Knowledge Retrieval Platform for a Service Company
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TIMELINE
2 months
Unlocking Knowledge Across the Organization
A global engineering and services firm faced a common but costly problem: vital expertise was buried across drives, SharePoint folders, and archived emails. Engineers and consultants spent hours each week searching for the right document or reference, often recreating existing work.
Subduxion collaborated with the company’s IT and knowledge management teams to build an AI-powered retrieval platform that unifies information across silos and delivers reliable, context-aware answers in seconds.
The goal wasn’t just faster search - it was organizational intelligence: helping employees think, decide, and create with verified knowledge at their fingertips.
Information Everywhere, Answers Nowhere
Despite decades of accumulated reports, manuals, and project data, there was no single source of truth. Employees relied on outdated folders or personal bookmarks, and internal expertise was becoming invisible as senior staff retired.
How can we make our collective knowledge instantly searchable and trustworthy without overwhelming users with irrelevant data?
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SOLUTIONS
Understanding How People Search and Learn
Before building the platform, Subduxion conducted a series of discovery interviews with employees across engineering, finance, and operations. We observed how people actually searched for information, what keywords they used, and where frustration occurred.
From this deep-dive analysis, we designed a domain-specific retrieval architecture capable of:
Mapping unstructured documents into contextual categories (projects, assets, policies).
Enriching data with metadata for provenance and authorship.
Ranking responses based on accuracy and usage feedback.
To ensure adoption, we introduced the platform through “Knowledge Hours” - short internal sessions where employees learned how to interact with the system naturally (“Ask, don’t search”).
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RESULTS
A Trusted Assistant for Company Knowledge
The platform connects internal repositories, allowing employees to ask natural-language questions and get verified answers sourced directly from approved documentation. Each response cites its origin file and version, preserving traceability.
Built with modular architecture, the system supports adaptive learning: as employees rate and refine answers, relevance scores improve automatically. Managers can review emerging queries to identify knowledge gaps or training needs.
Real Impact on Productivity and Retention
65% faster access to relevant information
10% reduction in duplicated project work
90% of pilot users reported higher confidence in data reliability
Significant increase in cross-team collaboration and re-use of institutional knowledge
Beyond efficiency, the initiative changed the company’s knowledge culture. Teams began contributing proactively, knowing their expertise would be discoverable, attributed, and valued. What started as a technical deployment evolved into a sustainable, company-wide capability for knowledge retention.
65%
faster access to relevant information
10%
reduction in duplicated project work
90%
of pilot users reported higher confidence in data reliability
