One AI platform for several business units: how to keep each unit's data separate

What "separate" means in practice

Each business unit sees only its own documents and chats. Items that are safe to share, such as the AI models and approved templates, can be shared, so no unit has to start from scratch.

Four questions to ask before you choose a set-up

1. How are the units kept apart? Ask whether each unit gets its own space on one platform, or its own copy of the platform.

2. Does access follow your company sign-in? Linking access to your existing staff directory means people who change teams or leave can lose access without manual steps.

3. Can the AI answer from another unit's documents? Before launch, ask someone from one unit to search for, and ask the AI about, another unit's files. They should get nothing back.

4. Who can see chat history and logs? Agree who in each unit, and who centrally, can see what staff type into the system.

Three common set-ups

• One platform, separate spaces: simplest to run. Suits units whose data has similar sensitivity.
• Separate copies of the platform: more work to run. Suits units whose data must be kept fully apart.
• A mix: one shared platform for general work, plus a separate copy for the most sensitive data.

Frequently asked questions

Do we need a separate platform for each business unit?
Usually not. Separate spaces on one platform can work, as long as access rights are set up and tested. A separate copy can make sense for the most sensitive data.

Can units share AI tools without sharing data?
Yes. A tool or template can be shared while each unit connects it to its own documents.

What is a good first step?
Start with two business units. Set up their spaces, run the test in question 3, and fix any gaps before adding more units.

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Planning one AI platform for several teams? See our AI Platform service or talk to our team.