Find it. Check it.
Ask questions in ordinary language and follow the supporting sources. When the evidence is missing or uncertain, the system should flag that and route the question for review.
AI Company Brain
Your company knowledge. Easier to find and use.
Help your team find answers and prepare work from approved procedures, policies and project knowledge. Sources stay visible, access rules apply and important outputs stay under human review.
THOUGHTFUL SYSTEMS. PRACTICAL PEOPLE.
03 / AI Company Brain
Give your team a better place to ask.
Procedures, pricing, customer knowledge and useful answers often sit across documents, inboxes and people’s heads. We connect approved sources to an AI knowledge system that helps staff find answers and draft work, with access rules and visible sources built in.
- Process guideApproved
- Support answersApproved
- Old pricing sheetNeeds review
- Restricted customer recordsNo access
Example questionHuman review before sending
How do we handle a new enquiry?
Check the request is complete, assign an owner and prepare a draft response. Have a person review it before sending.
View example source: Process guide / Enquiries
Example process: review the incoming details, ask for missing information, assign the enquiry and prepare a response for approval. This sample illustrates a source link; it is not connected to company documents.
Draft with context
Prepare customer replies, quote notes, handovers and summaries using approved company information. A person checks important work before it is sent or recorded.
Respect the boundaries
Apply user permissions and client boundaries when retrieving information. Assign source owners, keep current versions clear and provide a way to correct or withdraw outdated material.
Knowledge, connected.
Make the connections useful.
Bring information into context, with sources people can check.
- Sources
- Context
- Understanding
How we build it
Map
Choose the team, questions, sources, owners and access boundaries.
Prepare
Remove duplicates and identify current, authoritative material.
Connect
Retrieve relevant information within each user’s permissions.
Test
Check 20–30 real questions, restricted cases and difficult examples.
Operate
Agree updates, feedback, monitoring and a correction process.
This is usually a system that retrieves the right approved information when it is needed, rather than a new model trained on every company file. Sources, permissions, freshness and evaluation are part of the work. Hosting and any AI usage costs are assessed during scoping.
Begin with one team, a defined source set and 20–30 real questions.
What is included
Clear work. A usable handover.
A useful starting point: one team and a defined set of sources. We confirm the final deliverables in your scope.
- Knowledge sources, owners and permission map
- An agreed, current source set
- A working knowledge assistant with source links
- 20–30 evaluation questions and restricted-access tests
- A correction and update process
- Staff handover and a baseline measurement
Scope & investment
Start at the right level.
AI Company Brain Sprint
Make a defined set of company knowledge useful to one team, with sources and permissions built in.
Includes: Knowledge and permission map, agreed source set, working knowledge assistant, source links, 20–30 evaluation questions, restricted-access tests, update process and handover.
$3,000–$8,000
Indicative project ranges. Migration, configuration and managed operation are scoped separately from a review. Final scope depends on complexity, data quality, access and exceptions; you receive a defined scope before work begins.
Before we begin
A few practical questions.
Is this a new model trained on all our files?
Usually not. The system retrieves relevant material from approved sources when it is needed. That makes sources, access rules and corrections easier to manage.
Can it use confidential information?
Only where the agreed use case and the user’s permissions allow it. Sensitive sources and client boundaries are mapped before connection and included in testing.
What happens when information changes?
We assign source owners and agree how material is updated, withdrawn and reviewed. Unclear or outdated information should be excluded or flagged, rather than treated as a reliable answer.
Can it take action as well as answer?
In stages. First we test retrieval and useful drafts. Actions can then be added to an agreed workflow with confirmation before consequential steps.
One useful place to start
Let’s make the first step useful.
One team and a defined set of sources. A conversation can help define the scope and next step.