data, for example) nor build AI on top of existing human biases. Gender, ethnicity, age, political and sexual orientation bias (this list is not exhaustive) are all discriminatory and we must proactively exclude this human trait of today and yesterday in our search for technology solutions of tomorrow.

Build in the highest level of explainability possible, because output is important

6. We are not interested in only building black box solutions. If we can’t create defendable IP without doing so then we’re not doing our jobs properly. We want to, wherever possible – and always when possible – be able to explain, replicate, and reproduce the output of a machine we have built. We owe this to our users and it’s also how we’ll get better at what we do. The better we understand what we are building the quicker we can evolve it.

7. We actively subscribe to the “right to explanation” principle championed by Apple, Microsoft, and others. We must build applications that give users control over their personal data, determine how decisions have been made, and be able to easily understand the role their data has in our product development. We can do this without affecting our ability to defend our IP and, therefore, should do so as a default. Whilst full replication is not always possible (within deep neural networks, for example) our mission – and policy – is to do as much as we feasibly can.

Overall, our task is simple – we must build technology that is designed to do good

8. Technology is a wonderful and powerful thing. As a software company, we must believe that. But behind any, and every, application for good there are usually opportunities for evil too. As we depend more and more on AI it will take on a bigger role inside our organisation. As we craft and hone it, it is our responsibility to put ethics at the forefront and build responsibly. For now, we are our own regulators. Let’s be the best regulators we can be.

Moving forward with ethics at the heart of AI innovation

At Papirfly we have defined an Ethical Charter that governs what technology we build, how we build it, and the ethical parameters within which we build it. In Part 5 of this series we’ll provide a comprehensive analysis of various scenarios related to AI, highlighting both the benefits (“heavens”) and potential drawbacks (“hells”). This balanced perspective will present a clear view of AI’s capabilities and limitations.

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AI, Product, Thought Leadership

AI beyond the hype – The 3 pitfalls of AI

You don’t have to look far to feel the air of AI-scaremongering. Robots coming for our jobs, AGI (General Artificial Intelligence) surpassing human ability, reaching the point of ‘Singularity’ – the hypothesis that AI will become smarter than people and then be uncontrollable, and the end of humankind as we know it. Movies like The Terminator, Minority Report, and Ex Machina have Hollywoodified Earth’s surrender to technology for years now.

When you ask corporate leaders about the risks AI present to their organisations, you tend to get similar answers based on similar themes:

  • What about copyright and intellectual property?
  • What about job displacement and human capital?
  • Are we at the start of a machine-led world?
  • Are we at risk of machine intelligence replacing human intelligence?
  • How do we compete against infallible machine intelligence?
  • How do we move fast enough to mitigate the risk of being out-run?
  • Who wins in the end – us, our competitors, new entrants, or AI generally?
  • Who can be trusted to regulate this new world?

Each of these questions can be unravelled to create opportunity alongside risk, but many leaders currently find it hard to differentiate. There is so much noise. There is still a talent gap – it’s estimated we need 10x the computer science graduates we have today in order to meet the hiring plans already announced by major software companies. The rapidity of change is increasing faster than existing operational models, such as fiscal years or quarterly reporting, were designed for.

This means, in all likelihood, that we must look elsewhere for a rational and unencumbered view. Let’s look at what academics have reached agreement on.

Academics don’t routinely agree with each other but for the past decade thought leaders from the biggest and best technology education institutions (including Massachusetts Institute of Technology [MIT], University of Oxford, Stanford University, Indian Institute of Technology, National University of Singapore, etc) have settled on the Three Pitfalls of AI as being Privacy, Replication, and Bias.

Privacy

Defined as the ability of an individual or group to seclude either themselves (or information about themselves), and thereby be selective in what they express, privacy is a phrase we’re all familiar with. The domain of privacy partially overlaps with security, which can include the concepts of appropriate use and protection of information.

But the abuse of privacy can be more abstract. Consider the (existing) patents that connect social media profiles with dynamic pricing in retail stores. The positioned use case is usually a discount presented to a shopper because the retailer’s technology knows – from learned social media data – that they are likely to buy if presented with a coupon or offer. This feels win-win for both parties and therefore the data shared feels like a transactional exchange rather than a privacy intrusion.

However, where that same technology can be used to inflate the price of a prescription for antidepressants – because the data tells the retailer’s system that the shopper is likely struggling with their mental health – it quickly becomes apparent that the human cost of privacy abuse could be very high indeed.

Privacy is considered one of the three pitfalls of AI because data (and so often personal data) is so intrinsically linked to machine intelligence’s success. The conversation around who owns that data, how that data should / should not be used, how to educate people about the importance of data, and how to give users more control over the data has been happening in pockets (but far from all) of society for a long time. As AI advances, it’s widely acknowledged that this area has to evolve in tandem.

Replication

The inability to replicate a decision made by Al – often referred to as a ‘black box’ – occurs when programmers and creators or owners of technologies do not understand why their machine makes one decision and not another.

Replication is essential to proving the efficacy of an experiment. We must know that the results a machine produces can be used consistently in the real world, and that they didn’t happen randomly. Using the same data, the same logic, and the same structure, machine learning can produce varying results and / or struggle to repeat a previous result. Both of these are problematic – and can be particularly troublesome when it comes to algorithms trained to learn from experience (reinforcement learning) where errors become multiplied.

