NotebookLM: how to create a corporate knowledge base supported by AI

A company knowledge base only makes sense if it contains up-to-date materials, has specific owners and allows you to quickly find a reliable answer. NotebookLM may improve work with such a set of documents, but it will not organise the company's procedures or guarantee error-free answers.

What is NotebookLM

NotebookLM is a Google service for working with materials specified by the user. After adding sources, you can ask questions, create summaries and use references leading to relevant fragments of the material. Basing answers on selected sources makes them easier to check, but does not eliminate the risk of missing context or misinterpretation.

The scope of supported sources, functions and limits depends on the service version and may change. It is worth checking before implementation current documentation NotebookLM, instead of basing the design on the numbers given in older guides.

When such a tool helps

NotebookLM can support tasks where an employee needs to review multiple related materials, for example:

• finding entries in instructions and procedures;
• preparing preliminary report summaries;
• comparing versions of project documentation;
• creating implementation materials for employees;
• organising questions and answers about a product or process.

The answer should be treated as an aid in obtaining information, and not as an automatic decision. This is especially important in legal, human resources, financial, medical and security matters.

First, get the documentation in order

The AI ​​tool will not repair conflicting procedures or recognise on its own which of two documents is current. Before starting the pilot, it is worth:

1. Determine the scope of the knowledge base and the audience.
2. Remove duplicates and mark outdated versions.
3. Designate the owner of each documentation area.
4. Enter the review date and change approval policy.
5. Specify what data is allowed to be processed in the selected service.

Only on such a foundation can answers generated from sources be repeatably useful.

Privacy and data access

Do not thoughtlessly add invoices, contracts, candidate CVs or other documents containing personal data or trade secrets. First, you need to determine the basis and purpose of processing, limit the scope of data, check the conditions of the appropriate version of the service and configure access in accordance with employee roles.

Google describes how data is processed and the differences between personal accounts and organisational offers in privacy notice NotebookLM. However, the supplier's declaration should not be treated as a substitute for internal risk assessment, retention rules and obligations under the GDPR.

How to conduct a safe pilot

Good piloting is small, measurable and reversible:

1. Select one process. For example, start with public product instructions or internal procedures without sensitive data.
2. Prepare a controlled harvest. Give your documents unique names, versions, and update dates.
3. Define test questions. Include simple, ambiguous and unanswered questions in the sources.
4. Check for cancellations. The user should open the indicated fragment and confirm that the answer makes sense.
5. Grant minimum permissions. Only people who need the data for work should have access.
6. Measure the effect. Compare the time it takes to reach the correct answer, the number of errors and the effort needed to maintain the materials.
7. Establish an emergency procedure. Important information must remain available even when the service is unavailable.

Typical limitations

There are several limitations to consider when evaluating NotebookLM:

• the answer may be incomplete or incorrect despite the references included;
• the quality of the result depends on the quality, timeliness and readability of the sources;
• tables, scans, recordings and unusual document layout may be read inaccurately;
• features, limits and licensing policies may vary between plans;
• Sharing your notebook with the wrong person may reveal the information it contains.

Therefore, NotebookLM should not be the sole documentation repository or approval mechanism for decisions with significant impact.

NotebookLM or another solution

The choice of tool depends on where the data is stored, required integrations, permissions model, auditability and maintenance cost. Sometimes, a well-organised company disk with a search engine is enough. Otherwise, a document management system, a company knowledge portal or a solution created for the organisation's needs will be better.

If a company already uses Google Workspace, NotebookLM may be a reasonable candidate for piloting. However, this does not prejudge the outcome of the safety or cost-effectiveness assessment.

Summary

NotebookLM makes it easy to ask questions about a selected set of materials and indicates the passages on which the answers are based. It provides the greatest value when the company has organised documentation, controls authorizations and requires employees to verify the result from the source.

NexaIT can help you prepare a pilot, evaluate data flow and integrate the tool into a broader knowledge management process. We determine the scope of work after analysing needs and risks. Contact usif you want to discuss such an implementation.