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Solution blueprint

A cited policy assistant for a regulated operations team

How we design a retrieval-augmented assistant that answers staff questions from policies and procedures, with permissions and evidence on every answer.

Financial Services & Fintech

This blueprint describes our typical approach to this kind of problem. It is not an account of a specific client engagement, and outcomes depend on each organisation's data, systems and goals.

The challenge

Operations staff need fast, reliable answers from hundreds of policies, procedures and regulatory notices. Search is slow, documents conflict across versions, and any AI answer must be traceable to an approved source.

Outcomes we measure

  • Time to find an authoritative answer
  • Share of answers with a valid citation
  • Evaluation score on the golden question set
  • Volume of policy queries escalated to specialists

Our approach

  1. 01

    Map document sources, owners and access rules; agree which versions are authoritative.

  2. 02

    Build ingestion that preserves headings, tables and effective dates, and excludes superseded versions.

  3. 03

    Combine semantic and keyword retrieval with metadata filters for business unit and jurisdiction.

  4. 04

    Require citations, and decline to answer when supporting evidence is missing.

  5. 05

    Create a golden question set with subject-matter experts and gate every release on evaluation scores.

Architecture

Solution architecture

  1. Layer 1

    Sources

    SharePoint and policy management system, synced nightly and on change

  2. Layer 2

    Ingestion

    Structure-aware parsing, chunking and version metadata

  3. Layer 3

    Retrieval

    Hybrid search with re-ranking and permission filtering

  4. Layer 4

    Generation

    Private model endpoint with citation-enforcing prompts

  5. Layer 5

    Quality

    Automated faithfulness and relevance evaluation in CI

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