The ‘black box’ approach is often excused by claiming IP protection or ‘beta’ status of products. But the prolonged inability to interrogate, inspect, understand, and challenge results from machines leads to an inability for humans to trust machines. Whether that’s confusion about how a lender has credit-scored your mortgage application, or something even more serious like not being able to prove that a prospective employer has used machine learning to discriminate against a candidate.

Replication is considered one of the three pitfalls of AI because we need to know we can trust AI. For us to trust it we need to be able to understand it. To be able to understand it we need to be able to replicate it.

Bias

“A tendency, inclination, or prejudice toward – or against – something or someone” is how bias is usually defined. Today, Google has more than 328m results when you search for “AI bias”. Unfortunately AI and bias seem to go hand-in-hand with a new story about machine intelligence getting it (very) wrong appearing daily.

As the use of artificial intelligence becomes more prevalent, its impact on personal data sensitive areas – including recruitment, the justice system, healthcare settings, and financial services inclusion – the focus on fairness, equality, and discrimination has rightly become more pronounced.

The challenge at the heart of machine bias is, unsurprisingly, human bias. As humans build the algorithms, define training data, and teach machines what good looks like, the inherent biases (conscious or otherwise) of the machines’ creators become baked-in.

Investigative news outlet ProPublica has shown how a system used to predict reoffending rates in Florida incorrectly labelled African American defendants as ‘high-risk’ at nearly twice the rate it mislabeled white defendants. The system didn’t invent this bias – it extrapolated and built upon assumptions programmed by its creators.

Technologists and product leaders like to use the acronym GIGO – ‘Garbage In, Garbage Out’ – and it absolutely applies here. When we train machines to think, all of the assumptions we include at the beginning become exponentially problematic as that technology scales.

Replication is considered one of the three pitfalls of AI because technology is often spoken of as being a great ‘leveller’, creating opportunities, and democratising access. But so long as AI bias is as bad as, or worse than, human bias, we will in fact be going backwards – with large sections of society disadvantaged.

Responding to AI’s challenges

Each of these Three Pitfalls of AI are serious and they have attracted a lot of attention – including from the leaders of the very companies at the forefront of AI’s development and evolution. When more than 1,100 CEOs wrote the now-infamous open letter calling for a halt to AI development they were essentially asking for time for humans to catch up and think about the possible consequences of our actions.

There are further questions about regulation – with lawmakers struggling to keep up with the rate of change. Trust of politicians remains stubbornly low globally and the public is also hesitant to trust a small group of technology company billionaires with what realistically could be existential threats to parts of how we live today. But self-regulation is where we are at currently and that means it comes down to individual technology creators to build responsibly and ethically.

At Papirfly we have defined an Ethical Charter that governs what technology we build, how we build it, and the ethical parameters within which we build it. In Part 4 of this series we’ll share our Ethical Charter and demonstrate how it works in our company.

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AI, Product, Thought Leadership

AI beyond the hype – “AI was invented in December 2022…right?”

Cast your mind back to the end of last year and think about your Instagram, Facebook, and Twitter (as it still was) feeds. If they were anything like mine they were likely full of friends’ AI-generated photos. Or, at least, the ones that made them look smarter, prettier, taller, thinner, etc. Generative AI had exploded into the mainstream.

You could be forgiven for thinking it was invented around then too – and are possibly surprised to know that Artificial Intelligence is as old as the aunties and grandmothers who asked you about it around the dining table at Christmas 2022.

Putting AI to the test

AI is around 70 years old. Its roots can be traced back to Alan Turing (of ‘The Imitation Game’ fame), the British WWII codebreaker. Turing was a leading mathematician, developmental biologist, and a pioneer in the field of computer science. His earliest work created the foundations for AI as we know it. His eponymous test, The Turing Test (created in 1950), tests a machine’s ability to exhibit intelligent behaviour equivalent to, or indistinguishable from, that of a human.

Turing proposed that a human evaluator would judge natural language conversations between a human and a machine designed to generate human-like responses. The evaluator would be aware that one of the two partners in conversation was a machine, and all participants would be separated from one another.

The conversation would be limited to a text-only channel, such as a computer keyboard and screen, so the result would not depend on the machine’s ability to render words as speech. If the evaluator could not reliably tell the machine from the human, the machine would be said to have passed the test. The test results would not depend on the machine’s ability to give correct answers to questions, only on how closely its answers resembled those a human would give.

A thought experiment

The Golden Age of AI followed, spanning roughly 1956-1976. During this period, scientists and researchers were optimistic about the potential of AI to create intelligent machines that could solve complex problems by matching human intelligence – or even surpassing it.

Whilst the era fizzled out it delivered many a ‘first’ that still holds value today. ChatGPT’s ‘great-great-grandmother’ could be considered to be ELIZA – one of the first chatbots (then called ‘chatter bots’) and an early passer of The Turing Test, which was created from 1964 to 1966 at MIT by Joseph Weizenbaum.

Moving into the next decade, John Searle (a prominent American philosopher) set the tone with his Chinese Room Experiment theory. Searle proposed the Chinese Room Experiment as an argument against the possibility of Al, aiming to illustrate that machines cannot have understanding. 

Searle uses the following scenario to demonstrate his argument:

“Imagine a room in which a man, who understands no Chinese, receives, through a slot in the door, questions written in Chinese. When he receives a question, the man carefully follows detailed instructions written in English to generate a response to the question, which he passes back out through the slot. Now suppose the questions and responses are part of a Chinese Turing Test, and the test is passed”.

