AI integrations · Built on your records
AI integrations built on your own records
Once your records are digitized and sitting in a secure repository, we connect AI tools to that repository. Your team can ask questions in plain language, get summaries, extract data and run analytics on files you already own.
Capabilities
What you can do with it
The goal is simple: spend less time hunting through files and more time using what is in them.
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Ask questions of your archive
Search across millions of pages in plain language instead of folder names and keywords. Answers point back to the source document, so your team can open the original and confirm it.
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Summaries on demand
Get a readable summary of a case file, a run of meeting records or a long contract, with a link back to the full document when you need the detail.
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Extraction and structured data
Pull the fields you care about out of scanned pages using OCR, ICR and OMR, with AI-assisted and rules-based extraction. We deliver CSV, JSON, XML or database-ready schemas, with metadata built to your taxonomy and file plan.
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Analytics and trends
Dashboards and predictive views over records that used to live in boxes. See volumes, patterns and open items across years of files without compiling them by hand.
How it fits together
How it fits together
AI works best on records that are clean, searchable and organized. That is why this service sits on top of digitization rather than replacing it.
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Digitize
If your records are still on paper, film or tape, we scan them first, with chain of custody and quality checks. If they are already digital, we review what you have and what shape it is in.
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Repository
Your files live in a secure, searchable repository on a white-label platform such as ShareFile or Ignite, rather than on servers we run. Access is role-based, and data is encrypted in transit and at rest.
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Integrate
We connect ChatGPT or a third-party AI tool to that repository, scoped to your data, with permissions that follow your records. Where you already use SharePoint, OnBase, Laserfiche or a custom repository, we integrate with it.
Who it is for
Who it is for
It fits organizations that hold a lot of records and answer questions from them again and again.
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Agencies with retention-heavy archives
Federal, state and municipal offices that keep decades of files and need to find the right one fast.
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Colleges and registrars
Student, facilities and administrative records that staff look up every term.
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Legal and compliance teams
Contracts, case files and audit material that need to be searched, summarized and traced to a source.
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Operations teams that answer the same questions every week
Anyone who keeps digging through the same archive for the same kinds of answers.
How we take the risk out
Proof before commitment.
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The hard part is the records, and we have done that part for years. Most AI projects stall on messy input. Ours sit on an archive we digitized, indexed and quality-checked ourselves, so the tools read clean, structured files from day one.
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You see it work on your own files before you commit. We scope a pilot on one defined set of records and the questions your team already asks. You judge the answers, then decide how far to take it.
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Clean data is the whole game, so we control it. Scanning, OCR and indexing happen in our hands, under one project lead, which is why the results hold up.
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Your records stay yours. They live in your repository with your permissions, and we configure every tool so nothing is used to train public models. We walk you through exactly how before anything connects.
FAQ
Questions about AI integrations.
Do we need to digitize our records first?
Yes. AI tools work on digital, searchable text, so paper, film and tape need to be scanned and indexed first. If your records are already digital, we review how they are organized and whether they are searchable before we connect anything.
If you are starting from boxes, digitization is the first phase of the project and the foundation for everything after it.
Where does our data live?
In a repository on a white-label platform such as ShareFile or Ignite, not on servers we run. We choose that approach for security. The repository is set up with role-based access, and data is encrypted in transit and at rest.
Which AI tools do you use?
Typically ChatGPT or a third-party AI tool, connected to your repository. No single tool fits every organization, so we talk through your use case and the sensitivity of your records, then recommend a tool with you.
Can the AI see records it should not?
We scope each tool to the data you choose and set it up so permissions follow your records. During the pilot we test with real questions, including ones that should come back empty, and review the results with you before anything expands.
Can it cite where an answer came from?
We set tools up to point back to the source document, so your team can open the original and check it. AI can still make mistakes, so treat an answer as a fast route to the record, not a replacement for reading it.
How do you start a project?
With a call. We look at what records you have, where they live today and what questions your team keeps asking. From there we scope the work, starting with digitization if you need it, and plan a small pilot.
What does a pilot look like?
A pilot covers a defined set of records, such as one department or one record series, and a short list of questions your staff actually ask. We connect the tool, check its answers against the originals, and review together what worked and what did not before deciding on anything larger.
Can you connect it to our document management system?
Where you already use SharePoint, OnBase, Laserfiche or a custom repository, we can integrate with it. What is possible depends on how that system allows access and on your IT requirements, so we confirm the details during scoping.
Reviews
What clients say.
We are gathering reviews from past clients. If you would like references from organizations like yours, ask us and we will make the introduction.
Let’s talk through your use case.
Tell us what records you have and what questions your team keeps asking. We will reply by email or phone.
Or use the contact form