An Internal Knowledge System with AI

Do you want colleagues to quickly get 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 (RAG) such a system is smarter than ever: employees ask questions in plain language, and the chatbot searches directly within 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 align with internal reality
• No fabrications are provided (as sometimes happens with pure LLMs)
• Confidential data is 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 & RAG

• LlamaIndex (llamaindex.ai) – Open source, widely 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

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

AI Models

• Large Cloud Models
  • OpenAI GPT-4
  • Google Gemini
  • Azure OpenAI

• Custom Models
  • 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 searches will never leave your own infrastructure unless you choose otherwise!

How to easily add documents

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

1. Upload Documents (PDF, Word, txt, emails, wiki pages) via the web interface (like OpenWebUI)
2. Automatic Processing: The tool indexes your document and makes it immediately searchable for the chatbot
3. Live UpdatesIf you add a new file, it will usually be included in the answers within seconds or minutes.

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

Data Stays Secure

Whether you opt for proprietary models or large cloud models:

• You decide what is and isn't shared externally
• Integration with Single Sign-On and access control is standardly possible
• Audit Trails: who consulted what?

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

Modern Setup Example

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. Add Content

Document Upload

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

Advantage: By categorizing, the correct chatbot (expert) can focus on relevant resources, ensuring you always receive an appropriate answer.

2. Specialized Chatbots

OpenWebUI allows you 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.
• PolicyBot: Answers regarding company policy and compliance.
• SalesCoach: Information about products, pricing, and quotes.

Start Now?

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

Contact for a no-obligation consultation or demo.

NetCare – Your guide to AI, knowledge, and digital security