Chess and penguins

The years that followed this ’downer’ of a start to the 1980s were low in ambition and confined to what we now look back as ‘Behavioural AI’. Knowledge based systems, sometimes called ‘expert systems’, were trained to reproduce the knowledge and / or performance of an expert in a specific field. They mostly used the “if this then that” logic flow and they didn’t always get it right – with the identification of penguins (birds but flightless birds) being an oft-cited example of basic errors of the time.

This era produced a few big wins – especially in the efficiency space, like Digital Equipment Corporation’s ‘RI’ application which saved it $40m per year by optimising the efficiency of computer system configurations. But it was prior to the advances of computerised automation which really made corporate adoption commonplace. It’s also acknowledged to be the period of time that birthed the first bias in AI.

A lot happened in the world of AI in the 1990s – seeing major advances in defence, space, financial services, and robotics. So it’s perhaps surprising that most AI historians and computer scientists point to the same turning point for machine intelligence. In 1996 ‘Deep Blue’, a chess-playing computer from IBM, beat then-champion Garry Kasparov. Prior to this, chess had been singled out as a ‘frontier’ for machine vs. human intelligence, with many people believing the human brain to be the only one capable of mastering a game with between 10¹¹¹ and 10¹²³ moves. (A ‘googol’, being the inspiration behind Google’s name, is 10 to the 100th power, which is 1 followed by 100 zeros). Machine intelligence had arrived.

A new era emerges

As the use of computers in domestic settings proliferated, there was an exponential surge in Internet usage in the mid-1990s, with the last few years of the decade renowned today for the dotcom bubble (1995–2000) and its ultimate implosion. Throughout this time AI took a backseat in social contexts, despite already starting to power many consumer applications and early-version software, websites, and applications. Commercially the focus was on automation and efficiency. Neither of which were particularly “sexy” or fun.

Enter…the self-driving car. A longheld obsession and science fiction staple, the period between March 2004 and October 2005 was to become the start of a whole new age. The DARPA Grand Challenge was a competition for autonomous vehicles funded by the Defense Advanced Research Projects Agency, the research lead within the United States Department of Defense. The race saw 21 teams, each with their own self-driven vehicle, prepare to compete in a race spread out over 150 miles / 240km.

A grand total of zero entrants finished the race in 2004. But in the 2005 race, five vehicles successfully completed the course. Of the 23 entrants, all but one surpassed the 7.32 miles / 11.78 km distance completed by the best vehicle in the 2004 race. The winner on the day was Stanley (named by its entrants, the Stanford Racing Team) but the overall winner was AI itself, with optimism levels rallying and the machine intelligence conversation building in reach and volume.

Humanoid robots and sci-fi dreams

In the late 2000s, AI entered its ‘modern era’. A number of humanoid robots brought AI closer to science fiction, driverless car projects became abundant, AI was being built into consumer and commercial applications, and the Internet of Things (IoT) emerged – with the ratio of things-to-people growing from 0.08 in 2003 to 1.84 in 2010 alone.

The 2010s were really where we saw mass proliferation of AI in society. When we think about the mainstream tech we take for granted today much of it was born (or matured) in this decade. Virtual assistants like Siri. Machine learning tools. Chatbots capable of human-quality conversation. Mobile phone use cases. Photography aids. In-car innovations like satnav and cruise control. Smart watches. Smart appliances. Real-time share trading platforms that everyone can use, not just financial giants. Even the humble product recommendation engine. They all use AI.

We arrived in to the 2020s with 70 years’ build-up in artificial intelligence, machine learning, and deep learning. The past few years have seen significant advances and the next few will undoubtedly too.

Embracing AI’s evolution

When you next ask ChatGPT to write that report for you, when you use Papirfly’s Generative AI to create hundreds of illustrations in an instant, or you think about the potential pitfalls of AI (we’ll address these in an upcoming article) do remember that we’re not dealing with a brand new toy here.

Instead, we are working with technology that started its journey in the 1950s. A journey that has seen an amount of change its early creators could never have predicted in their wildest dreams, and one that is likely to transform almost every aspect of human life in the next decade.

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Compliance

GDPR and DAM: a smarter way to manage consent

When it comes to managing digital assets, compliance with data privacy regulations like GDPR is no longer optional – it’s a business necessity.

Marketing teams today work with thousands of brand visuals, campaign photos, and video clips. Many of these contain identifiable individuals, meaning they fall under the scope of personal data. Without a clear way to track consent, companies face serious risk: reputational damage, regulatory fines, and a breakdown in brand trust.

That’s why it’s so important to have a GDPR manager tool built into your Digital Asset Management system.

What is GDPR and how does it impact managing digital assets?

The General Data Protection Regulation (GDPR) is a European Union law that sets out guidelines for the handling of personal data. It mandates that any organization processing personal data must do so transparently, lawfully, and securely – and it applies whether the company is located in the EU or not.

In practical terms for marketers and brand managers, that means:

  • You must have consent for using images where individuals are identifiable.
  • Consent must be clear, documented, and retractable at any time.
  • All data subjects have rights – including the right to withdraw consent.

Managing these obligations manually is time-consuming and error-prone, especially if you’re working across global teams and multiple campaigns. A GDPR manager tool reduces the effort and eliminates the risk by streamlining consent collection, tracking, and removal.

