An assistant that answers from your own documents
Your team asks a question in plain English and gets an answer built from your manuals, policies and product files, with a link to the page it came from.
In plain English.
Every business has knowledge spread across shared drives, old emails and the heads of a few long-serving staff. New starters ask the same questions, and experienced people get interrupted to answer them. A private AI assistant lets anyone on the team ask a question and get an answer drawn only from your approved documents.
The method is called retrieval-augmented generation, or RAG. Your documents are split into passages and indexed. When someone asks a question, the system finds the most relevant passages and gives only those to the language model, which writes an answer and cites where each point came from. If the documents do not cover it, the assistant says so.
This is an internal tool for your staff, separate from a customer-facing website chatbot. It can run on a commercial model through an API with no-training terms, or on an open-weight model such as Llama or Mistral on a private server we arrange and manage, so the text never goes to a public AI service.
It suits you if.
- Staff spend time hunting through SharePoint, Google Drive or old PDFs
- New starters rely on a few busy colleagues for answers
- You have manuals, procedures or product specs that change often
- You do not want company documents pasted into free AI tools
- Different teams should only see the documents meant for them
What we do.
Answers with sources
Each answer links to the document and section it used, so staff can check the original before acting on it.
Permissions respected
Documents are tagged by team or role. A warehouse user cannot pull answers from HR files they could not open themselves.
Your choice of model and hosting
Use a commercial API with no-training terms, or an open-weight model on a dedicated UK or EU server for tighter control.
Stays in step with your files
The index refreshes on a schedule from SharePoint, Google Drive or a folder, so updated policies replace old ones in the answers.
Where your team already works
Staff can use it through a private web page with sign-in, or inside Microsoft Teams.
Question log
You can see what people ask and which questions had no good answer, which shows where your documentation has gaps.
How it runs.
- 01
Initial call
A free 15-minute call with Garreth about which documents your team searches and who should see what.
- 02
Pilot on one area
We index one set of documents, such as your staff handbook or product manuals, and give a small group access to try it.
- 03
Widen and secure
Based on the pilot, we add more sources, set up role-based access, and choose final hosting.
- 04
Roll out
Everyone gets access with a short guide. We review the question log after the first month and fill the gaps it shows.
Questions people ask.
Can the assistant make things up?
Language models can produce confident wrong answers. We reduce that by giving the model only your retrieved passages, telling it to say when they do not cover the question, and showing sources so staff can check. We also test it against a set of real questions before rollout.
Does our data leave our control?
With the private server option, documents and questions stay on a server we arrange and manage for you in the UK or EU. With the API option, text is sent to the provider to generate answers, under business terms that exclude training on your data. We explain both before you choose.
How much does it cost to run?
The build is a fixed quote after the call and pilot. Running costs are either API usage, which grows with the number of questions, or a fixed monthly server fee for the private option. We give you a monthly estimate for your team size before you decide.
Is this the same as a chatbot on our website?
No. A website chatbot talks to your customers and is built around sales and support. This assistant is for your own staff, sits behind a sign-in and can draw on internal documents that should never appear on a public site.
Your next chapter starts with a conversation.
Nottingham & Derby / UK-wideLet’s build
what’s next.
15 minutes with Garreth.
A real conversation about your business.