The intelligent knowledge base: how AI learns your institution in minutes

01The knowledge base principle

Imagine entrusting an assistant with your museum brochure, exhibition catalogue, price list and frequently asked questions. Imagine this assistant could read all these documents in seconds, understand the links between pieces of information and then answer any question by citing the relevant passage. This is exactly what an intelligent knowledge base does.

The process unfolds in three stages. First, you import your documents by simple drag and drop. Second, the system divides each document into coherent segments of approximately four hundred words, with an overlap of fifty words between consecutive segments ensuring no information is cut incomprehensibly. Third, each segment is transformed into a numerical representation, a vector in an abstract space where two segments discussing the same subject end up close together even if they use different words. This proximity of meaning rather than words is the key to the system's intelligence.

02How the agent retrieves the right information during a call

When a visitor calls and asks a question, it is also transformed into a vector. The system searches for the five closest segments. These are passed to the artificial intelligence engine as an information source. The agent does not respond from general internet knowledge. It responds from your documents only. If your brochure says the museum is closed on Tuesdays, the agent says so even if other online sources disagree. The system applies a relevance threshold of 0.8 out of 1.0. If no segment is relevant, the agent will not fabricate an answer but will offer to transfer the call.

03What you can import

Institutional brochures, exhibition catalogues, price lists, visitor guides, accessibility documents, floor plans, event calendars, exhibition technical sheets, internal FAQs: all can be imported and become immediately usable. The system automatically detects duplicates and replaces old segments with new ones.

04Automatic context injection

When a visitor calls, the system identifies your institution in less than two tenths of a second via the called telephone number and automatically injects the three most frequently consulted documents into the agent's memory. The agent already knows before the visitor asks their first question.

05Continuous updating

Updating is as simple as the initial import: you import the new document in the dashboard and the agent integrates it within minutes. Some institutions designate a team member as knowledge base referent. The process takes only a few minutes per week.

06The difference from a website

Your website probably already contains all the information visitors ask about by telephone. But searching online requires effort. On the telephone, the visitor asks in natural language and receives an immediate, personalised response in their language. The knowledge base transforms your static documents into a living information source accessible by voice.

07Unprecedented learning

The intelligent knowledge base represents a fundamental change. Institutional knowledge is captured, structured and made accessible to an agent that never leaves its post, never goes on holiday and never changes jobs. Set-up takes less than an hour. Document learning takes five minutes. From that moment on, every visitor receives answers based on your own documents, in their language, at any hour.

AI ARTEDUSA integrates this intelligent knowledge base into its voice AI agent. Find out how at ai.artedusa.com.