Artificial Intelligence Robot

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 a custom 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 through your own documentation. This can be done completely securely without leaking data 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 produced (as can sometimes happen with pure LLMs)
  • Confidential data is never shared with the outside world

What tools can you use?

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

Chatbot and RAG frameworks

Vector databases (for document storage and fast searching)

AI models

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!

This is how you easily add documents

Most modern knowledge systems offer a simple upload or synchronization function.
For example, this works 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: Add a new file? It is usually included in the answers within seconds or minutes

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

Data remains secure and internal

Whether you choose your own models or large cloud models:

  • You decide what goes out and what stays in
  • Integration with Single Sign-On and access management is possible by default
  • Audit trails: who has accessed 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 your settings so that your documents are never used as training data or stored permanently 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 here how!

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: Add a category or label when uploading, such as "HR", "Technology", "Sales", "Policy", etc.

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

AIR via Open WebUI

2. Chatbots with dedicated specializations (roles)

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

  • HR Bot: Questions about leave, contracts, employment conditions.
  • IT Support: Assistance with passwords, applications, hardware.
  • PolicyBot: Answers regarding company policy and compliance.
  • SalesCoach: Information about products, prices, and quotes.

Get started right away or prefer some help?

Want to run a quick proof-of-concept? With for example OpenWebUI and LlamaIndex, you often have a demo online in just one afternoon!
Do you want to set it up professionally, connect it to your existing IT, or does it need to be truly secure?
NetCare helps with every step: from selection guidance to implementation, integration, and training.

Contact contact us for a no-obligation consultation or demo.

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

Gerard

Gerard is active as an AI consultant and manager. With extensive experience at large organizations, he is able to unravel a problem and work towards a solution exceptionally quickly. Combined with an economic background, he ensures sound business decisions.