Information finding for Scottish businesses
Help people reach the right source sooner
Information finding helps staff locate relevant material across approved business sources. Stratiis helps organisations define the questions worth testing, check ownership and access, and make it easy for users to open the original document before they rely on an answer.
What is AI assisted information finding?
AI assisted information finding uses a tool to search permitted documents or systems and present likely relevant sources, sometimes with a short answer. A person should be able to see which source supports a claim, check that it is current and apply their own judgement. The tool must respect the organisation’s access and information handling rules.
Potential value
Reduce time spent looking for known information
A good result points to trustworthy material and helps the user decide what to read next.
Faster discovery
Locate likely relevant documents and owners from a clear question.
Less repeated searching
Make approved guidance easier to find across teams.
Better source context
Show the passage, version and location behind an answer.
Visible gaps
Reveal outdated, duplicated or missing content that needs an owner.
Pilot design
What should an information finding plan include?
Begin with real user questions and the sources that should answer them.
| Area | Question to answer | Useful output |
|---|---|---|
| User questions | Which questions take time today, and what would a useful result show? | Use case and search baseline. |
| Source inventory | Where are the approved answers, and who owns those locations? | Named sources and owners. |
| Quality | Are documents current, complete, consistently named and free from conflicting versions? | Content fixes before or during the pilot. |
| Permissions | Should every user be allowed to see every result and source passage? | Access review and test cases. |
| Information handling | May the chosen service index or process the content under policy and service terms? | Approved data boundaries. |
| Result design | Can users open the source, see its date and distinguish an answer from a suggestion? | Source-first result format. |
| Review and support | Who checks wrong answers, stale content and user reports? | Escalation and maintenance route. |
Product selection should follow the required sources, permissions and checks, rather than set the scope of the business question.
Practical starting points
Where can information finding help?
Choose questions with an identifiable, authoritative source and a named content owner.
Internal policies
Guide staff to the current policy and relevant section, with its owner and date.
Process instructions
Find an approved procedure and any exceptions a user needs to read.
Project records
Locate agreed decisions, status updates and handover material for authorised teams.
Service guidance
Help a colleague find the right support document or contact route.
Document libraries
Improve naming, ownership and access where files are difficult to find.
Microsoft 365 content
Review where approved information sits and how permissions affect discovery.
How support starts
From real questions to a verified pilot
Test whether users reach the correct current source, including difficult and ambiguous requests.
Choose
Collect frequent questions and identify the sources that should answer them.
Prepare
Review source quality, permissions, indexing scope and service terms.
Test
Try representative users and questions, then check source links and wrong answers.
Decide
Measure usefulness, resolve gaps and assign ongoing content ownership.
AI Assistance provides the wider approach to evaluating the tool and human review.
People and safeguards
Make the source, not the generated answer, easy to trust
The content owner and user both have a role in checking whether a result is suitable.
What Stratiis helps plan
A defined question set and success measures.
Review of source locations, access and information rules.
Testing for relevance, source links and permission boundaries.
Guidance for users and a route to report bad results.
What your team owns
Authoritative documents and their current versions.
Who may see each source and use its contents.
Interpretation of policies, exceptions and decisions.
Correction, approval and ongoing content maintenance.
Review controls
What should users check in a result?
Present enough context to let a person verify the answer against the original.
| Check | Why it matters | Practical action |
|---|---|---|
| Source | A plausible answer may not be supported by the cited document. | Open the linked passage and compare the claim. |
| Currency | Older versions can conflict with current guidance. | Show dates and owners; review version conflicts. |
| Completeness | A result may omit a condition or exception. | Read the surrounding section for material decisions. |
| Permission | Search must not expose restricted material or snippets. | Test with users who have different access rights. |
| Ambiguity | A broad question may have more than one valid interpretation. | Ask for clarification or show alternatives and their sources. |
| No result | Silence can be mistaken for absence of a rule. | Offer a named contact or escalation route. |
Where exact wording or specialist judgement matters, direct the user to the source owner and the established approval process.
Measure the result
Check whether people find the right information
A useful pilot measures source quality and user behaviour, not just the speed of a response.
Relevant results
Record whether the correct source appears for a real question.
Current content
Track outdated, duplicated or missing documents revealed by searches.
Access control
Confirm restricted results stay within permitted audiences.
User confidence
Ask whether users can verify and act on what they found.
Connected services
Build finding on well managed information
Access, ownership and adoption often determine how valuable search can be.
Common questions
Information finding FAQs
Short answers about finding business information with AI assistance.
What is the difference between information finding and a document summary?
Information finding helps locate relevant sources or passages for a question. A document summary condenses material already identified. Both need source checks for important use.
Does the tool answer questions from all company files?
Only the sources and connections deliberately included should be in scope, subject to the product’s capabilities, permissions and your information rules.
Can a result be trusted because it cites a source?
No. Open the cited passage and check that it is current, relevant and actually supports the claim, especially for a consequential decision.
How do we stop staff seeing restricted information?
Review permissions on source systems and test results with users who have different rights before wider use.
What if policies have conflicting versions?
Identify the authoritative version and owner, retire or label older copies and test that users are directed to the current source.
Do we need perfect data before a pilot?
Focus first on the source set for the chosen questions. Document gaps and decide whether they prevent a reliable test.
How should users report a wrong answer?
Provide a simple route to flag the result and source, with an owner who can investigate, correct content and update guidance.
How do we measure success?
Compare time to find the correct source, result relevance, permission behaviour, content corrections and user feedback with the current approach.
Talk to Stratiis
Make trusted information easier to find
We can help define a focused pilot, check its source and access boundaries, and measure whether users reach the right information.
