Pick one useful area first.
A pilot might cover product manuals, working procedures or a particular set of internal questions. We agree what is included, who can use it and the questions to test. Any paid pilot or discovery work is priced before it starts.
Keep access attached to the information.
Sign-in is the start of access control. The system also needs to restrict which documents a person can search and retrieve.
The pilot should include attempts to reach material outside that person’s role, as well as ordinary questions. We agree how separate customer workspaces are kept apart where the application serves more than one business.
Show where an answer came from.
The assistant retrieves relevant passages and asks a model to answer using them. Source links let staff check the original.
We test questions with a clear answer, missing information and conflicting documents. A language model can still give a wrong answer, so checking the source remains part of using it.
Decide what reaches the model.
An API-based assistant sends selected text to its model provider. An appropriately licensed open-weight model can use a separately scoped private-server arrangement.
We explain the proposed data flow, supplier terms and costs before choosing a route. A private login alone does not establish where processing happens.
Keep the knowledge current.
The scope names document sources, update arrangements, failed-import handling and removal. We check what happens when a document changes or is withdrawn. Staff need a way to report an answer that needs attention, and someone needs responsibility for the source material.
Agree the handover.
The proposal covers access administration, document management, model and hosting accounts, support, usage and exit. This website explains the service; it does not provide a live document assistant or a tested customer workspace.