Can artificial intelligence be used to search internal documents?
Efficiency question :
Artificial intelligence can search for and extract information from an organization’s internal documents. Although good document organization remains desirable, recent technologies can search collections of loosely structured data. AI can identify relevant information, connect documents, and present synthesized answers.
Key issues:
Data security, integrity, and confidentiality depend in part on how information is organized and how access rights are managed. Apply the principle of least privilege so each user and agent can access only the information required for their duties.
Challenges:
A sound document management strategy facilitates searches and limits unnecessary data volumes. SLV Expert favours separating current and historical data, with a designated person responsible for managing, archiving, and retrieving it as needed.
Technology:
Several AI platforms, including ChatGPT, Claude, and Microsoft Copilot, support agents that can search documents. The choice depends primarily on the IT environment, integration options, and the organization’s security requirements.
Developer's advice:
Do not stop at checking whether the agent works. Systematically test the reliability and accuracy of its answers and whether they comply with information-access rules. An effective agent should provide verifiable, error-free answers while respecting confidentiality requirements.