How Papirfly simplifies GDPR compliance in DAM

Papirfly’s Digital Asset Management solution includes a built-in GDPR manager tool, designed for organizations that use imagery featuring real people. The GDPR manager tool enables users to create “photo sessions”, meaning they can track and store information about every individual captured in an image.

Key features include:

  • Consent status at a glance: Instantly view who has given, denied, or withdrawn consent.
  • Automated withdrawal: If a data subject withdraws consent, the system ensures related assets are flagged and removed from use.
  • Centralized compliance: All consent records are stored securely, with audit trails for regulatory checks.
  • User training: The tool can provide employees with guidance on how to manage consent and respond to requests from subjects about their personal data.

Why GDPR automation matters in content creation

When creating marketing materials at scale, it’s easy for outdated or non-compliant images to slip through. Papirfly’s Templated Content Creation tool eliminates this risk by connecting directly to the GDPR manager in your Digital Asset Management system. The result is that every image available in a template has already been cleared for use. No guesswork. No legal risk.

This means:

  • Local teams can create content confidently, without worrying about consent status
  • Central teams maintain full visibility and control over image usage
  • Your brand stays protected – everywhere it appears

Data privacy isn’t just a legal obligation – it’s a matter of brand equity. Customers, employees, and stakeholders expect their data to be handled with care. Missteps in this area can lead to loss of trust that’s hard to regain.

By embedding consent management into your DAM:

  • Marketing teams avoid using non-compliant images
  • Compliance officers gain peace of mind with transparent audit logs
  • Employees are trained on what compliant asset usage looks like

With Papirfly’s DAM software, GDPR management becomes part of your everyday asset workflow, not an afterthought. Whether you’re scaling campaign content across regions or launching an employer brand refresh, the GDPR manager tool supports responsible storytelling where consent is always clear and compliant.

FAQs

What is GDPR and how does it affect digital asset management?

GDPR is a European Union data privacy regulation that requires organizations to handle personal data lawfully, transparently, and securely. In digital asset management, this means you must track, document, and honor consent for every relevant asset, including all images featuring identifiable individuals.

Why is managing consent manually risky for marketing teams?

Manual consent tracking is time-consuming and prone to error, especially when performed across global teams and large content libraries. Without clear documentation, organizations risk non-compliance, regulatory fines, and reputational damage. Automation via Papirfly’s GDPR manager tool significantly reduces this risk.

How does Papirfly’s DAM software help with GDPR compliance?

Papirfly’s Digital Asset Management solution includes a built-in GDPR manager tool. It enables users to track consent for individuals in images, automate consent withdrawal processes, store secure audit trails, and ensure only compliant assets are available for use.

Why is embedding GDPR compliance into DAM important for brand trust?

Integrating consent governance into digital asset management workflows protects your brand from legal and reputational harm. It ensures that every asset is used ethically and legally, building trust with audiences, safeguarding brand equity, and empowering teams to work responsibly at scale.

Product, Thought Leadership

A template is not just a template – ensuring your brand can evolve over time

A template is not just a template

A “template” can cover a lot of area and be as simple or as complex as you need it to be. It can be a simple “change the name and address” ad all the way to using advanced layout engines to make multi-page documents of various sizes and pull information and images from integrated databases.

We’ve been at the forefront of evolving design templates for content creation for some of the world’s biggest brands to empower teams and scale content. Find out below the key ways in which templates keep brands agile and on-brand.

Pay now or pay later

Everything is a compromise and has trade-offs. Simple templates can be made in minutes, but more complex, bespoke templates can require over one hundred hours for a developer to create in order to implement all the logic. So when does spending 100x more time on a bespoke template make sense?

A simple template can produce simple outputs — there can be variation in content, but little more. A complex, bespoke template can handle many variations in centrally controlled messaging, languages, colours themes, brands, layout logic and sizes. Using the formula of (conservatively) five of each possible variation, a complex, bespoke template can output 5^5 variants (i.e. 3125 variants)! Even just a handful of colour variations combined with sizes can output 20-30 variations, making the numbers of hours to implement quite valuable.

By investing in and utilising complex, bespoke templates, you have the ability to update the templates as your brand evolves over time, ensuring that all of your present and future templates are consistently up to date. This feature provides an added level of simplicity and a return on investment, making it easier to maintain brand consistency and coherence across all of your materials, while giving you time back on creating simple templates for every possible variation.

Production time is also time spent

It’s the total cost that counts, and while you may be saving on template creation, that helps little if those savings result in more time required by end users (who are potentially not designers) to actually create collateral. Many simple templates can do the same job as a more flexible bespoke one, but what are the trade-off?

Imagine you create a few social media (SoMe) posts for Facebook and LinkedIn. Using simple templates for either, you can quite easily copy and paste the text, choose the same image, and crop the image to fit the size requirements defined by Facebook and LinkedIn. The post will be done in less than ten minutes, but will require the knowledge of how Facebook and LinkedIn limit posts (in terms of size, length of text, etc.). If you compare that process to a flexible, bespoke template where you can select new size (already set-up with the size requirements of the SoMe platform), verify that the text still fits, and “save as new”. This process was done in less than a minute.

While each individual task does not save that much time, everything counts in large amounts. With an organisation that produces hundreds of SoMe posts per week across all locations, the savings become significant. Not only are you getting a significant return on investment, you’ll have happier, more efficient employees who will have spent less time on cumbersome processes and more time on more important work.

