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Engagement · Data Setup for AI

Get the right answer from AI. Not a guess.

Your AI tool is only as good as what it can read. Right now it cannot read your files. So it guesses. We clean up your documents, SOPs, and records. We connect them to your AI tools. So when your team asks "what was our return policy last quarter?", they get the real answer. From your own records. Not a made-up one.

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3–4 weeks
Typical time from kickoff to a search-ready library
Your data
Stays yours. Stays where it belongs. We document where everything is.
No guessing
Answers come from your records, with the source attached.
Why AI gives you wrong answers

AI Cannot Answer Questions About Data It Cannot See

Here is what we find on almost every Discovery call.

Your knowledge is scattered

Some answers live in Google Drive. Some in email. Some in a shared folder nobody opens. Some only in one person's head. AI cannot read any of that until it is in one place.

So AI fills in the gaps

Ask AI a question about your business and it will answer. It sounds confident. But it is guessing, because it never saw your real records. The answer looks right. It is often wrong.

Old versions cause new problems

Three copies of the same SOP. Two are out of date. AI does not know which is current. It may pull the old one. Now a wrong answer goes out to a customer.

Nobody trusts the answers

After a few wrong answers, your team stops asking AI and goes back to hunting through folders. The tool is there. Nobody uses it. The setup never got done.

What We Ship

What You Get After 3 to 4 Weeks

A clean, search-ready library connected to your AI tools. And a simple way to keep it that way.

Your documents gathered in one place
SOPs, policies, contracts, customer records, FAQs, training docs. We pull them together from wherever they live now.
Cleaned up and de-duplicated
Old versions removed. Duplicates removed. The current version marked as current. So AI never pulls the wrong one.
Connected to your AI tools
Your library wired into ChatGPT, Claude, Copilot, or whatever you use. So your team can ask it questions in plain language.
Answers that cite the source
When AI answers, it shows which document it used. So your team can check it in one click. No more guessing whether to trust it.
Access rules that match your business
Customer records the support team can see. Pay data only HR can see. The right people get the right answers. Nobody else.
A simple "keep it fresh" guide
A short guide your office manager can follow to add new documents as they come in. So the library stays useful after we leave.
How It Works

Three to Four Weeks. Five Steps. No Surprises.

We have done this many times. Here is the path.

Find it
Three to four days. We list every place your knowledge lives now. Drives, email, folders, tools, and what is only in someone's head.
Sort it
About a week. We pull it together. We remove old versions and duplicates. We mark what is current. Your team confirms what is right.
Connect it
About a week. We wire the clean library into your AI tools. We set access rules so the right people see the right things.
Test it
A few days. We run the real questions your team asks. We tune until the answers are right and show their source.
Hand it off
One to two days. Named owner on your team. The "keep it fresh" guide goes live. 30-day check-in on the calendar.
What You Take Away

After This, Your Team Stops Guessing

No mystery boxes. No vendor lock-in. Your data and your library stay yours.

A search-ready library

Your real records, clean and current, that AI can read. You own it. You can move it. You can grow it.

A way to add new data

A simple guide your office manager can follow. New documents go in. The library stays useful.

A named owner on your team

Someone who knows where everything is and how it is set up. We help you pick the right person.

A 30-day check-in

We come back at day 30. We fix anything that is not working. Then you decide if you need more help.

Common Questions

What Businesses Ask Before They Start

Do we need AI Foundation Setup first?
It helps but it is not required. If your AI tools are already set up and your team has access, we can start here. If they are not, we usually do Foundation Setup first or fold a light version of it into this engagement. We sort this out in the first call.
What kind of data does this work with?
Documents and records. SOPs, policies, contracts, FAQs, training material, customer records, support history, product info. It is built for the knowledge your team looks things up in. It is not a database project. If your need is database or spreadsheet heavy, we will tell you in Discovery and point you the right way.
What happens to our data? Is it safe?
Your data stays yours and stays where it belongs. We use the business-level versions of AI tools, which do not use your data to train their AI. We set access rules so the right people see the right things. We write down where everything is and how it is set up. So you can show customers, auditors, or investors exactly how it works.
Our documents are a mess. Is that a problem?
No. That is the normal starting point. Cleaning up the mess is most of the work. You do not need to organize anything before we start. We do that part with your team.
How is this different from a company wiki or shared drive?
A wiki or drive stores files. A person still has to find the right one and read it. This lets your team ask a question in plain language and get the answer, with the source document attached. It works with your wiki or drive. It does not replace them.
How do we keep it from going stale?
We leave a simple guide your office manager can follow to add new documents as they come in. For most teams that is enough. If your documents change a lot, we can set up a way to keep it fresh on its own. We talk about which one fits in Discovery.
We are not technical. Will this still work?
Yes. None of this needs your team to write code. Your team asks questions in plain language. The technical parts are on us.
Can the answers be wrong?
Far less often than guessing, and you can always check. Every answer shows the source document it came from. Your team can click and read it in one step. We tune the setup during the engagement until the answers are reliable. For high-stakes answers, a person should still review. We are honest about that.
What if we want to switch AI tools later?
You can. Your clean library is yours and is not locked to one tool. If you switch, your data comes with you. We build it that way on purpose.
What ongoing costs should we expect after you leave?
Your AI tool subscriptions, and a small amount of your team's time to add new documents. No required retainer from us. Most clients come back for more work later, but only when they are ready.

Two Ways to Start

Take the AI assessment for a structured read on whether Data Setup is the right step for you. Or talk to us if you already know your team is getting bad answers.

Self-serve · 8 minutes

Take the AI Assessment

A short structured read on where AI fits your business. Tailored plan in your inbox.

Talk to us

Get a Quote

Tell us where your documents live and the questions your team asks but does not get good answers to. We will come back with a fixed quote and a kickoff date inside 3 business days.

Other AI Enablement Engagements

What Teams Pair This With

Data Setup makes AI accurate. These are the engagements that come before and after, in the order most teams take them.

AI Foundation Setup

Set up the right AI tools for your team. The right way.

Custom AI Workflows

Build 3 to 5 AI workflows your team will use every day.

Team AI Training

Get your whole team using AI well. Not just a few people.

AI Safe Use & Policy

Rules, audit logs, and ready answers to "what AI do you use?"