Guides
Here we answer the questions companies really ask us – clearly, honestly and with an eye on the legal situation in Austria. No jargon, no sales brochure.
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 achieves in your company depends on the industry. This guide shows document types, search 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 use cases in a company
Knowledge base use cases in practice: from quotes and instructions to answering phone enquiries – how Austrian SMEs put their company knowledge to use.
Knowledge management in SMEs: the practical guide for businesses in Austria
Knowledge management in SMEs: how businesses in Austria secure, document and make experience findable — methods, tools, introduction.
ChatGPT & your own data
Cluster A
Vector database explained simply: how AI understands documents
Vector database explained simply: how AI places 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: using a holiday policy as the example, this guide shows when exact word search is enough and when search by meaning wins.
What is OCR? Text recognition explained simply
OCR text recognition explained simply: how scans and photos become searchable text, where OCR helps in a business and where the limits of the technology lie.
Which documents belong in an AI knowledge base?
Which documents belong in an AI knowledge base? Instructions, reports and standards yes, 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 in documents work?
Semantic search explained simply: how AI searches documents by meaning rather than wording – and why “holiday policy” also finds “leave entitlement”.
Answers with sources: why evidence is decisive for company AI
AI answers with sources: why evidence is decisive 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 solve 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 limits of the method lie 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? Definition, how it works and how it differs from a DMS and a wiki – clearly explained for businesses in Austria.
Industry guides
Cluster B
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: the practical guide
An AI knowledge base for your law firm: how lawyers make internal firm knowledge, templates and procedures searchable – with professional confidentiality built in.
AI knowledge base for tax advisory firms: the practical guide
AI in the tax adviser's firm: how firm standards, checklists and internal knowledge become findable with an AI knowledge base – 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 fitter 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: the practical guide
How an AI knowledge base in the trades makes quotes, instructions and site photos easy to find – with OCR, smartphone upload and clear roles.
Connecting systems
Cluster C
Do I have to change my folder structure? Filing habits and AI
Restructure your folders for document management before AI moves in? No: the AI search sits on top of your existing file storage. What stays and what changes.
Migration step by step: from folder-based filing to AI search
Migrating documents to a knowledge base step by step: from reviewing your folder-based filing to AI search – with a pilot area and clear stages.
Connecting SharePoint content to the AI knowledge base
Making SharePoint documents searchable with AI: how existing content is connected – without changing 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 knowledge in your company
Transcribing voice notes in your company: how fitters' dictations become searchable knowledge – with speech recognition, assignment and sources.
Connecting Outlook and Microsoft 365: capturing email attachments automatically
File Outlook documents automatically instead of sorting by hand: how email attachments get into the knowledge base via rules, duplicate detection and assignment.
Digitising a paper archive: from the filing cabinet to AI queries
Digitise your paper archive without a mammoth project: review, scan, text recognition, tagging – step by step from the filing cabinet to AI queries.
Comparisons & alternatives
Cluster D
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 an accumulated filing system reaches 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 vs. EU cloud: what suits an SME?
Local AI in your company or EU cloud? The comparison shows what running it in-house demands and when the EU cloud is the better choice for SMEs.
Build your own RAG with open source? DIY vs. ready-made solution
Build RAG yourself with open source? What a DIY build demands in time, maintenance and know-how, and for whom a ready-made AI knowledge base pays off instead.
NotebookLM for company documents: possibilities and limits
Using NotebookLM for company documents? What the tool achieves for individual research and where the limits lie for 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? This honest overview shows the strengths and limits of SharePoint – and when an AI query is the better choice.
Microsoft Copilot vs. AI knowledge base: which finds company knowledge better?
Looking for a Microsoft Copilot alternative? This fair comparison shows when Copilot is enough for company knowledge and when an AI knowledge base is a better fit.
Law and data protection
Cluster E
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 risks arise and how clear rules plus safe alternatives help.
An AI policy for your company: a structured guide
Creating an AI policy for your company: with this outline you regulate permitted tools, prohibited input, approvals and training – practical for SMEs.
NIS2 and information security: does it affect my business?
NIS2 explained simply: which sectors and sizes the EU directive covers, why SMEs in Austria are often affected indirectly and what makes sense 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 may see which documents?
Regulating access rights to documents in line with the GDPR: the need-to-know principle explained, a role concept in five steps and what to watch out for with AI search.
Employee data and AI: the questions to settle before the rollout
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 with company data? How to check whether a provider uses your data for training: data processing agreement (DPA), training exclusion, consumer vs. business version.
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
Cluster F
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.
Contracts under control: finding deadlines, terms and clauses quickly
Contract management in SMEs: find deadlines, terms and clauses quickly – how companies make their contracts searchable and keep track.
Holiday cover without chaos: keeping knowledge available
Holiday cover without chaos: how knowledge stays available in your company when key people are on holiday – with a checklist for preparation.
Handling complaints: how did we solve this last time?
Documenting and finding complaints 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
Making maintenance instructions available digitally: how fitters 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.
The paperless company: step by step to digital filing
Going paperless in the office: the realistic step-by-step plan for SMEs – from taking stock to searchable digital file storage.
Time lost searching for documents: the silent time-waster in your business
Time lost searching for documents: where search time arises in everyday business, what its consequences are, and five questions to test your own company.
Knowledge management & organisation
Cluster G
Training new employees faster: onboarding with an AI knowledge base
Onboarding with an AI knowledge base: how new employees become productive faster and experienced colleagues get relief – 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 search frustration.
AI knowledge base for manufacturing businesses: the practical guide
Knowledge management in production: how set-up instructions, machine know-how and shift handovers stay findable in the business with an AI knowledge base.
Retirement and resignation: how businesses keep knowledge from being lost
Preventing knowledge loss when employees leave: how businesses secure customer knowledge and experience before retirement and resignation – with a 5-step plan.
Questions about your case?
In a thirty-minute video demo we show you examples from your industry. In the form you can tick a callback if you would like to talk first.