Enterprise Knowledge Search Across Company Files

Enterprise knowledge search indexes shared drives, mail attachments and document stores so staff can search by meaning instead of file name. Results respect who is allowed to see what.

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Files nobody can search

Shared folders often hold files under names that made sense to whoever saved them. The same rate list may exist in three copies with dates in the file name and none inside. A policy sent as an attachment may still be quoted after it was replaced. Staff then depend on the one colleague who remembers where things are.

How the index is built

Sources connected

Shared drives, cloud storage and mail attachments are read on a schedule, so new documents appear in the index without anybody having to upload them by hand.

Scans read first

Image-only PDFs are converted to text. Otherwise scanned circulars stay invisible to any search.

Permissions carried

Each document keeps the access rules of its source. Those rules are applied before results are returned, not after.

Versions handled

Superseded copies are marked so the current document ranks first, which matters more than raw search quality.

Search or an assistant

Search returns documents and leaves the reading to you, which suits contracts, drawings and anything where exact wording matters. An assistant answers in a sentence and cites its source, which suits routine questions. Many businesses end up running both side by side, each used for the kind of question it suits. Search is usually the safer place to start.

FAQ

Frequently asked questions

Does enterprise knowledge search replace our shared drives?

No. Files stay where they are and the search sits over them as an index. Nothing is moved, and removing the search later leaves your folders untouched.

Can someone find a document they should not see?

Not if the source permissions are correct, because those are applied at query time. Where a drive is open to everybody today, indexing tends to expose that, and fixing it is part of the work.

How long does indexing take?

It depends on volume and on how much of it is scanned images, which are slower to process. The first index takes longest, after which only changes are picked up.

What happens to a document after it is deleted?

It drops out of the index on the next run, and can be removed immediately where that matters. Deletion at the source is the authority, never the index.

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