Artificial Intelligence Robot

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 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 provided (as is sometimes the case with pure LLMs)
  • Confidential data is never shared with the outside world

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

Vector databases (for document storage and fast search functionality)

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!

How to 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: Do you add a new file? Then it is usually included in the answers within a few seconds or minutes

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

Data remains secure and internal

Whether you choose your own models or large cloud models:

  • You decide for yourself what is and is not shared externally
  • Integration with Single Sign-On and access management is possible by default
  • 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 use 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 own field. 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", "Technical", "Sales", "Policy", etc.

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

AIR via Open WebUI

2. Chatbots with specific expertise (roles)

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

  • 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.

Get started right away or prefer some help?

Do you want to run a proof-of-concept quickly? With, for example, OpenWebUI and LlamaIndex, you can often have a demo online in a single 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 decision support 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 works as an AI consultant and manager. With extensive experience at large organizations, he can unravel a problem particularly quickly and work towards a solution. Combined with an economic background, he ensures business‑responsible choices.