Artificial Intelligence in HybridForms & Specialized Applications: Data Sovereignty, Security & Privacy

By strategically integrating Artificial Intelligence, we are enhancing two of our established solutions – HybridForms and ico»CMS – with practical, secure, and high-performance features. Both systems are widely used in organizations with stringent requirements for data protection, efficiency, and accessibility, and now benefit from a range of new AI-powered capabilities.

Full data sovereignty and secure on-premises operation

For several years, icomedias has specialized in AI applications running on dedicated servers – for example, in the field of policing – and deliberately operates independently of US or Asian providers. AI servers are operated either by icomedias or by customers themselves, with suitable Large Language Models (LLMs) and functions selected to ensure consistent results and maximum data protection. This means there are no usage traces with external providers, and internal data never travels over the internet. These features and highly secure applications are now available to a broader customer base through HybridForms and ico»CMS.

HybridForms with AI-powered extensions

The HybridForms App & Enterprise Software is used by authorities and in critical infrastructure sectors for structured and secure form processes – for example, by German police agencies, Austria’s infrastructure company ASFiNAG, and Deutsche Funkturm (DFMG). The solution has been expanded with several analytical AI functions specifically developed for professional use in security-sensitive contexts – supporting back-office teams:

  • Transcription for law enforcement agencies: Secure speech-to-text conversion of evidence materials – including preservation of original files

  • Neural precision scans of ID documents: High-accuracy scans of passports, driver’s licenses, ID cards, visas, and other documents with fraud protection – via Scan Gateway

  • Text-to-speech output: Automatic generation of audio files (MP3) on demand or workflow-triggered – with custom voices

  • Image content analysis: Automatic description of image content with detection of persons and age – for visual evidence

  • Document analysis: AI-assisted evaluation of content for tone (sentiment), abstraction, summarization, and qualification – e.g., for uploaded evidence documents

  • Consistency and security analysis: Additional checks across multiple images and documents – including image-context analysis for risk detection and alerts

  • Translation services: Intelligent translations for multilingual content in submitted forms

ico»CMS with new AI features

The ico»CMS Content Management System has supported web editorial teams in public administration for decades in efficient online communication. The CMS, used by organizations such as the State of Styria and the City of Graz, now includes assistive AI features for editors. Two key innovations are:

  • AI-powered teaser and short-text generation: Using the integrated AI function, web editors can display optimized suggestions for teaser texts and the so-called »simple short version« of a web article at the click of a mouse. Editors can still customize and edit the AI text suggestion in the CMS input field—or accept it without changes. The use of this AI function is optional – editors can continue to formulate their content themselves and enter it manually as usual.

  • Local operation for maximum security: Suggestions are generated on an AI server in our data center in Graz using a local Large Language Model (LLM). The AI suggestions are based solely on the article text, without accessing the CMS or external sources. No data processing takes place in the cloud or via the internet.

Security and compliance through on-premises solutions

The new AI features in HybridForms and ico»CMS are fully based on on-premises infrastructures. This means all AI models run in controlled IT environments – on organizational servers or in local data centers. Key advantages include:

  • Full data sovereignty: All data remains within the organization’s infrastructure – no exchange with external providers or cloud platforms.

  • GDPR and compliance adherence: Local processing ensures compliance with national and EU data protection regulations and industry-specific standards.

  • No dependency on third-party providers: No risk from changing terms, pricing models, or automatic updates of external AI services.

  • Stability and predictability: Local models remain stable and reproducible – without unexpected changes in AI behavior.

  • Physical and digital isolation: Systems can operate completely offline – a critical security advantage for sensitive environments.

  • Auditability and transparency: All processing steps can be logged and traced – ideal for internal controls and external audits.

  • Optimized performance and latency: Local operation enables real-time AI processes – independent of internet connectivity or cloud latency.

Data protection and regulatory compliance / EU AI Act

Classification depends on the use case; typically, these functions fall under Level 4 (Low Risk) or Level 3 (Transparency). In general, customers use these AI features purely as assistive tools – with internal experts reviewing and approving outputs. AI supports but does not make autonomous decisions.

Responsible AI for secure processes

By integrating powerful, locally operated AI features into our solutions, we set new standards in combining digitalization, security, and user-friendliness. HybridForms and ico»CMS not only provide modern tools for process optimization in public administration but also in highly regulated industries and critical infrastructures. These solutions create the foundation for privacy-compliant, future-proof, and accessible AI usage that meets the highest security and compliance requirements.