Search company documents with AI, and see exactly where each answer came from
Your procedures, templates, and past project files already hold the answers. One team gets to find them, and folders people should not see stay closed.
The first call is free and takes 20 minutes. Paid discovery is booked only if the pilot looks like a fit.
What problem does a knowledge pilot solve?
You know the firm has done this before. The file is in a folder somewhere. Nobody can find it without interrupting the same senior person again.
For example, picture an 80-person engineering consultancy. Its standard operating procedures sit in SharePoint. Twenty years of past project files are split between SharePoint and Google Drive, depending on which office ran the job. A project engineer needs to know how the firm handled a similar retaining wall. They ask the one senior engineer who remembers, and wait.
The pilot gives that team a private search. They ask in plain English and get a short answer with links to the exact documents behind it. If the documents do not support an answer, the system says so instead of guessing.
That firm is an illustration. The same pattern fits any business whose know-how is buried in folders.
Where this lands
Where does the price land?
The floor is $7,500. Four things decide how far above it your build goes, and discovery measures each one:
- Volume of documents: one team's working library sits near the floor. Every project file since the firm was founded does not.
- State of the data: clean text documents are quick to prepare. Scanned PDFs, drawings, and duplicate versions of one procedure take more work.
- Number of access tiers: a team where everyone sees everything is simpler. Separate client, project, and HR permissions add work.
- Evaluation depth: a short set of test questions costs less than a large one signed off by several department heads.
How does the pilot run?
- 01Paid discovery
- 02Data and access review
- 03Scope and acceptance criteria
- 04Pilot build and evaluation
- 05Launch approval and handover
All ten steps, in detail
- Discovery kickoff. Raquel meets your named owner and IT contact and agrees which team the pilot serves.
- Source inventory. Every SharePoint site, Drive folder, and file type that could be in scope, listed with an owner.
- Access mapping. Who can open what today, so the pilot never shows a document to someone who could not already see it.
- Content quality check. Stale procedures, near-duplicate versions, and scanned files are flagged. You decide what is excluded.
- Test questions from real users. People on the pilot team write the questions they ask, with the answer they would accept.
- Scope and acceptance criteria. A written scope, a fixed price for the build, and the pass mark the pilot must meet. The $1,000 discovery fee is credited here if you go ahead.
- Pilot build. A contracted technical delivery partner builds the search to the spec Raquel writes, and Raquel reviews the work.
- Evaluation. The pilot is tested against your question set for correct answers, correct sources, and correct refusals. That includes permission tests with restricted accounts.
- Logging and rollback check. Every question and answer is logged. Switching the pilot off is tested before launch.
- Launch approval and handover. Your named owner approves launch, the team gets a short training, and you receive the admin documentation.
What do you walk away with?
- Discovery findings, delivered whether or not you proceed
- A source and access map of your document libraries
- Pilot scope with a fixed build price and acceptance criteria
- A working search pilot on approved sources, with linked citations
- Evaluation results measured against your own test questions
- Logging and a tested rollback plan
- Admin and user documentation
- A plain recommendation on whether to widen the pilot, hold, or stop
What has to be true before anything gets built?
Discovery confirms these six conditions. If one cannot be met, Raquel will say so before you pay for a build.
- Approved data sources: a written list of the folders and libraries the pilot may read, and the ones it may not.
- A named client owner: one person on your side who approves scope, test results, and launch.
- Access and security review: your IT contact confirms how sign-in and permissions carry over.
- Acceptance criteria: the pass mark is agreed in writing before the build starts.
- Logging: every question and answer is recorded so problems can be traced.
- A rollback path: a tested way to turn the pilot off without affecting your files.
What do you get, and what is this not?
What you get
- One team searching approved documents in plain English
- Answers that link to their sources, and an honest "not found" when there is no source
- Permissions that match the ones you already have
What this is not
- A private setup does not, by itself, make you compliant with any regulation.
- No guaranteed return on investment or time saved.
- Not a company-wide rollout. One team, one scope, then a decision.
- Not a substitute for professional judgment. A qualified person still reviews anything headed into a client deliverable, contract, financial, or employment decision.
What does your team need to bring?
- A named owner with authority to approve launch
- An IT administrator for SharePoint, Google Workspace, or wherever the files live
- Three to five people from the pilot team to write and check test questions
- A list of folders that must stay off limits, such as HR or client-confidential work
Five questions that set the build price
- How many documents does the pilot team actually rely on?
- How much of it is scanned, drawn, or duplicated?
- How many separate permission groups must the pilot respect?
- How many test questions, and how many people sign off on them?
- Does the pilot need to work inside a tool your team already uses, like Microsoft Teams?
What does it cost?
- Paid discovery
- $1,000, paid up front and credited toward the build
- What moves it
- Document volume, state of the data, number of access tiers, evaluation depth
- Payment
- Discovery paid up front; the build is 50% at signing and 50% at handover
What if it isn't worth it?
You see a fixed build price and a written pass mark before the build starts. If discovery says no, you keep the findings and pay nothing beyond the $1,000.
Knowledge pilots sit outside the founding client program.
Questions people ask before booking
Why can't you quote the build right now?
Because the cost lives in details nobody can see from a call. How many of your files are scanned? How tangled are the permissions? How many versions of the same procedure exist? Discovery measures those in two weeks. Quoting sooner would mean padding the price or surprising you later.
Does keeping it private make us compliant?
No. Keeping documents inside your own environment reduces exposure. Compliance still depends on your obligations, your contracts, and how people use the system. The pilot respects the permissions you already have and logs every question. Whether that meets a specific regulation is a question for your counsel or compliance lead.
What happens if discovery says no?
You keep the findings, the source and access map, and a written explanation. A "no" usually means the documents need cleanup first, or the permissions are too inconsistent to trust. You pay the $1,000 discovery fee and nothing more.
Who owns the system afterwards?
You do, once the final invoice is paid. It runs in accounts you control, on documents you own. The handover includes the admin documentation. Monthly monitoring is available after launch if you want it, but the pilot does not require it.