Introduction
Welcome to RecordsKeeper.AI's advanced organizational memory system - a powerful feature that transforms how your entire company interacts with documents and data. By creating company-level memory blocks, you enable our AI to understand complex organizational relationships, making document retrieval more intuitive and conversations more productive for everyone in your organization.
What is AI Memory in RecordsKeeper.AI?
AI Memory in RecordsKeeper.AI allows you to create organization or company-level memory blocks that help the AI system understand important relationships and contexts beyond simple file-level data. These memory blocks make interactions with your records more intuitive by enabling more natural conversations with the AI during web and mobile chats.
Benefits of Using AI Memory
Contextual Understanding: The AI recognizes key relationships without explicit instructions
Natural Conversations: Use everyday language when retrieving documents
Enhanced Accuracy: Get more relevant results without providing excessive details
Organizational Knowledge: Create shared organizational context for all users
Streamlined Workflows: Reduce time spent on explanations and document searches
Step-by-Step Guide to Setting Up AI Memory
Step 1: Access AI Memory Settings
Navigate to "Company Settings" in your RecordsKeeper.AI dashboard and select the "AI Memory" tab to access memory configuration options.
Step 2: Understand the Memory Management Interface
Familiarize yourself with the interface showing:
Memory Name column (listing your existing memory blocks)
Created By column (showing who created each memory entry)
Created On Date & Time column (timestamp of creation)
Actions column (options for managing each memory)
Step 3: Add a New Memory Block
Click the "Add a Memory" button in the top-right corner to create a new organizational memory entry.
Step 4: Name Your Memory Block
Give your memory block a descriptive name that clearly identifies its purpose (e.g., "Tax Auditor Details").
Step 5: Enter Memory Text
Write a detailed description that provides context for the AI. For example, "Our tax Auditor is a company known as "Kelly & Brooks" based in New York, United States. Their Address is Suite 203, W South Ave, Manhattan, Zip 30567. And their vendor registration number is CS536478".
Step 6: Save Your Memory Block
Save the memory entry to make it available for AI interactions across your organization.
Step 7: Test Your Memory Configuration
Test the memory block by asking a question that references the context you've added. For example: "Give me the most recent invoice from our auditor" - the AI should understand you're referring to Kelly & Brooks without explicitly naming them.
Best Practices for AI Memory Configuration
Be Specific: Include detailed information like names, addresses, and relevant identifiers
Use Clear Naming: Create descriptive memory block names for easy identification
Prioritize Relationships: Focus on relationships that users frequently reference
Update Regularly: Keep memory blocks current as organizational relationships change
Organize Systematically: Create a consistent naming convention for memory blocks
By effectively configuring AI Memory in RecordsKeeper.AI, you'll create a more intuitive record management experience where the AI understands your organizational context, making document retrieval and interactions significantly more efficient.