Digital asset management for ministries, public authorities and public institutions
With VAULO you manage images, videos and other media centrally and reliably provide approved content to everyone involved. Full data sovereignty stays with you — storage is exclusively in Germany.
- GDPR compliant
- Data stored exclusively in Germany
- Penetration test passed
- Software Made in Germany
- Allianz für Cyber-Sicherheit
Security for sensitive digital holdings
At public institutions, storage, access and disclosure need to be clearly regulated. Technical safeguards, individually configurable permissions and an infrastructure certified to international and German security standards work together to make that possible.
Data hosted in Germany
Customer data is held exclusively in a Microsoft Azure data centre in Frankfurt — certified to ISO/IEC 27001, BSI C5:2020 and TISAX.
Controlled access
Administrators use roles and permissions to define individually who may view, edit, download or share content.
GDPR compliant
VAULO processes personal data in line with the General Data Protection Regulation. A data processing agreement backs that up legally.
Regular penetration testing
VAULO regularly has its own security architecture reviewed by independent penetration tests — including on behalf of the Bayerische Staatsregierung.
- GDPR compliant
- Allianz für Cyber-Sicherheit
- Software Made in Germany
- Proof of penetration test
- TISAX certified
A reliable media foundation for communication, documentation and archiving
Public institutions use media for day-to-day communication just as much as for long-term documentation and archiving. A central library gives departments, subordinate agencies, archives and external service providers a shared foundation to work from — while access and responsibilities stay clearly defined.
Press and public relations
Journalists get access to approved press images without having to request individual files from the press office. Customisable media portals also let you distribute images with an individual login, by person or by outlet.
Image descriptions for better accessibility
VisionAI automatically adds precise, GDPR-compliant descriptions to images — a solid basis for accessible image descriptions on your websites. That means you can factor in accessibility without writing a bespoke text for every single image.
Make photo and video archives searchable for good
Press conferences, speeches and archive holdings are described and tagged, and stay findable through AI search even without the exact file name. That keeps both current and historical footage usable for departments and external requests for years to come.
Cover events and press appointments as they happen
Via LiveUpload, photographers upload images straight from the camera into VAULO; external partners use ExternalUpload for the same purpose. That way photos and videos are reliably available to the press office and the social media team while the event is still running.
From live upload to media pool
In VAULO, digital content stays traceable across its entire path — from the first upload through to internal use or external publication.
Capture content
Files can be uploaded by drag and drop or through existing folder structures. Via LiveUpload, photos and videos reach VAULO straight from the camera while a shoot is still running. External suppliers such as service providers or photographers deliver their files via ExternalUpload in a GDPR-compliant way, without getting access to the actual VAULO system.
- Drag & Drop
- LiveUpload
- ExternalUpload
- FTP-Upload
Optionally enrich content with AI
On request, VisionAI automatically adds descriptions, headlines and keywords to images and videos, and VisionFace additionally recognises known people in images. The AI features are optional add-ons, process data exclusively in Germany, and never use your content to train the underlying models.
- VisionAI Foto
- VisionAI Video
- VisionFace
- AI search
- KeywordsManager
Record information and rights
Metadata, authorship, usage terms and custom fields are attached directly to the relevant file. Restrictions block the download of individual files on purpose, and usage notes record the applicable terms right on the asset. If you use generative AI for image creation or editing elsewhere, the Data Studio lets you set up a dedicated mandatory field for the AI labelling that has been legally required since August 2026 for such content (EU AI Act, Art. 50).
- IPTC-Editor
- Custom templates
- Batch processing
- Data Studio
- Restrictions
- Usage notes
Find and check content
Search and previews help you identify files quickly, without having to download them first or open them in a separate program.
- Search
- Preview
- KeywordsManager
Review and approve
Involved departments can review content and approve it for further use. Administrators use roles and access rights to define who may see or edit which files.
- Comments
- Version history
- Roles and permissions
- Comparison
Provide access under control
Approved content can be distributed internally or made accessible externally via download links, presentations and individual portals.
- VisitorHub
- DirectDownload
- FileCollections
- Media portal
- FTPpush
VAULO — the digital media vault from Germany
VAULO comes from Munich, was founded in 2019, and was built by Marc Conzelmann and Sebastian Küsters for organisations that want to manage digital assets professionally and with data protection in mind. Even with its own support ticket system, the team stays reachable: when you have questions you talk to real people, the VAULO team regularly visits customers in person, and new features are built together with customers rather than developed at a distance from the market.
A rollout that fits your structures
You start with a clearly scoped area and expand step by step from there. Existing filing systems, responsibilities and technical systems are taken into account from the very start.
Clarify requirements and areas of use
A joint kickoff defines which media, departments and processes come first, and what the rollout should achieve in the first few weeks — matched to your resources.
Prepare media structure and metadata
Existing holdings are reviewed and moved into a structure that fits your existing responsibilities and internal processes. Metadata fields are tailored individually to the authority in question.
Set up roles and rights together
The VAULO team helps set up roles and rights on request, so access is mapped exactly the way you need it — down to individual files. Existing responsibilities are taken into account.
Roll out at your own pace
Whether with a single department or across the full scope right away — VAULO rolls out at whatever pace fits your structures. Experience from a pilot area can be transferred to further areas at any time.
Does VAULO fit what your authority needs?
In a no-obligation conversation, we look at your existing structures and show you how files, permissions and approval paths can be mapped in VAULO.