Internal knowledge retrieval
Instead of digging through thousands of documents, ask one question and get an answer pointing at the exact document and page.
Find what you cannot name
Search by meaning and content, without needing the document number or the filename.
Verifiable answers
Every answer links back to a source document, so an officer can verify before using it.
Safe by permission
Users only get answers drawn from the data they are authorised to access.
The bigger the archive, the harder it is to use
Every organisation has years of accumulated documents. But when you need one specific regulation, or need to see how policy on an issue changed over the years, finding it takes real time.
- Searching by filename only works if you remember the exact name
- You cannot tell whether a document is still in force or superseded
- New staff do not know where to look and have to ask colleagues
- Public AI tools are not an option — internal documents cannot be uploaded
What changes after deployment
An officer types an ordinary question and gets back an answer with the document name, reference number, issuing authority, date, the page containing the information, and whether the document is still in force. When the evidence is not sufficient, the system says so rather than guessing.
What you gain
Help leadership and officers quickly find information in the internal archive, within the scope they are authorised to access.
Ways to search
- Keyword search
- Search by document number or reference code
- Search by issuing authority
- Search by date
- Question answering in natural language
- Comparison across multiple documents
What you can ask about
- Regulations
- Figures and statistics
- Assigned tasks
- Results achieved
- Which units have not yet reported
- Content related to a given topic
- Changes between document versions
Answering rules
- 1Answer only from data the user is authorised to access
- 2State clearly when there is not enough evidence
- 3Never guess to fill in missing information
- 4Every material statement carries a source reference
What an answer contains
- The answer itself
- The name of the source document
- Document number and reference code
- Issuing authority and issue date
- The page or passage containing the information
- Document status (in force, superseded)
- When the data was last updated
Governance rule
The system answers only from data the user is authorised to see, and always attaches source references so officers can verify.
Frequently asked questions
- How is this different from asking ChatGPT?
- Two fundamental differences. First, it answers from your organisation’s own archive, not from general knowledge on the Internet. Second, your documents never leave your servers — whereas uploading internal records to a public service is not permitted in the first place.
- What if the system does not know the answer?
- It states that the available data does not support an answer. Not guessing is a deliberate design rule — a wrong answer that sounds plausible is more dangerous than no answer.
- Can it tell that a document has been superseded?
- Yes, where the status is recorded in the data. Results show the document status so officers know whether it still applies.
Part of AI assistant for government agencies
See it run on your own documents
Every solution sounds good in a description. The only way to know whether this one works for you is to run it against your real documents, templates and workflows. That is exactly the kind of demo we do.
The demo is free and carries no obligation. If it turns out we are not the right fit, we will say so.