How a ministry office stops starting from scratch when a topic comes back
When a civil servant writes a briefing note, an answer to Parliament or a decision, what the organisation has said and decided before is spread across the records system, meeting minutes, shared drives and the website. KnowledgeHub searches across the sources and brings the prior decisions together, cited to document and place.
When sources disagree, it says so.
The memory sits with a few
Decisions and practice in an agency don't live in one place. They are in the records system, in minutes from management and steering-group meetings, on the shared drive, in Teams and SharePoint, on the website and in public sources such as Retsinformation and ft.dk.
In the records system, material can often only be found if you know the case number or title. The minutes sit on the drive, outside the records system. And what the website says is rarely checked against what was decided internally.
So the full picture sits with a few experienced people. When they are busy or change jobs, the next person starts from scratch, and the organisation risks giving different answers to the same question.
KnowledgeHub connects to the systems the agency already uses, and nothing is replaced. The records system (F2 or WorkZone), minutes, shared drives, SharePoint and Teams are ingested alongside the website, Retsinformation and, by agreement, ft.dk and decision databases. Users only see what they have access to in the source system.
A civil servant can now search once across all of it. The answer brings together prior decisions on the topic, shows where they were made, and cites document and place. Where sources disagree, it is flagged.
Copilot covers what lives in Microsoft 365, and the records-system vendors' AI covers the records system. KnowledgeHub covers what lies between and beyond: minutes on the drive, the website and the external sources.
One search across everything
F2 or WorkZone, minutes, shared drives, SharePoint, Teams, the website, Retsinformation and, by agreement, ft.dk.
Cited to document and place
The answer brings together prior decisions on a topic and shows where each one was made.
Disagreements flagged
An internal decision against the text on the website is flagged. Users only see what they have access to in the source system.
A parliamentary question, followed back to the meeting
The website still says the old thing
The guidance on the website still describes practice as it was before the steering group's decision.
KnowledgeHub flags the mismatch. It is passed on to be corrected, instead of being repeated in the answer to Parliament.
An earlier answer on the same topic
The office has answered Parliament on this area before.
The search finds it on ft.dk, so the new answer can build on it and explain what has changed since.
The reasoning, in the records system
A note in the records system sets out why practice changed.
Found by topic, not by case number. Cited to document and place, and only shown to users with access in F2.
Where the practice was decided
The minutes of a steering-group meeting where practice was tightened. They sit on the drive, outside the records system.
The head of division can follow every citation back to this meeting. When someone asks where a practice comes from, this is the answer.
Answers from what was actually decided
- Faster ministerial support, drafted on the full picture.
- Consistent answers to citizens, businesses and Parliament, even when the decision is only in a set of minutes.
- Knowledge that sat with a few can be found by anyone with access.
- A practice traces back to the meeting where it was decided.
- Sector
- Public sector
- Region
- Denmark
- Org scale
- Ministries, agencies and regions
- Personas
- Civil servants and senior advisers, heads of division, IT and digitalisation
- Products
- KnowledgeHub · Case workspace · Graph traversal · Agents
- Compliance
- GDPR-aligned processing · ISO 27001 posture · configurable retention
More from Public sector
Easy to start. Safe to stop.
The pilot runs at a fixed price: we map the workflow, deploy it in your environment and prove it on your own cases. Then you decide.
Fixed price · Fixed timeframe
- 01
Map the workflow
Two weeks with your people where we document what happens today, including the parts nobody wrote down.
- 02
Deploy in your environment
Inside your tenancy, on your data residency terms, with no exports and nothing leaving through the side door.
- 03
Prove it under audit
Controlled evaluation against your own cases with compliance and the process owner signing off before go-live.
- 04
Run in production
We stay on with retraining, reporting and ongoing oversight for as long as the workflow runs.
Fixed price, Fixed timeframe. 8–12 weeks pilot: Continue (Expand once you know it works) / Stop.