Build a Fire Risk Assessment Knowledge Management & Report Generation System (Excel+AI Integration)

I am a Fire Risk Assessor conducting approximately 7 fire risk assessments at a time using a fixed Microsoft Word template that cannot be changed. The reports are repetitive and contain many recurring observations, descriptions and actions. I have already created a large knowledge base of standard wording which I currently store in a Word document. My goal is to reduce report writing time from approximately 90-120 minutes per report down to 20-30 minutes by creating a structured database system that works alongside ChatGPT or other AI tools. WHAT I NEED I need an experienced Excel / Database / Automation specialist to design a Fire Risk Assessment Knowledge Base that allows me to: • Store standard FRA wording • Categorise observations and actions • Search and filter entries quickly • Select standard scenarios using codes • Generate structured outputs for AI tools • Scale the system as more FRA examples are added The system should be easy for a non-technical user to maintain. EXISTING DATA I already have: • A Word document containing approximately 100+ examples of standard wording • Building descriptions • Means of escape comments • Emergency lighting comments • Compartmentation comments • Flat entrance door comments • Communal door comments • Signage comments • Final risk level comments I will provide this document. DESIRED STRUCTURE The system should include categories such as: Building Descriptions Means of Escape Emergency Lighting Compartmentation Flat Entrance Doors Communal Doors Signage Final Risk Comments Each entry should include: • Unique code (e.g. COMP-01) • Category • Scenario title • Full description text • Recommended action text • Keywords/tags • Notes field DESIRED OUTPUT Example: Code: COMP-04 Category: Compartmentation Scenario: Electrical intake cupboard penetration Description: [stored text] Action: [stored text] Keywords: penetration, compartmentation, electrical intake ADVANCED FEATURES (PREFERRED) If possible, I would like: • Dropdown selections • Search functionality • Filter functionality • AI-ready export sheet • Ability to select codes and automatically compile text • Future integration with ChatGPT IDEAL EXPERIENCE Please provide examples of: • Knowledge management systems • Excel databases • Airtable systems • Notion systems • AI-assisted workflows • Report generation systems DELIVERABLES Completed database/system User guide explaining how to maintain it Import of my existing Word document into the structure Recommendations for future automation GOAL The end result should significantly reduce the time required to write repetitive Fire Risk Assessment reports while maintaining consistency and professional standards.