Policies, procedures, product sheets and contract templates are spread across shared drives, email attachments and old intranet pages. New staff ask colleagues, experienced staff answer the same questions again and again, and people sometimes act on an outdated version of a policy because they could not find the current one. The knowledge exists, but finding the right answer takes too long.
Kemlat builds an assistant that searches only the documents you approve and answers employee questions with a reference to the exact source. Access follows your existing permissions, so a person only gets answers from documents they are allowed to open. We prepare and organise the content first, test the answers with your teams, and train document owners to keep the sources current.
How we work
- 01
Select and clean sources
We agree which documents the assistant may use and remove outdated, duplicate and draft versions. Each source gets an owner who is responsible for keeping it current.
- 02
Map permissions
We map who may see each group of documents, usually by department or role, based on your current access rules. Sensitive files such as salaries or personal records stay out unless there is a clear reason and a control.
- 03
Build search and answers
The assistant finds the relevant passages in the approved documents and writes an answer from them, naming the document and section. When the documents do not contain the answer, it says so instead of guessing.
- 04
Test with real questions
Your teams supply real questions, and we check every answer against its source for accuracy and completeness. Weak answers often point to unclear documents, which we flag to their owners.
- 05
Launch and train
We launch to an agreed group first and teach users to open the source before acting on an important answer. Document owners learn how to add, update and remove content.
- 06
Monitor and report gaps
We review unanswered questions and user feedback, and report where your documentation is missing or unclear.
What you receive
Prepared sources and permissions
A cleaned set of approved documents, each with an owner, and access rules mapped to departments or roles.
Assistant with sourced answers
An assistant available to staff in the agreed tool, answering in Arabic or English and naming the document and section behind each answer.
Answer quality test record
The test questions, the answers checked against the sources, and the corrections made before launch.
Training for users and owners
Short sessions for staff on asking questions and checking sources, and for owners on keeping content current.
Usage and gap report
A periodic summary of common questions, unanswered questions and documents that need updating.
What changes for you
- Employees find the current policy or procedure quickly, without searching folders or asking around.
- Every answer can be checked against its source, so staff can confirm it before acting.
- Confidential documents stay visible only to the people allowed to see them.
- Gaps and contradictions in your documentation become visible and get fixed.
Where this service sits in the KEMLAT Method
Scope: AI usage has running costs that depend on the number of questions and documents, billed separately. The assistant answers from your documents and does not replace the judgement of HR, legal or finance staff on individual cases.
Questions clients ask
Where will staff use the assistant?
It can sit in a tool your staff already use, such as Microsoft Teams, or on a simple internal web page. We agree the option during design based on your systems and security rules.
Will our documents be used to train public AI models?
We choose AI services whose business terms state that customer data is not used to train their models, and we document where your data is stored and processed. The design is also reviewed against your policies and Jordan's Personal Data Protection Law of 2023.
What if a document is wrong or outdated?
The assistant repeats what the document says, so document quality matters. Each source has an owner, and the gap report highlights questions that suggest a document is unclear or out of date.
Can it answer from our ERP or CRM data?
This service covers documents and written knowledge. Questions about live figures in your enterprise resource planning (ERP) or customer relationship management (CRM) system need a different design with its own access controls, which we can assess separately.
Who maintains it after launch?
Document owners in your team keep their content current. Kemlat can continue monitoring, quality checks and updates as an ongoing service if you prefer.
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