AI Knowledge Management
Knowledge management in your company: secure experiential knowledge before it leaves
Knowledge management in a company means capturing your employees' knowledge and making it accessible so that others can build on it. datadice also captures the knowledge that is not written down anywhere: customer knowledge, proven approaches and the reasons behind decisions.
An AI-assisted search makes it usable in daily work, with a source on every answer. At the IHK zu Coburg, one month passed between setting up an AI knowledge platform on Microsoft 365 and its acceptance.
Goal:Secure knowledge within your company
Last reviewed: · reviewed by Thomas Knorr, Managing Director datadice
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- Crack in the workpiece: check the tool first
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Example with fictitious data
At a glance
- What
- datadice structures and links your company knowledge; authorised employees access it with traceable sources.
- For whom
- Companies with experienced specialists whose knowledge about customers, machines and special cases is not written down anywhere.
- Outcome
- A knowledge system that connects systematically captured experiential knowledge with your documents and business systems, with cited sources and an agreed access-rights concept.
- Getting started
- Initial consultation, then a Strategy workshop
Funding:Small companies in Bavaria receive a grant of up to 50% from the Digitalbonus for the introduction. We prepare the application with you free of charge.
Go to the DigitalbonusA typical starting point
Your experienced employees hold a large part of your company's knowledge: knowledge about customers, proven solutions and the reasons behind important decisions. Much of it is not written down anywhere. When employees leave the company or a new generation takes on responsibility, this knowledge is at risk of being lost.
Our answer
We make preserving experiential knowledge plannable
The KOFA study 2026 recommends planning knowledge transfer early through tandems, mentoring and structured handovers. Customer knowledge, proven approaches and the reasons behind decisions remain accessible because we capture them in a structured way.
We are convinced that employees' experience holds customer knowledge, proven approaches and the reasons behind decisions. This knowledge needs to be secured systematically and made usable for others. That way, valuable knowledge is retained through staff changes and across generations and serves as a shared foundation for the company's further development.
For your management
Which task must not stall when a key person leaves?
datadice asks this question in the first conversation because it determines where to start. The first knowledge area is the one whose loss would hurt your company most.
That can be the maintenance of an old machine, the costing of custom builds or the care of a major customer whom the same person has known for years. Together with you, we name the two or three specialists who hold this knowledge. We plan the interviews while they are still with you.
Typical triggers are a succession, an announced retirement or a resignation. Your management gets an answer to how dependent the company is on individual people today, plus an order in which to change that.
Knowledge transfer
How is experiential knowledge captured?
In structured interviews. datadice asks your experts about concrete cases and asks for the reason behind every approach.
No manual answers “Why was this solution chosen?”. From the answers we write entries with the approach, the rationale and a contact person. Your experts review every entry before it is released.
We then connect them with maintenance logs, manuals and data from your business systems. Anyone who later asks how the fault on machine 3 was fixed gets the answer with its source and the name of the person who knows.
For your department
How does your team recognise a good answer?
A good answer cites its source, respects permissions and passes review by your experts. That is why datadice tests answer quality together with your team against real questions from daily work.
Before the rollout, we collect questions with the department that cause follow-up questions and rework today, for example from service, onboarding new colleagues or preparing quotes. These questions become acceptance cases.
Once the answers hold up for both the normal and the difficult cases, the system goes into daily use. We define beforehand who maintains the content. The datadice Academy trains your team to assess answers and maintain content.
Architecture
How datadice builds your knowledge system
Your experts put the content into context, so the connections behind agreements and solutions are preserved.
Step 1 of 4
Knowledge areas
Together we identify the business-critical knowledge areas, such as special cases in service.
Knowledge areas
Area: Service, custom builds
Knowledge holders: two experienced specialists
Outcome
What you receive
A knowledge system with agreed sources, an access-rights concept and expert quality review, so your employees can rely on it.
- Knowledge system with systematically captured experiential knowledge
- AI-assisted search and answer function
- Agreed source connections
- Source citations on every answer
- Agreed access-rights concept
- Expert quality reviews
- Knowledge transfer with the datadice Academy
- Operation and further development to the agreed extent
Scope
Knowledge management or WissensAgent SPIRA?
The WissensAgent SPIRA is the datadice product that connects mail, file storage, ERP and business systems into a company AI. Knowledge management is the work before and alongside it: capturing, classifying and maintaining experiential knowledge.
You can start with the WissensAgent SPIRA and add knowledge management as soon as it comes to areas where the most important knowledge is not written down.
View the WissensAgent SPIRAComparison
Standard software, custom development or datadice?
The table shows which knowledge sources each approach opens up.
| Criterion | Standard software | Custom development | datadice |
|---|---|---|---|
| Starting point | existing documents and file storage | the project's specification | experiential knowledge and documents from business-critical areas |
| Connection to existing systems | via the product's connectors | depending on the contract | agreed source connections to your documents and business systems |
| Your own business rules | within the configuration options | freely implementable | expert classification by your specialists |
| Quality assurance | by the vendor | as agreed in the project | source citations, access-rights concept and testing against questions from daily work |
| Operation and further development | with the vendor's releases | by separate agreement | responsibilities for maintenance and updates |
| Enabling your team | product training | as required | knowledge transfer and application with the datadice Academy |
Starting point
- Standard software
- existing documents and file storage
- Custom development
- the project's specification
- datadice
- experiential knowledge and documents from business-critical areas
Connection to existing systems
- Standard software
- via the product's connectors
- Custom development
- depending on the contract
- datadice
- agreed source connections to your documents and business systems
Your own business rules
- Standard software
- within the configuration options
- Custom development
- freely implementable
- datadice
- expert classification by your specialists
Quality assurance
- Standard software
- by the vendor
- Custom development
- as agreed in the project
- datadice
- source citations, access-rights concept and testing against questions from daily work
Operation and further development
- Standard software
- with the vendor's releases
- Custom development
- by separate agreement
- datadice
- responsibilities for maintenance and updates
Enabling your team
- Standard software
- product training
- Custom development
- as required
- datadice
- knowledge transfer and application with the datadice Academy
Application
In daily work
Your employees ask questions about their tasks and draw on the company's knowledge, so onboarding and service work from a shared foundation.
Your experts review answer quality against concrete questions from daily work.
Related project examples
AI Knowledge Management
Securing experience before it leaves the company
AI-supported access to your company's knowledge. Every answer names its sources, and permissions control access.
See the exampleInternal AI Assistant
Research and proposal preparation with an internal AI assistant
An AI assistant for agreed tasks, connected to approved company sources, with documented access rules.
See the example
Knowledge
Articles on this topic
Frequently asked questions
An objection we often hear
„We already have an AI search for our documents.“
What is AI knowledge management?
AI knowledge management captures your employees' experiential knowledge, connects it with your documents and business systems and makes it usable in the context of their work. AI-assisted access answers questions with a cited source.
Who maintains the knowledge?
Your responsible experts, with clear responsibilities. We define the responsibilities for maintenance and updates together.
Where do we start?
With the business-critical knowledge areas. In the initial consultation we clarify which knowledge is particularly valuable to your company and where it sits today.
Getting started
Which knowledge must not be lost in a generational change?
In the free initial consultation we clarify which knowledge is particularly valuable to your company and where it sits today. Afterwards you receive a short playbook.
Starting point:Strategy workshop