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Documents & document management · Understand
It is possible, provided the model runs where the documents already are, or with an operator whose role you know, and that neither excerpts nor queries are used for anything else. The question is not the model’s performance, it is data leaving the company. And AI does not replace a folder structure, permissions or a retention period.
Sending a file to an online assistant, or connecting an AI tool to a document space, sends out more than the document’s text:
On top of this comes the question of the law applicable to the provider, covered in protecting a company from the CLOUD Act.
To deploy generative AI, the CNIL recommends choosing a secure deployment mode, for example by favoring local, secure and specialized systems. Failing that, it asks you to determine to what extent the provider is likely to reuse the data supplied, and to adapt use accordingly. In practice, six questions:
The CNIL also recommends governing use with a list of what is permitted and prohibited, for example not supplying personal data to the system when this is not intended.
Properly governed, AI can suggest tags, extract a date, an amount or a supplier name, or answer a search phrased in everyday language. These are suggestions. They are sometimes wrong, and rarely visibly so.
It does not replace three decisions:
For documents that commit the company, a person validates. That is the role of the approval workflow, not of the model.
Running the model at the DMS provider avoids sending documents to a third party. That does not mean there is no access. To read a document, the model must see it in clear text. The operator running the model therefore technically has access to the content, as when it restores a backup or steps in for support.
Encryption makes this trade-off visible. A document encrypted at the source, with a key derived from the user’s account, is unreadable for the operator. It is also unreadable for a model running on the server. Depending on how the folder is encrypted, you gain confidentiality or server-side processing, rarely both. The question of who holds the keys is developed in what is a sovereign cloud?
Hypothetical case. A fifteen-person firm wants to find all contracts containing a non-compete clause. Three options.
A consumer online assistant. The contracts are uploaded to it. The content, client names and the query leave the company. How they are kept and reused depends on the service’s terms.
A model on a company server. It indexes only the “Contracts” folder, with the folder’s permissions. Logs are limited and read by the administrator. The content does not leave the infrastructure, but the server has to be run and kept up to date.
No AI. A “non-compete” tag is applied at upload, within the approval workflow. Searching by tag finds the contracts in a few seconds. For a recurring, well-defined need, this is often enough.
The right choice depends on how often the question comes up and how sensitive the documents are, not on the appeal of the tool.
A video conference can produce a transcript and a summary. That is processing of the meeting, not classification of files. The summary becomes a document like any other: it is filed, shared and retained under the same rules. It does not make the DMS “intelligent.”
Only after reading its terms: retention of queries, reuse of data, applicable law. The CNIL recommends governing its use.
No. It prevents data from leaving, but you still need to manage the index’s permissions, logs and deletion.
No. They come from the law and from your policy. See retaining and archiving documents.
The topic has its own guide: AI and filtering confidentiality.
Yes, through an extension you add to your instance. Before enabling it, check where the model runs and what it keeps, using the questions in this guide.
With team folders, tags and a workflow. See finding, tagging and routing a document.
Klytic Docs does not include AI by default: classification relies on team folders, tags, approval workflows and search. If you wish, you can add an AI extension to your instance, of which you are the administrator. The questions in this guide then apply to that extension: where the model runs, who operates it, what is kept and what leaves the instance.
The video conferencing included in Klytic Docs allows recording, transcription, translation and summarizing of meetings, within the customer’s instance. It is a meeting service, not an intelligent DMS. It is provided for a limited number of users; support for a large number of video conferencing users is subject to a specific quote.
For documents encrypted at the source, the key is generated from the customer’s account: Klytic cannot read their content. Data the service must process is encrypted at rest with keys managed by Klytic. On Klytic’s side, technical access is named and logged.
For email, Klytic MTA uses a model operated by Klytic, or within the customer’s instance, not by a consumer service, to decide only on messages with an ambiguous score. Details are in the guide on filtering.
Hosting is possible in any geographic area matching the applicable jurisdiction, subject to service availability, notably in Europe or Mauritius, or on the customer’s own servers. Klytic is not a SecNumCloud-qualified offering.
This page describes a general framework. It does not replace an analysis of the terms of a specific AI service.
Consulted in October 2026.
Encryption, permissions, classification: let’s see what suits your folders.
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