Papirfly goes above and beyond by offering an additional time-saving feature: continuously and proactively monitoring sizes of various social media channels. With this approach, you can rest assured that all of your social media templates are consistently up to date, ensuring that your brand is always represented accurately and consistently across all channels.

Create templates without InDesign

Everyone starts their exploration of templating systems somewhere, and it’s natural to assume that creating templates from InDesign or similar design tools is the best way to go. In some cases that would be correct – e.g. if your need is to produce a vast quantity of very different templates that need only a few edit options, and you have designers that know your brand well.

Another appropriate use case for a design tool like InDesign may be that you need to provide end users with many SoMe and/or print templates, where the content — text and imagery — varies. In this case, using one bespoke template to create all needed variants could be the quickest way to reach the goal. Creating content variants with Papirfly’s Create & Activate product (and the amazing products we can wrap around it) is literally as easy as editing a document, where an administrator (non-designer) can easily create a content variant in minutes. The best part is that the end user gets the same quality, bespoke user experience (UX) in each and every one of these templates.

If you require more control over how these templates are used (e.g. locking the background image or heading), we provide solutions for this as well. Template creators can have additional granular controls that let them lock elements down, to the extent that even which parts of the element are editable. An image element can, for instance, be set to fill its frame and the end user can only select images from a specific set of predefined backgrounds. When the template creator has approved the final version of the template, the template is immediately available for the end user.

So what about InDesign?

An InDesign document is a static design, but allowing for different amounts of text and various images requires careful thought and design, as design for dynamic content is important, but easily overlooked.

InDesign to template offers a very quick way to distribute templates throughout an organisation, but the use cases are narrow. The lack of flexibility in designing for content makes it mostly appropriate for stamping logos or addresses on locked designs.

Bespoke templates can be so much more than InDesign-based templates. It may seem like a template is a template, but the value of flexibility and easy-to-use bespoke templates offers should not be underestimated.

  • Enormous amounts of combinations of sizes, layouts, colours and brands.
  • Keep content intact when changing the above allows for quickly and efficiently pushing out variants for wider use
  • Keep content aligned when your brand is updated, as bespoke templates be changed in terms of logo, font, colours, etc. (e.g. when opening a document saved with an older version, the document is updated to the latest version of brand)

Additionally, bespoke templates can have bespoke integrations with external data sources and use them intelligently. Whereas Chili templates can only simply replace text and images, bespoke product elements can react to the content, which allows for a larger range of settings and change in size and proportions while staying effortlessly on brand.

An InDesign file can become a template in minutes, but it is restricted and not a truly usable template. To implement a template that requires a text size change that moves elements and shifts the content around of the template around, the customer either needs trained staff (~2% of our customers) or consultant to do the implementation — exactly the same as with a bespoke template. With bespoke development, all templates are packed into a single application that shares fonts, text styles, colours, etc. This means that the second template will be drastically faster to implement than then first.

Templates that empower

Design templates are more than just InDesign files; they are powerful assets that drive creative excellence, operational efficiency, and brand consistency. They provide a roadmap for crafting visually stunning marketing materials, from landing pages to social media graphics, and empower companies to deliver compelling visuals that captivate audiences. Design templates save time and effort, enabling rapid content creation and iteration, and facilitating seamless collaboration among teams. They also serve as a critical component of brand management, ensuring consistency in visual identity and messaging across various marketing channels. As companies strive to stay ahead in a competitive landscape, design templates are indispensable tools that foster creativity, streamline workflows, and elevate marketing efforts to achieve remarkable results.

Want to learn more about how Papirfly’s templating technology can save you time, ensure consistency in your marketing, and make your team more efficient? Discover how Templated Content Creation will benefit your teams today.

Content Creation

How design templates elevate your social media content strategy

Responsiveness. That’s the hallmark of a high-performing social media content strategy today. As platforms evolve and audiences expect instant engagement, the brands that thrive are those equipped to respond quickly – with clarity, consistency, and creativity.

Social media moves fast. From breaking news to viral trends, conversations can gain traction in minutes. This creates an opportunity, but also a risk. Whether you’re responding to a product mention, a cultural moment, or even a crisis, you must strike the perfect balance between speed and control.This is where templated content creation tools become mission-critical. Using design templates ensures your responses are not just timely – they are well-crafted and unmistakably on-brand as well.

Number of annual social media users statistic. Source: DataReportal

Real-time readiness: why it matters for social media content

Imagine a scenario: a prominent influencer calls out your brand on X (formerly Twitter), spotlighting a negative experience with one of your products. The reaction is gaining visibility. Your response will shape public perception – for better or worse.

Without a well-defined social media content strategy, several risks emerge:

  • Your visuals or tone might miss the mark, damaging brand recognition
  • Delayed responses may be interpreted as indifference or avoidance
  • Competitors may seize the narrative while you’re still crafting yours

All these outcomes can have seriously negative effects for your brand. That’s why it’s so important that your team has the content creation tools to produce social assets quickly, with confidence and control.

Quick guide to social marketing CTA

How design templates accelerate social media content creation

Tools like Papirfly’s Digital Asset Management (DAM) and Templated Content Creation suite enable marketers across regions, languages, and departments to create high-quality social assets in real time, without waiting for design support or approvals. From reactive social media content to evergreen campaigns, everything remains consistent, compliant, and compelling.

