Use case 06 · AI for Administration
How to build an internal AI knowledge base.
Create a governed internal assistant that helps staff find approved procedures, policies and institutional knowledge with sources attached.
Start with one workflowDiscuss this use case↗
The friction
What is happening now?
Knowledge management starts before an assistant is connected. Identify which procedures and policies are current, who owns them and which employees may see them. A larger document collection is not automatically a better knowledge base.
A practical system
Build an internal knowledge base around employee questions.
- 01
Define the employee task
Choose one team and collect real questions with expected supporting sources. Identify questions the assistant should decline because the answer is missing or restricted.
- 02
Prepare a small approved source set
Remove superseded material, name owners and retain access rules, dates and useful document structure. Resolve conflicting instructions before ingestion.
- 03
Test retrieval before the answer
Check information retrieval for relevance and permissions, then compare the generated answer with the expected source. Verify citations and behaviour when the material does not answer the question.
- 04
Test changes and ongoing ownership
Update, remove and restrict sample sources. Confirm the assistant reflects those changes, then review unanswered questions and assign maintenance to a named person.
Proof
Measure retrieval, permissions and answer support.
- Relevant permitted sources retrieved for reviewed employee questions
- Answers supported by those sources and useful source references
- Restricted or withdrawn material correctly excluded from retrieval
- Time to find a verified answer and effort required to maintain the source set
Human safeguards
Keep people in control.
- Permission-aware access
- Source citations
- Document ownership
- No unsupported invention
Before the pilot
Questions before an internal knowledge pilot.
Do we need to vectorize every company document?
No. Start with the employee task and an approved source set. Existing search may be sufficient; embeddings or a custom retrieval system should solve a demonstrated problem without bypassing source access rules.
What happens when a document changes or is removed?
The source owner needs a defined update and withdrawal process. Test that old material stops appearing in retrieval and answers, and preserve enough review evidence to investigate an outdated response.
Related resources
Explore the next step in this workflow.
One useful beginning
Bring us the real bottleneck.
We will map the people, information, exceptions and measure of success before recommending what should be built.
A practical first stepSchedule an opportunity session↗