Artificial intelligence
Internal knowledge assistant with AI
An internal knowledge assistant is an AI tool where staff ask questions about the company's manuals, procedures, policies and contracts, and get an answer that names the document it came from. It is for businesses whose know-how is scattered across folders, inboxes and intranets, where the same questions always land on the same people. Staff find what they need on their own, and your most experienced people stop being interrupted every hour.
No more "where did we put that?"
In plenty of companies, knowing how to do something depends on knowing whom to ask. The procedure exists, but in an old folder, in two different versions or in an e-mail only one person kept. An internal knowledge assistant brings those sources together and answers in everyday language: "what's the return window for business customers?", "how do we log a non-conformity?". The person gets the answer and the document behind it.
Answers with sources, not opinions
An AI model left to its own devices will answer confidently even when it doesn't know. So the assistant draws only on your documents and always cites where an answer came from: the document, the section and the version date. When the answer isn't in your documents, the assistant says so and suggests who to ask, rather than making something up.
Permissions and transparency from day one
An internal assistant mustn't become a back door into confidential files. We connect it to the permissions you already have, so each person only gets answers based on what they could already open. The assistant identifies itself as an AI, as the AI Act requires, and every question is logged for audit. If you handle sensitive data, a security and GDPR review helps set the rules before launch.
Start with what you already have
You don't need to reorganise every company document before starting. We pick the sources that generate the most questions, tidy up the essentials and widen the scope later. If many documents arrive on paper or as scanned PDFs, document intelligence makes them searchable. The stages of the work are set out in how we work.
What you get
- An assistant that answers only from the internal documents you choose
- The document, section and version date behind every answer, linked to the original
- Your existing permissions respected, so people only see what they could already open
- Connection to shared drives, SharePoint, Google Drive, an intranet or a wiki
- A clear notice that answers are AI-generated and should be checked against the source
- A dashboard of the most asked questions and those left unanswered
Best for
- Businesses with manuals and procedures spread across folders and versions
- Teams where new starters take months to learn where everything lives
- Offices that keep looking up legislation, templates and internal policies
- Organisations with shifts or several sites, where there isn't always someone to ask
Typical features and modules
Integrations & automation
AI add-ons
- AI transparency & logging
- Document reading
Compliance & security
- Security hardening
Hosting, e-mail & maintenance
- Admin training
- Monthly maintenance
How we deliver it
Mapping the documents to include, who maintains them and who may see each one
A light tidy-up of the sources, such as duplicate versions and outdated files
Building the assistant with the agreed permissions and citation rules
Testing with your team's real questions, measuring where it gets things right and wrong
Launch with a pilot group, then rolling it out to the rest of the company
Frequently asked questions
Where do the answers come from?
Only from the documents you choose to include, such as manuals, procedures, policies, contracts or minutes. Every answer names the document and section it came from, with a link to the original. If the information isn't in your documents, the assistant says it couldn't find it.
Can someone see documents they don't have access to?
No. The assistant follows the permissions already set on your folders, SharePoint or Google Drive. If a person can't open a document, they won't get answers based on it either.
Do staff know they are talking to an AI?
Yes. Since 2 August 2026, the EU AI Act requires people to be told when they are interacting with an AI system. The assistant introduces itself as one and reminds users to check the cited document, especially before important decisions.
Are our documents used to train AI models?
No. We choose AI providers that sign a data processing agreement and don't train on your documents. Documents can stay on servers in Europe, and if you need more control, the assistant can run on a model hosted on your own servers.
How much does it cost?
Every project is quoted by hand from your requirements, so pricing is on request. The AI usage cost depends on the number of documents and questions, and we explain it in the proposal. Request a quote
Shall we talk about your project?
Tell us what you have in mind and what you want to achieve.