Guides
Here we answer the questions companies actually ask us – clearly, honestly and with Austrian law in mind. No jargon, no sales pitch.
Basics
Using ChatGPT with your own data: the complete guide for companies in Austria
Using ChatGPT with your own data: this guide shows companies in Austria every route – from copy and paste to RAG – including data protection and implementation.
AI knowledge base in your company: guides for trades, construction, law firms & more
What an AI knowledge base can do for your company depends on your industry. This guide covers document types, typical questions and pitfalls for each industry.
Connecting documents and systems: how your company knowledge gets into the AI
Digitising documents in SMEs: how to connect network folders, emails, the paper archive and existing systems to an AI knowledge base step by step.
Document management with AI compared: which solution suits your business?
Document management compared: cloud storage, DMS, SharePoint, AI assistants and an AI knowledge base – which solution suits your business?
AI and the GDPR in Austria: what companies need to consider with company data
AI and the GDPR in Austria: when data protection applies to AI use, what you should ask providers and what companies clarify before they start.
AI knowledge base in practice: the most common company use cases
Knowledge base use cases in practice: from quotes and instructions to answering phone enquiries – how Austrian SMEs put their company knowledge to work.
Knowledge management in SMEs: a practical guide for companies in Austria
Knowledge management in SMEs: how companies in Austria capture, document and find their experience – methods, tools and getting started.
ChatGPT & your own data
Vector databases explained simply: how AI understands documents
Vector databases explained simply: how AI plots your documents as points on a map of meaning and finds the right passage even without the exact words.
AI search vs. full-text search: what is the difference?
AI search vs. full-text search compared: taking a holiday policy as an example, this guide shows when exact word search is enough and when searching by meaning wins.
What is OCR? Text recognition in plain English
OCR text recognition in plain English: how scans and photos become searchable text, where OCR helps a business and where the technology reaches its limits.
Which documents belong in an AI knowledge base?
Which documents belong in an AI knowledge base? Instructions, reports and standards do; records stay in the ERP. With a table: suitable or not.
Training your own AI vs. RAG: what does an SME really need?
Train your own AI or use RAG? Why fine-tuning rarely makes sense for SMEs and why answers from your own documents are the more practical route.
How does semantic search work in documents?
Semantic search explained simply: how AI searches documents by meaning rather than wording – and why “holiday policy” also turns up “leave entitlement”.
Answers with sources: why evidence is essential for company AI
AI answers with sources: why evidence is essential for company AI – for control, trust and traceability in everyday business.
Why does ChatGPT give wrong answers to company questions? Understanding hallucinations
Understanding ChatGPT hallucinations: why the AI guesses convincingly instead of knowing when asked about your company – and how answers from your own documents reduce the problem.
Can I enter company data into ChatGPT? Risks and safe alternatives
Entering company data into ChatGPT – allowed or risky? This article explains GDPR risks, the differences between account types and safe alternatives for SMEs.
What is RAG? Retrieval-augmented generation explained simply
RAG explained simply: how retrieval-augmented generation works, why it reduces hallucinations and where the method still falls short today.
Can ChatGPT search my company documents?
Can ChatGPT search company documents? This article explains why it cannot do so directly, what uploads can achieve and how RAG search solves the problem.
What is an AI knowledge base? Definition and how it works
What is an AI knowledge base? What it is, how it works and how it differs from a DMS or a wiki – explained clearly for businesses in Austria.
Industry guides
AI knowledge base for car repair workshops: the practical guide
Document management in the car workshop: how repair know-how, manufacturer specifications and special cases stay findable for the whole team with AI search.
AI knowledge base for retail and wholesale: the practical guide
Document management in retail: how an AI knowledge base makes supplier agreements, product data and returns know-how easy for the whole team to find.
AI knowledge base for property management and real estate offices: the practical guide
Document management for property managers: how property files, resolutions and maintenance contracts stay quick to find per property with AI search.
AI knowledge base for law firms: a practical guide
An AI knowledge base for your law firm: how lawyers can make in-house knowledge, templates and procedures searchable – with professional confidentiality built in.
AI knowledge base for tax advisory firms: a practical guide
AI for tax advisers: how an AI knowledge base makes your firm’s standards, checklists and internal know-how easy to find – with data held in the EU.
AI knowledge base for electrical contractors: the practical guide
Document management for electrical contractors: how test records, system documentation and internal knowledge of standards become quickly findable with AI search.
AI knowledge base for plumbing and building services (HVAC): the practical guide
Document management for plumbers and HVAC installers: how building services firms make installation records, service reports and technician know-how findable with AI search.