Your DAM provides a centralized hub where you can have all your planned content ready to go at the click of a button. Templated Content Creation tools then empower employees to create new assets, while ensuring consistent social media branding across every post, platform and team member.

The best templates solutions are:

  • Aligned with your brand guidelines
  • Customizable for local teams or campaigns
  • Ready to deploy at a moment’s notice

Achieving brand consistency across multiple channels

Every platform demands a slightly different voice, format, or visual. What resonates on LinkedIn may fall flat on Instagram. But your brand identity must remain clear across them all.

This is where design templates and similar AI tools for content creation show their full value. They empower your marketing teams to scale consistently across channels and formats – from stories to videos, posts to reels.

With templates, you’re not reinventing the wheel for every campaign or region. Instead, you’re reinforcing recognition at every touchpoint.

How proactive planning supports social media success

Social success isn’t just about what you post in the moment – it’s also about how well you’ve prepared. Build a proactive social media content plan that includes:

  • A clear calendar of campaigns and content types
  • Approved templates for paid and organic posts
  • A designated content creation workflow for reactive publishing
  • Monitoring tools that alert you to real-time brand mentions

Start building brand equity with templated content creation tools

Customers follow brands that are human – companies that feel like they’re part of the conversation, not chasing it. By equipping your teams with templated content creation tools, you’re not just streamlining operations. You’re ensuring your brand shows up in the right places, in the right ways, at the right time. This is key to fostering community and building brand equity over time.

In an unpredictable digital landscape, the brands that win aren’t the ones shouting the loudest. They’re the ones creating clarity, consistency, and connection. Templated content creation makes that possible.

Ready to scale your social media content strategy?

Explore how Papirfly’s Templated Content Creation suite empowers teams to create, localize, and launch social media content – without compromising control.

Does everyone create content that’s on‑brand, every time?

Find peace of mind with
better brand governance.

Does everyone create content that’s on‑brand, every time?

Find peace of mind with
better brand governance.

Find peace of mind with
better brand governance.

FAQs

How do design templates improve social media content creation?

Design templates enable teams to create high-quality, on-brand social assets quickly and consistently. They eliminate the need to start from scratch, reduce reliance on design support, and ensure brand consistency across platforms and teams.

Why is real-time readiness important for social media strategy?

Brands that are ready to respond instantly to trends, mentions, or crises are able to capture audience attention before competitors do – a huge advantage. One way to ensure teams can deliver on-brand content fast is by equipping them with templated content creation tools

How do design templates support brand consistency across multiple channels?

Each social platform has its own unique formats and expectations. Templates make it easy for teams to adapt assets to each channel, without ever compromising core brand elements such as logos, fonts, color palettes, and tone of voice. This supports brand consistency, reinforcing recognition and trust.

What should a proactive social media content plan include?

Key elements of a proactive social media content plan include:
– Campaign calendar
– Pre-approved design templates
– Workflows for reactive publishing
– Monitoring tools for real-time brand mentions

How do templated content creation tools build brand equity?

Templates help brands stay visible and relevant by making it easy for teams to create social media content, quickly, consistently and authentically. They also support the kind of human, conversational engagement that is a key driver of long-term brand equity.

Product, Thought Leadership

Co-op advertising model – professional services powered by unique innovative technology

What is co-op advertising and why do companies need it?

Co-op advertising is the sharing of the advertising costs between a major brand or manufacturer and its local retail channel partners. The local retailers get the benefit of additional marketing dollars to attract customers to their stores, and the manufacturers get the benefit  of local targeted marketing to increase sales. 

There have to be rules set up for this to be beneficial – manufacturers want marketing to be consistent with the brand corporate identity and marketing philosophy, and therefore will provide the marketing dollars to incentivise the retailers to market ‘on-brand’. The local retailers can target the specific demographic locally for the product and can increase their marketing power with a shared marketing dollars model. 

Usually the manufacturer will outline the potential funding available to a particular retailer and detail a set of rules to follow. The retailer will then get reimbursed at an agreed rate for marketing efforts that follow the rules. 

Local retailers may not have the resources or expertise to develop effective marketing strategies themselves, so the manufacturer will provide access to brand assets and run campaigns from which the local retailer can select and tailor to their needs. These assets will have the blessing of the brand leads, legal departments, and are accessible by retailers across the market at a fraction of the costs that the local retailers would incur doing it themselves. Manufacturers can also incentivise local retailers to target particular marketing strategies or products by increasing the reimbursement rate. 

While the co-op advertising model incentivises retailers to follow the brand rules by submitting for reimbursement of costs, this is often coupled with a compliance activity whereby the marketing activities of the retailer are checked via audits of their websites, social media sites, etc. to see what potential customers will actually experience. 

Why companies need co-op?

  • To control brand consistency across all franchises, dealers, and retailers. The financial support is a very strong motivation for individuals, dealers, and stores to follow corporate identity and advertising guidelines.
  • The budget each dealer is allocated depends on the volume of cars sold (that’s the logic used by a major car retailer). The more cars sold, the more money is reiumbursed, but only under the condition that the brand guidelines and other rules are followed.
  • Thanks to the co-op program and managed audit, there is a guarantee that the money a major car retailer’s centralised marketing function invests into each dealership is being used only for compliant and eligible marketing activities. In cases where the dealer doesn’t spend the money, the unused money is forfeit after a determined time period. 
  • To have one centralised place for money distribution, not only for tracking purposes, but also for approval process and auditing.
  • The side effect is that brand leads and regional managers can supervise and have an overview of marketing activities realised across hundreds of subjects, which allows them to see the whole market, or individual marketing efforts. The overview also helps for money redistribution.
  • The tool comes with statistics, which is useful to brand leads and managers to understand on which kind of activities the dealers are in investing the co-op funding.

