Approved documents only
The first version can start with a limited document set such as policies, procedures, manuals, templates or sample reports.
Private document assistant
Ask questions from your own documents without uploading them to public AI tools
A private document assistant helps staff search policies, procedures, manuals, reports and internal knowledge using a familiar ChatGPT-style interface. The difference is that the assistant is built around approved business documents and can show where an answer came from.
Gen AI Solutions builds private, offline, self-hosted and open-source options for Irish businesses that handle sensitive information.
What it is
A safer way to search internal knowledge
Instead of staff pasting confidential files into a public AI tool, a private document assistant works from a controlled set of files. It can help answer routine internal questions, point people to the right policy, summarise approved material and reduce reliance on memory or folder hunting.
Source references
Answers can include references back to the files or sections used, so staff have a route back to the original material.
Private deployment options
Depending on the use case, the system can run locally, self-hosted or on controlled infrastructure instead of a public AI platform.
Who it helps
Useful for teams with repeated document questions
Accountants and bookkeepers
Search internal procedures, client service templates, tax checklists and training notes without exposing confidential files.
Solicitors and legal offices
Help staff find approved precedents, office procedures and internal guidance while keeping legal documents under control.
Medical, dental and care practices
Search practice policies, admin procedures and staff training notes without using public AI for sensitive material.
Engineering and construction firms
Ask questions across method statements, manuals, project procedures and technical documentation.
Plain-English technical note
Where RAG fits
RAG means retrieval-augmented generation. In plain English, the assistant first looks for relevant passages from approved files. It then uses those passages to draft an answer. This is why a private document assistant can answer from your material rather than relying only on general AI knowledge.
RAG is useful when your business wants answers grounded in its own policies, procedures, manuals, reports or internal knowledge. It is still important for people to review answers before using them for client work, legal work, medical decisions or other high-risk tasks.
When fine-tuning matters
Fine-tuning is not always the first step
Fine-tuning means adjusting a model using examples so it behaves more like a specialist system. It can be useful for repeated, well-defined tasks or very specific language patterns.
For many Irish SMEs, a private document assistant should be tested before fine-tuning is considered. It is usually simpler to start with approved documents, clear access rules and staff training.
What gets delivered
A controlled first version, not a vague AI project
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1
Use-case selection
We choose one practical document workflow and agree what should stay out of scope.
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2
Document review
We identify approved files for the pilot and discuss access, privacy and retention needs.
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3
Private assistant setup
The assistant is configured around the approved documents using local, self-hosted or controlled options where appropriate.
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4
Testing and handover
Staff test real questions, learn how to check sources and get clear guidance on safe use.
Not sure where to start?
Start with the AI Privacy and Readiness Audit
If you are unsure which documents, tools or workflows are safe to test, the audit gives you a practical first step before any build work.
FAQ
Private document assistant questions
What is a private document assistant?
It is a ChatGPT-style assistant that answers from approved business documents, policies, procedures or manuals. It can be designed so sensitive files stay on your own hardware or controlled infrastructure.
Is this the same as RAG?
RAG is the technical method often used behind the assistant. It retrieves relevant passages from your approved documents before the AI drafts an answer.
Do we need fine-tuning?
Often no. Many projects start with retrieval over approved files. Fine-tuning is considered only when there is a clear reason, such as a specialised repeated task or domain language that retrieval alone cannot handle.
Can it run offline?
Depending on the workflow, hardware and model choice, a private document assistant can be designed for local, offline or self-hosted use.
Can staff trust every answer?
No AI system should be treated as automatically correct. Staff should review important answers, check sources and use human judgement for client, legal, medical, financial or operational decisions.