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Private knowledge systems

Private knowledge systems that answer from your own documents.

Searchable company knowledge with sources, existing permissions and deployment you control. For teams with large archives who need trusted answers without feeding their data into a public tool.

Discuss your bottleneck Book a discovery call
Where the time goes

The answer usually exists somewhere. Finding it, and trusting it, is the slow part.

01

Decades of contracts, calculations and reports filed however each person chose

02

The person who knows has been asked the same question three times today

03

New colleagues take months to learn where things are kept and which version counts

04

Pasting a contract into a public chatbot tells you nothing about where it went

How we solve it

A private knowledge system indexes your own material and answers from it, showing the document and page behind every reply. Where it runs, and what it may read, stays your decision.

Custom RAG & domain LLMs

Answers with the evidence attached

Every reply carries the document, section and page it came from, so your team checks the source instead of guessing whether to trust it.

Custom RAG & domain LLMs

Your existing permissions still apply

The system reads the access rules already set in SharePoint, Google Workspace or your document store, so people only see answers drawn from material they are cleared to open.

Custom RAG & domain LLMs

Deployment you control

Run it in your own cloud tenancy, a private environment we manage, or on premise. Data residency, retention and access are agreed before build.

Custom RAG & domain LLMs

Open-weight models when privacy demands it

When a general model is not acceptable, we adapt open-weight models to your terminology and test their answers privately rather than sending your material to a third party.

Custom RAG & domain LLMs

Kept current, not a one off import

Updates flow from SharePoint, Drive, your CRM and internal systems, with checks on freshness so answers do not drift behind the records.

Custom RAG & domain LLMs

Tested before anyone relies on it

We test your real questions against an agreed baseline and review the misses together, including archives where scanning quality makes retrieval patchy.

Project stories

What this could look like in your business.

Structural engineers · Cheshire

Past expertise, without another interruption.

An engineering practice with calculations and reports going back to 2011, filed differently by every engineer who wrote them. Graduates keep interrupting directors with the same questions.

A private knowledge assistant now indexes the archive, keeps the existing folder permissions and links every answer straight back to the source file it came from.

Older scanned drawings still give patchy results in places. The team reviewed retrieval quality together before relying on it for anything that matters.

Directors get fewer interruptions, and new colleagues find their own answers from day one.

Industrial distributor · West Midlands

Quotes that don't wait for Dave.

A second-generation fixings and industrial supplies business. Dave has been there 22 years and holds most of the customer pricing in his head. When he's on holiday, repeat quotes stall at the counter.

We connected an assistant to their existing CRM and five years of order history. Anyone on the counter can ask for a customer's last price on M10 resin anchors and pull up the order it came from.

The product codes needed cleaning up before the answers could be trusted, so that came first. Dave still handles the tricky quotes himself.

Repeat quotes no longer wait for one person to be back at his desk.

What to measure

Agree the targets. Test the improvement.

These are measures for a pilot, not claimed client results. We agree your starting point and targets during discovery, then review the evidence with your team.

Time spent searching

How long a typical question takes from being asked to being answered with a source.

Answers without interrupting a senior colleague

Questions resolved from the archive rather than by walking to a director's desk.

Time to get a new starter productive

How quickly someone new finds their own answers from day one.

Coverage of the archive

Share of real questions the system answers well, and which folders still need work.

Systems we connect
SharePointGoogle WorkspaceOneDriveConfluenceSalesforceHubSpotAconexEpicorWindows file serversInternal databases

We build around the tools you already run. Anything with an API or a database is fair game, with access and scope agreed during discovery.

Who this is for

This suits organisations holding a lot of written knowledge, where being wrong carries a cost and the data cannot leave your control.

  • Engineering and consultancies with long archives of calculations and reports
  • Distributors holding years of pricing, product and order history
  • Regulated and public sector teams with data residency requirements
  • Groups with several offices or sites whose knowledge is scattered
How we work

Discover, build, evaluate, operate.

01

Discover

Start with the task taking too much time. We look at the data, the systems and the constraints, then agree a starting point and the measures that show whether it worked.

02

Build

We build a focused version on one high-value problem, with the boundaries, permissions and approval points your team needs.

03

Evaluate

Your team compares the result against the agreed starting point. Gaps and teething problems are reviewed together before a wider rollout.

04

Operate

We monitor quality, cost and drift, then extend the system where it earns its place in the workflow.

FAQs

Questions, answered.

What the system does, what stays with your team, and how your data is handled.

Related
Private AI document searchCustom AI agentsExplore business outcomesBook a discovery call

What does your team keep searching for?

Start with one archive and the questions that cost your team time. We will show you how well it answers before you commit to a rollout.

Discuss your bottleneck Book a discovery call