How Papirfly is supporting our customers with co-op

Papirfly works with a number of customers on their co-op advertising programs and can support with SaaS platforms for complete brand management.

We can provide the DAM, where advertising assets are held, and the SaaS platform for the presentation and distribution of advertising assets to the retailer network. Retailers are able to quickly gain access to the appropriate brand assets and tailor them using our Create & Activate solution to their own local campaigns while staying on brand. Retailers can download the imagery and creatives and use that as the basis of the local campaign, and even utilise a local ad agency to finalise the ad. This removes the possibility of ads not being on brand, not aligned to the brand corporate identity and, potentially delivering messaging that is not inline with the brand.

We provide a co-op platform, seamlessly linked to the DAM (our Manage & Share solution), that enables all the retailers to access and download the co-op rules, corporate identity guidelines, and brand bulletins. These integrated solutions also provide access to the co-op and compliance platforms.

The co-op platforms that we provide can be configured to your needs, and are built to allow for easy set-up of the necessary workflows to guide the retailers through the co-op processes. 

This platform provides the process for retailers to get assets they have created to be reviewed and submit claims for co-op advertising funds, but the platform is only half the story. Just as important is the need for a team to run your co-op program who can audit that your brand rules are being followed and are compliant.

Papirfly provides the experienced professional services to run the co-op program, with a dedicated team of brand specialists that are proven and reliable.

How a major US client works with Papirfly’s co-op funding model and Professional Services team

For one of our major US automotive clients, we provide the platform that can handle the requirements and volumes of a major brand marketing in the US market. 

We also provide the Professional Services to run those co-op programs for the client:

  • We studied the brand philosophy and rules to understand the brand vision
  • We established a dedicated team that reviews creatives submitted by the retailers to ensure their brand compliance
  • We worked with the retailers to suggest improvements that can be made
  • We reviewed the co-op advertising payment claims and determined whether the claim rules have been followed 
  • We also provided a compliance review team that will actively review the marketing of the local retailer
  • We provide a dedicated support desk to answer retailers questions
  • We align with the clients business processes to ensure that the payments to retailers go through the required approval processes of the manufacturer and align with the back-end systems to create a seamless payment process

Using the co-op funding model for other use cases outside of car manufacturers

  • Any franchise business with multiple locations, besides automotive industry may also include fast-food restaurants, hotels, gyms, spas, or any other organisation with a franchise model
  • Manufacturers can support their retailers to increase in-store sales
  • Travel and tourism franchises like hotels, airlines, car rentals, etc. could partner with local attractions, restaurants, events, etc. to promote their destinations and packages
  • Education franchises like tutoring centres, language schools, online courses, etc. could partner with local schools, libraries, community centres, etc. to promote their programs and services
  • Health and wellness franchises like gyms, spas, clinics, etc. could partner with local doctors, nutritionists, therapists, etc. to promote their facilities and treatments
  • It can be used for governmental institutions/organisations to control budget handling. e.g. European Parliament and reimbursement of expenses to members for various activities, trips, food, etc.

Other possibilities and variations on how the co-op funding model can be used:

  • The managed service can be tailored to what the customer needs. The audit can vary depending on the media category etc. (e.g. a major car manufacturer offers financial support only for events, but dealer can still enter a marketing activity for CI compliance check to get support/advise on anything he is trying to publish)
  • The program can serve for CI compliance check only, but the motivation for dealers to submit creatives for review is higher when supported  with marketing money reimbursement
  • The co-op portal is linked directly to ‘My Creatives’”, which means that the brand leads can decide to only support (or offer higher reimbursement) for activities that use official templates that are available for dealers at dealer marketing portal (brand hub/point). The dealer can select a predefined template in brand hub, use it for his marketing activity and at the same time send a request for funding into the co-op portal. 

The benefits of having a Papirfly-run co-op model

  • Fixed contracted costs for the service
  • Experienced team with strong product knowledge
  • A world leading product suite focused on branding and co-op
  • Adaptability – with an experienced professional services team we can provide insights when you get challenges and adapt to meet your needs
  • Running all ads through the co-op portal guarantees how the money is spent thanks to the compliance audit there is a guarantee that the money is not being spent to promote other brands, for example
  • The audit team can control minimum advertising price and check that the advertised product is not being offered/sold below MSRP
  • The budget each retailer is allocated depends on the volume of sold products, which ensures return on investment of marketing budgets and ensuring local marketing efforts are given the time and attention they deserve
  • Through co-op, the brand leads can offer ‘certified providers’ for certain marketing activities – the logic being to have limited number of authorised agencies that work for the retailers. This is not only for better brand consistency and control, but is also often more cost efficient, e.g. cheaper cost for broadcast when you buy media in huge quantities, centralised creation of the marketing materials which can give you lower costs per ad

Reach every customer with co-op advertising

Want to know more about co-op advertising? With automotive, hospitality, retails and finance among the host of industries with companies thriving from a co-op model, take a look at how brands have successfully adopted this initiative.

