Large corporations, franchises, and groups with subsidiaries all face the challenge of uniting multiple locations—and the many employees that come with them. How can you ensure information flows smoothly between headquarters and the field? Discover how AI can standardize and secure access to information for your teams.

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The challenge of internal information flow  

For many companies, accessing information is a real headache. 

The larger the structure, the more internal communication challenges arise… 

And as internal documentation becomes increasingly dense, it must be able to address several challenges: 

• Making internally produced information accessible and understandable for everyone, without spending hours searching: an employee shouldn't have to spend hours digging through files for a procedure that takes 5 minutes to execute.
• Answering questions from subsidiaries or employees, which are often numerous and varied (HR procedures, memos, company policies, etc.), to lighten the workload for support departments.
• Harmonizing practices (Standardization): Ensuring that the procedure applied in Lyon is the same as in Lille. For franchise networks or multi-site groups, this is an operational imperative: guaranteeing that brand, safety, and quality standards are met uniformly, everywhere, all the time.

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This is where the internal documentation "repository" system must be high-performing. Often, employees know the information exists but don't know where to find it, and can sometimes feel overwhelmed by the sheer volume of available data. 

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Sometimes risky solutions 

To overcome this issue, every company has its own solution: 

• Shared drives/folders: Useful for small businesses, but quickly becomes chaotic for larger organizations. You end up buried under a mountain of folders, with risks of version errors and sometimes haphazard filing. 
• Intranets: Often used in larger companies, intranets may seem like an effective solution, but many are outdated, difficult to use, and unappealing, especially to new hires. As a result, they are often ignored by users and can even pose security risks if they become obsolete. 
• Using external AI tools: This new solution is often widely used by employees—without management even knowing. This phenomenon is known as "shadow IT" and is a major new risk. To save time, employees copy and paste internal documents into generative AI tools. 

But by asking a public AI to summarize a confidential memo, employees expose the company to data leaks and the loss of intellectual property.

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Internal corporate AI: the solution for streamlining document searches in large organizations 

As we have seen, the use of AI is becoming increasingly widespread in companies, and bringing it in-house would be a game changer. 

• The issue of efficient document filing is a thing of the past 
• The interface is simple and welcoming; you ask a question in natural language, and the AI provides a straightforward answer 
• The system is internal to the company and therefore much more secure than a "public" AI; your data never leaves your secure environment

All teams could have access to the same information, without wasting time and within a secure framework. 

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How does it work? 

To ensure the AI provides the right information to the employee, we provide it with a pre-validated document base to draw from.

The documents in this base are broken down and transformed using a specific AI model (embedding) to make them "readable" by the system, which then analyzes and categorizes them to understand the "deep" meaning of the ideas they contain, rather than just keywords.

When a question is asked, it is transformed in the same way. 

The system then simply searches for semantically similar elements within the pre-provided database. 

The question and this set of documents are then sent to an LLM, which is capable of providing a well-founded, structured response in "human" language. 

The information is structured, clear, and easily and quickly accessible, much like an internal search engine. 

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You have the documents, we have the technology to make them talk. Let's discuss your growth challenges and build your custom solution, contact us!