Start with the questions people ask

Which procedure applies? What is included in this service? Where is the current guidance? These questions are a better starting point than connecting every file the business holds.

We would identify a focused collection of documents and the people who maintain them. Clear ownership, current versions and readable source material matter as much as the model used to search them.

We first check whether better-organised files or the search features you already have would meet the need. A custom AI tool is worth considering only when its added value justifies the setup and running costs.

What the solution can include

  • Connections to an agreed set of documents or records, where supported.
  • A way for your team to ask questions in everyday language.
  • Answers linked to the source information used to prepare them.
  • Access controls based on the information each user is allowed to see.
  • A defined process for updating documents, testing answers and reporting problems.

A source is a way to check the answer

An answer should make it easy to open the relevant document and check its wording and context. A confident-sounding response is not evidence that the answer is correct.

If the sources disagree, are out of date or do not answer the question, the workflow should make that limitation visible. Important decisions still need an appropriate person to check the source and decide what to do.

Decide what information may be used

Before connecting documents, we need to agree which information the task requires, who may use it and which providers may process it. Storage, retention and provider settings depend on the selected tools and the project’s requirements.

If you need a particular hosting location or on-device processing, make that a requirement before selecting tools. We can then assess whether the proposed solution can meet it.

Read about access, security and support

Help your team use it with confidence

We agree who maintains the information, show staff how to check sources and explain when to ask for help. The solution should make knowledge easier to use without hiding uncertainty or adding unnecessary review work.

The scope can cover setup or development, connections, access controls, testing, training and launch. Before approval, we explain the one-time work, expected software and usage charges, and any ongoing maintenance or support.

Test with questions your team recognises

We test with the people who will use the tool, including questions with clear answers, no answer, conflicting versions and restricted material. Compare time spent finding and checking information before and after the change, alongside software, usage and upkeep costs.

Bring a few example questions and a description of where the answers live. Do not send confidential documents with the initial enquiry.

Questions you may have

Will it answer every question correctly?

No. AI can make mistakes, and the source material may be incomplete. The design should show sources, handle uncertainty and keep appropriate human review.

Can it search everything our business has?

Access and technical support need to be checked. A focused set of useful, well-maintained documents is usually a more practical starting point than connecting everything.