Document management for construction companies: plans, delivery notes and site documentation under control
Document management for construction companies: how project files, OCR and AI search make delivery notes, daywork reports and site photos findable in construction.
AI knowledge base for trades businesses: a practical guide
How an AI knowledge base helps trades businesses find quotes, instructions and site photos fast – with OCR, smartphone upload and clear roles.
Connecting systems
Do I need to change my folder structure? Filing habits and AI
Should you reorganise your folders before bringing in AI? No: the AI search sits on top of your existing file storage. Here’s what stays and what changes.
Migration step by step: from folder-based filing to AI search
Moving to a knowledge base step by step: from reviewing your folders and shared drives to AI search – with a pilot area and clearly defined stages.
Connecting SharePoint content to an AI knowledge base
Making SharePoint documents searchable with AI: how to connect your existing content – without switching systems, with permissions and sources.
Mobile phone photos from the construction site as searchable documents
Using construction site photos as documentation: how mobile phone photos become searchable company documents with text recognition and project assignment.
Automatic tagging: an end to manual filing
Automatic tagging: how AI assigns customer, project and date by itself, why a person confirms the document type and what this saves when filing.
Old scans and poor PDFs: what text recognition can still make readable today
Make old PDFs searchable: what modern text recognition can get out of poor scans, where its limits lie and how to approach your legacy documents sensibly.
Making network folders and file servers searchable
Making a file server searchable: how AI search opens up network folders without reorganising your filing – connection, text recognition (OCR), permissions and limits.
Voice notes and dictation: capturing spoken know-how in your company
Transcribing voice notes at work: how technicians’ dictations become searchable knowledge – with speech recognition, automatic filing and sources.
Connecting Outlook and Microsoft 365: capturing email attachments automatically
File Outlook documents automatically instead of sorting them by hand: how rules, duplicate detection and assignment get email attachments into the knowledge base.
Digitising a paper archive: from the filing cabinet to AI queries
Digitise your paper archive without a huge project: review, scanning, text recognition, tagging – step by step from the filing cabinet to AI queries.
Comparisons & alternatives
Confluence and company wikis: why they often go unread
Looking for a company wiki alternative? Why Confluence and similar tools often go unread, what wikis really do well – and when chat access to documents is a better fit.
Checklist: 12 questions for every provider of AI document solutions
Choosing between DMS and AI providers? This checklist of 12 questions shows what you should ask every provider – and how to recognise good answers.
Local IT service provider vs. software platform: make or buy for SMEs
Looking for an AI solution for your SME? This fair comparison shows which route suits you: building it yourself with your local IT service provider or a ready-made platform.
Excel lists and folder chaos: why a filing system that just grew hits its limits
Organising digital filing: why folder structures and Excel lists reach their limits in a company and how an AI knowledge base takes over the searching.
Local AI in-house or EU cloud: which suits an SME?
Should you run AI locally or in the EU cloud? This comparison shows what running it in-house involves and when the EU cloud is the better choice for SMEs.
Build your own RAG with open source? DIY vs. ready-made solution
Building RAG yourself with open source? What a DIY build takes in time, maintenance and know-how, and who is better off with a ready-made AI knowledge base.
NotebookLM for company documents: what it can and can’t do
Using NotebookLM for company documents? What the tool does well for individual research and where it falls short on team use, data storage and integration.
Classic DMS vs. AI knowledge base: what is the difference?
DMS and AI knowledge base compared: what classic document management does, what AI adds and why the two often get on well together in a company.
ChatGPT Enterprise vs. your own AI knowledge base
Looking for a ChatGPT Enterprise alternative? This fair comparison shows when the AI assistant is enough for company knowledge and when your own knowledge base is the better fit.
What does document management cost? An overview of the cost factors
Document management costs explained: which factors determine the effort, which questions you should ask providers and what is often overlooked.
SharePoint for document storage: strengths, limits, alternatives
Looking for a SharePoint alternative for SMEs? An honest look at what SharePoint does well, where it falls short – and when an AI query is the better choice.
Microsoft Copilot vs. AI knowledge base: which is better for company knowledge?
Looking for a Microsoft Copilot alternative? This fair comparison shows when Copilot is enough for company knowledge and when an AI knowledge base fits better.
Law and data protection
GDPR erasure obligations: deleting documents correctly and verifiably
GDPR erasure obligations for documents: how to reconcile retention obligations with the duty to delete, build a deletion policy and prove deletions.
Shadow AI: when employees secretly use ChatGPT
Shadow AI in companies: why employees secretly use ChatGPT, what the risks are and how clear rules and safe alternatives help.
An AI policy for your company: a structured guide
How to write an AI policy for your company: an outline that sets rules on approved tools, prohibited input, approvals and training – practical for SMEs.
