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 (RAG) 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 completely secure, without leaking data to external parties – even when you use large language models from OpenAI or Google.

• Is the answer always consistent with internal reality
• No fabrications are given (as sometimes with pure LLMs)
• Confidential data is never shared with the outside world

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Which tools can you use?

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

Chatbot and RAG frameworks

• LlamaIndex (llamaindex.ai) – Open source, widely applicable
• Haystack (haystack.deepset.ai) – Strong in enterprise search
• LangChain (langchain.com) – Powerful for integrations and custom solutions
• 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

• 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 queries never leave your own infrastructure unless you want them to!

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How to easily add documents

Most modern knowledge systems offer a simple upload or synchronization feature.
It works, for example, like this:

1. Upload your documents (PDF, Word, txt, e‑mails, wiki pages) via the web interface (such as OpenWebUI)
2. Automatic processing: The tool indexes your document and makes it instantly searchable for the chatbot
3. Live updating: Add a new file? It is usually incorporated into the responses within seconds or minutes

For advanced users:
Automatic integrations with SharePoint, Google Drive, Dropbox, or a file server are easily possible with LlamaIndex or Haystack.

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Data remains safe and internal

Whether you choose your own models or large cloud models:

• You decide yourself what is shared and what is not
• Integration with Single Sign-On and access management is available by default
• Audit trails: who has accessed what?

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

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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 let different chatbots act as experts in their own fields. Read on to learn how!

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1. Add and categorize 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 and you always get a suitable answer.

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2. Chatbots with their own specializations (roles)

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

• HR-BotQuestions about leave, contracts, employment conditions.
• IT-SupportHelp with passwords, applications, hardware.
• PolicyBotAnswers about corporate policy and compliance.
• SalesCoach: Information about products, prices and quotes.

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Start right away or prefer help?

Do you want to quickly run a proof-of-concept? For example with OpenWebUI and LlamaIndex you often have an online demo in one afternoon!
Do you want to set it up professionally, integrate it with your existing IT, or does it need to be truly secure?
NetCare helps at every step: from selection assistance to implementation, integration and training.

Take Contact sign up for a non-binding advice session or demo.

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NetCare – Your guide in AI, knowledge and digital security