Search becomes a question
Questions that took hours of searching are answered with the source files linked.
Case study · Migration law · Sydney
5,000 matters and every client email at the team's fingertips, without client data leaving the office.
Migration lawSydneyAbout a dozen staff5,000+ matters since 2016Terabytes of files and email
The challenge
Knowledge in three places that did not talk to each other.
An ageing practice management system, a shared drive of client folders, and years of email. Answering a simple question, such as which 482 matters were refused on genuineness, meant hours of searching.
The principal wanted to use AI, but client files are confidential. Sending them to a public AI service was not an option.
What we built
One platform, every layer.
- DataEvery matter, client file and email decoded from the old system and the shared drive into one searchable record, refreshed automatically.
- SoftwareA home page for each role. The principal sees the firm at a glance; managers see the team's workload; case managers see today's deadlines and follow-ups; admin staff see the documents to chase; the accountant sees the trust ledgers.
- AI and LLMsAn assistant that answers questions from the firm's own matters, correspondence and documents, with sources, using a strong reasoning model for complex questions.
- Privacy gatewayClient names, passport numbers, emails and matter codes are replaced with placeholders before any text reaches the cloud model, and restored in the answer. Staff can see exactly what was sent.
- AI agentsCase stories drafted from each matter's file, form preparation, document and questionnaire chasing, and checks that flag expired visas, passed deadlines and missing papers.
- HardwareAn on-premise server with a 24 GB GPU running local models for search and name detection, with tested releases and health monitoring.
How the privacy gateway works
The AI never sees who the client is.
Before a question leaves the office, the gateway swaps every name and identifier for a code. The answer comes back with codes, and the gateway puts the real names back. An illustration, with made-up details:
In the office
Draft a reply to Ana Ferreira about her 482 nomination.
Sent to the AI model
Draft a reply to [PERSON_K7Q2] about her 482 nomination.
Back in the office
Dear Ana Ferreira, …
The results
Answers with sources, and a clear day for every role.
Problems surface early
Expired visas, passed deadlines and missing papers are flagged across active matters every day.
Private by default
No identifying client data is sent to the cloud AI model: every request passes through the privacy gateway.
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