Your next step is to take control of brand consistency, master the art of helping others speak directly to your target customers, and build strong relationships with those that sell your branded products and services. The potential to activate your brand in every location you serve, and achieve significant growth, is possible with Papirfly’s platform and support.

Book a demo today, and talk to us about how we can help you with your co-op advertising programme.

AI, Product, Thought Leadership

AI beyond the hype, – Adaptation and adoption

Papirfly has worked with AI for some time and has successfully implemented it in the production of illustrations for one of its customers. The company used the customer’s brand guidelines to train the AI to create new illustrations that are inline with the brand’s look and feel. This allows the customer to quickly generate new illustrations at a low cost and with a faster turnaround time compared to the traditional workflow of requesting and waiting for an illustrator. The AI-generated illustrations are still subject to manual approval.

The above intro text was written by ChatGPT. Our Product team took this text and asked ChatGPT’s AI for an executive summary on how to use AI to write marketing content as an experiment. We’ve all spent the last couple of weeks getting mind blown by the text and copy that a chat AI can write. But what now? The sharing hype is over, can this be used for anything useful?

AI: Looking deeper

At Papirfly we’ve been looking into AI use cases and the theory behind it for some time and similarly to others, we’ve been fascinated and impressed. AI has been, theoretically at least, hailed as the solution to many problems currently being dissected and analysed within “big tech”. It may seem obvious, but trying to implement the technology to fix those problems comes with its own challenges. It’s theorised that “AI can solve anything,” but we have some questions!

  • Where are the use cases that are suitable for it?
  • Why should AI solve those things?
  • Does the problem really need AI to solve it, or are we throwing technology at something because it’s “new and cool”?

Addressing the technology adoption curve

At Papirfly, we believe we’ve found a killer use case for AI (you could say we’re the “Innovators” on the technology adoption curve), but we need to help the technology find its rightful place where it can stand on its own in the product ecosystem, and support other companies in how to use the technology properly and responsibly.

What’s next on AI from Papirfly?

This short blog is Papirfly’s introduction to our longer series on AI, “AI: beyond the hype” where we’ll dig into more wide ranging topics on AI and how it might affect our customers and their customers. We want to ensure that we’re researching, analysing, and using AI in a responsible and sustainable way, and have some exciting use cases and thought leadership coming in the new year. Stay tuned!

Contributions by Natalie Wilding, Martin Pospisil, and Yngve Myklebust

Watch our on-demand webinar

ROI

The Total Economic Impact™ of Papirfly

A positive return on investment (ROI) is one of the only metrics that matters – simply put, do your gains outweigh the cost of your investment?

Concerning brand management tools, searching for online solutions that provide great value can lead to trying many ‘shiny new objects’ that address key business challenges – brand consistency, reliance on expensive agencies for assets, a bird’s-eye view of campaign activity, gatekeeping brand guidelines, to name a few.

In reality, few solutions generate a positive ROI whilst creating long-term business benefits that support advancing your brand strategy – allowing you to maintain gatekeeping control of your brand. In short, having the right information before you invest in brand management tools is pivotal.

That’s why Papirfly commissioned Forrester Consulting to conduct a Total Economic Impact™ (TEI) study to determine the financial and business benefits our customers experienced from our brand management platform.

And the results are in.

212% ROI over three years

Combining the results of four customer representative interviews and the financial analysis of their business, a composite organisation was formed.

The study found the composite customer experienced benefits of $1.72 million over three years versus costs of $553,000 – adding up to a net present value (NPV) of $1.17 million and an ROI of 212%.

Improved asset creation efficiency

Whilst external agencies can be important collaborators, Papirfly have empowered brands to reduce the requirement, and therefore cost, of regularly using external agencies when a high quantity of fast, high-quality marketing materials are needed across any location that brand operates in. Prior to adopting Papirfly, the study reports that customers’ global and regional teams primarily worked with agencies to create branded collateral – and the composite Papirfly customer saw a three year-benefit of $455,400 in reduced agency spend.

three year benefits

In addition to less reliance on external agencies, the interviews from the Forrester TEI study showed that, prior to adopting Papirfly, our customers experienced limited brand governance, a single source of truth for the brand was lacking, and brand guidelines and assets were stored in disparate systems or folders across the organisation.

Interviewees confirmed that after investing and using Papirfly, they had advanced asset production processes – to the benefit of $1.2m across three years for the composite organization – and reduced costs by enabling teams to create assets in-house. By centralising brand assets and guidelines in a single portal, content distribution was improved thanks to the centralised brand hub – to the benefit of $27,800 in three years.

Long-term on-brand benefits

Whilst an all-important ROI figure is key, it’s important to highlight some overall improvement that showed in Forrester Consulting’s findings as a result of the customer interviews:

  • Increased brand adoption granting all employees access to view assets in the centralised brand hub 
  • Improved brand consistency – interactive experience with the brand hub to more fully embrace guidelines
  • Maintained gatekeeping control – the ability to quickly and easily validate and approve any material created from our on-brand template technology
  • Enhanced content quality and improved business outcomes users across brand, marketing, talent acquisitions, and communications could increase focus on crafting relevant messaging and engaging content

Discover how Papirfly delivered significant ROI

Determining the value of your brand management platform is made easier with a study such as the Forrester Consulting TEI study. Whilst the results are from a composite organisation, the specific impact Papirfly can have on your business will be unique to you.

Download the study, and talk through the findings with one of our brand management experts.