AI assistant for document lookup and knowledge retention for specialized agencies
Are you facing these problems?
Many documents, hard to look up
Documents, regulations and guides are in many places; finding the right clause takes time.
Repetitive drafting
Template-based official letters, reports and submissions take up specialists' time.
Officer rotation
Professional knowledge is not stored in any system, so new hires spend time getting up to speed.
Risks of using public chatbots
Officers using outside chatbots on their own risk leaking internal information.
Four concrete scenarios
Each scenario comes with an example question and the result you get.
Cited document lookup
Q&A over the loaded document store and regulations, with clauses to cross-check.
"Under which regulation does this case fall within our authority?" → cites the relevant document and clauses.
Draft official letters and reports
Drafts follow the agency's templates; leaders and specialists review, and nothing is issued automatically.
Enter the main content → get a draft official letter in the proper format.
Preserve professional knowledge
Store handling methods, lessons and guides as a linked wiki for incoming officers.
New officers look up similar cases already handled and how they were done.
Compile and track directives
Summarize directives, tasks and deadlines from the sources the agency allows.
"What is due this week?" → a list with the people responsible.
What to include, and what to consider
We classify data into 3 levels from the survey session. See also the AI usage policy.
Suitable to load
- Published legal documents and regulations issued publicly within the agency
- Non-confidential forms and professional guides
- Lessons and cases with sensitive information removed
Needs careful consideration or is not advised
- State secrets: never put into internet-connected systems
- Internal documents and personal data on public AI platforms; prefer locally run models
- Sharing an official account with outside AI services
Start small, expand under control
Survey and classification
Identify priority document groups and processes; classify data into 3 levels and set information security requirements.
Pilot one operational area
Build the brain for one area; assess accuracy together with specialists.
Expansion and regulations
Expand operational areas; issue internal AI usage rules and train staff.
For specialized agencies, departments and bureaus
Where is the data stored?
The brain is stored as markdown files on the agency's own server. For sensitive internal data, locally run models are recommended so nothing is sent out.
What should officers keep in mind when using AI?
Do not share state secrets or sensitive information on public chatbots, check results carefully, and do not share official accounts, in line with Official Letter 557/BKHCN-CĐSQG of 31/3/2025.
Are there usage logs and role-based permissions?
Not a built-in feature yet; we assess and propose an additional solution for each project.
How is it deployed?
Survey, pilot one area, then expand under control; the contractor selection method follows the agency's regulations.
Get started with MienTay Media
Choose your type and we will contact you to schedule a survey and advise a suitable plan.
The sign-up form below is currently in Vietnamese. Fields: type (business / state agency), organization name, contact person and title, phone/Zalo, email, staff size, priority areas, needs, and a required consent box. Prefer English? Email hello@mientaymedia.com or call 0976 788 840 (Zalo available) and we will reply in English.