An Internal Knowledge System with AI

Do you want colleagues to get quick answers to questions about products, policies, IT, processes, or customers? Then an internal knowledge system with its own chatbot is ideal. Thanks to Retrieval-Augmented Generation such a system is smarter than ever: employees ask questions in plain language, and the chatbot searches directly in your own documentation. This can be done completely securely, without data leaking to external parties – even if you use large language models from OpenAI or Google.

• Does the Answer Always Match Internal Reality
• Are Fabrications Avoided (as sometimes happens with pure LLMs)
• Is Confidential Data Never Shared Externally

Which Tools Can You Use?

Setting up your own knowledge system is possible with various products, depending on your preferences and requirements for privacy, scalability, and ease of use.

Chatbots and RAG Frameworks

• LlamaIndex (llamaindex.ai) – Open source, broadly applicable
• Haystack (haystack.deepset.ai) – Strong in enterprise search
• LangChain (langchain.com) – Powerful for integrations and customization
• OpenWebUI (open-webui.github.io) – Simple, modern web interface for chat and management

Vector Databases (for Document Storage and Fast Search)

• ChromaDB (trychroma.com)
• Weaviate (weaviate.io)
• Qdrant (qdrant.tech)

AI Models

• Large models in the cloud
  • OpenAI GPT-4
  • Google Gemini
  • Azure OpenAI Service

• Your own models (on-premises or private cloud)
  • Llama 3 (Meta), Mistral, DeepSeek, GPT4All, via Ollama or LocalAI

Important:
Many tools, including OpenWebUI and LlamaIndex, can connect both local (on-premises) and cloud models. Your documents and search queries never leave your own infrastructure, unless you want them to!

How to Easily Add Documents

Most modern knowledge systems offer a simple upload or synchronization function.
This works, for example, as follows:

1. Upload your documents (PDF, Word, txt, emails, wiki pages) via the web interface (such as OpenWebUI)
2. Automatic processing: The tool indexes your document and makes it immediately searchable for the chatbot
3. Live updating: If you add a new file, it is usually included in the answers within seconds or minutes

For Advanced Users:
Automatic connections with SharePoint, Google Drive, Dropbox, or a file server are easily achievable with LlamaIndex or Haystack.

Data Remains Secure and Internal

Whether you opt for proprietary models or large cloud models:

• You decide what goes out and what doesn't
• Integration with Single Sign-On and access control is standardly possible
• Audit Trails: who accessed what?

For sensitive information, it is recommended to use AI models on-premises or within a private cloud. But even if you deploy GPT-4 or Gemini, you can configure settings so that your documents are never used as training data or permanently stored by the provider.

Example of a Modern Setup

With OpenWebUI you can easily build a secure, internal knowledge system where employees can ask questions to specialized chatbots. You can upload documents, organize them by category, and have different chatbots act as experts in their respective fields. Read how here!

1. Adding and Categorizing Content

Uploading Documents

• Log in to OpenWebUI via your browser.
• Go to the section Documents or Knowledge Base.
• Click on Upload and select your files (PDF, Word, text, etc.).
• Tip: When uploading, add a category or label, such as “HR”, “Technology”, “Sales”, “Policy”, etc.

Benefit: By categorizing, the right chatbot (expert) can focus on relevant sources, ensuring you always receive an appropriate answer.

2. Chatbots with Specific Expertise (Roles)

OpenWebUI makes it possible to create multiple chatbots, each with its own specialization or role. Examples include:

• HR Bot: Questions about leave, contracts, employment conditions.
• IT Support: Help with passwords, applications, hardware.
• Policy Bot: Answers about company policy and compliance.
• Sales Coach: Information about products, pricing, and quotes.

Ready to Start or Need Assistance?

Want to quickly run a proof-of-concept? With, for example, OpenWebUI and LlamaIndex, you often have a demo online in one afternoon!
Do you need professional setup, integration with your existing IT, or guaranteed security?
NetCare assists with every step: from selection guidance to implementation, integration, and training.

Contact us for a no-obligation consultation or demo.

NetCare – Your Guide to AI, Knowledge, and Digital Security