Pilot
Try Hakoteca on your own documents and processes
- Server installed in your office
- A first set of your documents, ready to ask about
- Starter questions set up for your team’s roles
- Time savings measured in your own processes
Private AI assistant
AI for the records that can’t go to the cloud.
Hakoteca answers your staff’s questions from your own documents and business records, and shows the source of every fact. It runs inside your office, installed and maintained by us. Nothing is sent to a cloud AI.
An actual answer from the Rosewood Manor demo. The data is fictional.
The problem
The answers are already in your records. Finding them, and checking them against the rules, takes hours.
Care homes, law firms and studios run on records: care plans, case files, contracts, schedules and rotas. Staff spend a large part of the day looking things up and checking records against rules and deadlines.
- Looking things up across folders, files and systems
- Checking records against rules, deadlines and contracts
- Keeping patient, client and HR data out of public chatbots
How it works
The AI finds and cites. You decide.
- 1
Ask in your own words
Staff ask in a chat window in English, Japanese, Spanish or German. New users can start from suggested questions set up for their role.
- 2
It looks only where you may look
Hakoteca searches the document collections and reads the records that the person’s role allows, and nothing else. Database connections are read-only: it cannot change a record.
- 3
It shows its sources
Each answer cites the document and page it used and reports what the record lookup returned, so every fact can be checked with one click.
- 4
You decide
Answers can be wrong; that is why they cite sources. Hakoteca prepares the information. Professional judgement stays with your staff.
Demos
Five organisations. Dozens of planted problems. See what it finds.
Each demo is a fictional organisation with synthetic records and real rules, cited with their source. We planted problems in the records, and also correct records that only look suspicious, so you can see whether Hakoteca tells them apart.
汐見の杜
Shiomi no Mori
Nursing home in Japan, 50 beds
About 42 planted problems
Rosewood Manor
Residential care home in England
Planted problems across care, staff and equipment
Almenara Abogados
Boutique law firm on the Costa del Sol, Spain
30 planted problems
Kanzlei Siehbach & Partner
Business law firm in Zug, Switzerland
27 planted problems
Mosslight Studio
VFX studio in Tokyo, 40 people, international team
23 planted problems
Security and privacy
Built for data that cannot go to a public chatbot.
Local AI models
The AI models run on the server in your office. No question, document or answer is sent to a cloud AI service, and there is no cloud fallback.
Read-only connections
Hakoteca connects to your databases with read-only accounts, and every query is limited in size and time. The lookup code runs isolated, with no access to the network or to credentials. It cannot change your records.
Support access only when you allow it
Our engineers have no standing access to your server. When support is needed, you approve the access, it is limited in time, and it ends automatically.
Access by role, enforced on the server
Each role grants specific document collections, lookups and administration rights. Even if a button were shown by mistake, the server refuses.
Private history
Each person’s conversations are private to them. If a document is permanently erased, old answers stop showing it.
Audit log, originals untouched
An append-only security audit log that administrators can review and export to CSV. Hakoteca reads copies of your documents and never modifies the originals.
Deployment
A server in your office, maintained by us.
Rent a managed server from us or buy the hardware yourself: whichever suits your procurement. Either way, the server stands in your office: we install it inside your network, connect your document folders and network shares, and take care of maintenance and updates.
How to get started
Start small with your own data, then grow. Pricing depends on the deployment; contact us for a quote.
Standard
Hakoteca for your whole team
- Managed server rented from us, or hardware your organisation owns, installed in your office
- Documents synced from your folders and network shares
- Roles and permissions for each team
- Maintenance, updates and support
Custom
Answers from your business systems
- Everything in Standard
- Read-only lookups built for your databases
- Checks for the rules of your sector
- On-site engineering support
See it on records like yours.
Ask for access to a demo, or tell us about your processes and we will estimate the time savings with you.