The decision exists. Make it easier to find. An intranet and searchable knowledge for your foundation.

The decision is in an old minute, the current policy is on a shared drive and its interpretation lives with a colleague. We make selected material accessible and add search that points people to the relevant source.

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Establish the source material before generating answers

A new search tool cannot make an outdated policy current. We work with staff to identify valid guidance, archived versions and the people responsible for changes. Minutes, approved templates and working instructions need that context.

An assistant can then address questions within the approved collection: what was decided about a funding area, or which documents are needed for a payment? Answers should identify sources and make missing or conflicting information visible.

What the workflow could look like

01
Select the sources
Start with a defined collection, recording validity and ownership. Existing repositories can remain in use where their integrations and permissions allow a reliable connection.
02
Enforce access rights
Staff, board members and external contributors receive agreed permissions. Search must respect the same boundaries. We explicitly test questions about documents a user is not allowed to read.
03
Check answers and maintain knowledge
The team checks typical searches against originals. Updates and removals follow a defined maintenance process. Answers citing old versions are tested alongside successful results.

What we establish before building

We select private infrastructure or suitable dedicated hosting together. A hybrid arrangement specifies what may be processed externally. Retention of queries and maintenance access are part of that decision.

An intranet can also organise meeting packs, responsibilities and templates. Not every function needs a language model. We distinguish document organisation, ordinary search and AI assistance so only useful components are built.

Agree the scope and cost first

The first call is free. A focused AI audit costs EUR 500 excluding VAT and provides recommendations, concrete project ideas and guidance on safe use. We credit the full fee towards subsequent consulting or implementation. If we find no economically worthwhile AI use case, the audit fee is waived; only expenses agreed in advance remain payable.

Questions from foundation teams

Can we include old scans?

Text recognition may be needed. We check a sample for legibility and page references. An unusable scan should not be treated as a reliable source.

How can I tell whether an answer is correct?

The application should expose the source material so staff can check important statements. A citation by itself does not guarantee an accurate summary.

Does everyone see the same documents?

No. Roles and document access are agreed in advance and apply to search as well. New board members receive the access needed for their responsibilities.