NIS2 and information security: does it affect my business?
NIS2 in plain English: which sectors and company sizes the EU directive covers, why Austrian SMEs are often affected indirectly and what to do now.
Data backup in SMEs: obligations and proven practice
Data backup in SMEs: which obligations management has, how the 3-2-1 rule works and why the restore test is what counts.
Getting access rights right: who should see which documents?
Setting document access rights in line with the GDPR: the need-to-know principle explained, a five-step role-based access plan and what to watch for with AI search.
Employee data and AI: the questions to settle before the roll-out
Using AI and employee data in line with the GDPR: legal bases, the limits of consent, the role of the works council and rules for AI use in the company.
Professional secrecy and AI: the technical questions behind the duty of confidentiality
Duty of confidentiality and AI: why professional secrecy is stricter than the GDPR, where AI tools are sensitive and how law firms and practices can use AI permissibly.
Scan instead of original: what the UGB and BAO say about digital retention
Legally valid digital archiving: what the UGB and BAO say about scanned records, which retention periods apply and when you should keep the original.
Is my data used for AI training? How to check providers
AI training on company data? How to check whether a provider uses your data to train its models: data processing agreement (DPA), training exclusion, consumer vs. business versions.
Where does company data have to be stored? EU servers, third countries and data transfers
Does company data have to be stored on EU servers? What the GDPR requires for transfers to third countries, why server location is not everything and how SMEs can check providers.
Retention obligations in Austria: 7 years and digital filing
Meeting retention obligations in Austria digitally: the 7-year rule under the UGB and BAO, a table of retention periods, scanning instead of paper and how it relates to the GDPR.
EU AI Act for SMEs: what applies from when?
The EU AI Act for SMEs explained clearly: risk classes, staggered deadlines after the 2026 AI Omnibus, AI literacy and what small businesses should do now.
Is ChatGPT GDPR-compliant? The legal position for Austrian companies
Is ChatGPT GDPR-compliant? What applies to Austrian companies with the free, Plus and business versions, and which internal rules you need.
Practice & use cases
Find and reuse old quotes faster
Find and reuse old quotes: how companies make use of proven wording and scope descriptions – without spending hours searching through folders.
E-invoicing and digital accounting documents: order in incoming invoices
E-invoicing in Austria: how SMEs bring order to filing and incoming invoices – the ERP keeps the accounting documents, the knowledge base the knowledge around them.
Making construction site documentation searchable
Digital, searchable construction site documentation: how companies find daily site reports, photos and minutes again – in everyday work and in a dispute.
Keeping contracts under control: find deadlines, terms and clauses fast
Contract management for SMEs: find deadlines, terms and clauses quickly – how companies make their contracts searchable and keep on top of them.
Holiday cover without chaos: keeping knowledge within reach
Holiday cover without chaos: how to keep knowledge available in your company when key people are on holiday – with a checklist to help you prepare.
Handling complaints: how did we solve this last time?
Documenting complaints so you can find them again: how your company can answer the question “How did we solve this last time?” much faster.
Digital maintenance instructions: on your phone instead of in a folder
Putting maintenance instructions online: how technicians find manuals, service reports and installation data on their phone instead of on the office shelf.
Funding for digitalisation and AI: what SMEs in Austria should know in 2026
Getting digitalisation funded: the status of programmes for SMEs in Austria in 2026 – KMU.DIGITAL exhausted, aws, FFG and the federal states, with process and pitfalls.
Going paperless: a step-by-step guide to digital filing
Going paperless in the office: a realistic step-by-step plan for SMEs – from taking stock to digital file storage you can search.
Time lost searching for documents: the silent time-waster in your company
Time lost searching for documents: where search time comes from in everyday work, what it leads to, and five questions to test your own company.
Knowledge management & organisation
Getting new employees up to speed: onboarding with an AI knowledge base
Onboarding with an AI knowledge base: how new employees get up to speed faster and experienced colleagues get time back – with answers from your own documents.
Knowledge management with AI: how to make company knowledge accessible
Knowledge management with AI: how SMEs make their company knowledge accessible – from instructions to service reports, with sources instead of frustrating searches.
AI knowledge base for manufacturing companies: a practical guide
Knowledge management in production: how an AI knowledge base keeps set-up instructions, machine know-how and shift handovers easy to find for everyone.
Retirement and resignation: how companies keep knowledge from being lost
Preventing knowledge loss when employees leave: how companies capture customer knowledge and experience before retirement or resignation – with a 5-step plan.
Want to see how it works?
In a 30-minute video demo we show you how it works with sample documents from your industry. If you’d rather talk first, tick the intro call box in the form.