Turn Scattered Company Knowledge Into One Human-Readable, AI-Queryable System (Consultation First)

I am part of a small scientific animation studio. We make 3D mechanism-of-action videos for pharma and biotech clients. Small team, distributed, high-end output. Our operating documentation is currently suboptimal. We have process manuals in Word, screen-share tutorial videos, and AI generated markdown files. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 𝗪𝗛𝗔𝗧 𝗜 𝗪𝗔𝗡𝗧 ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ One system that does two things at once: ◆ 𝗛𝘂𝗺𝗮𝗻-𝗿𝗲𝗮𝗱𝗮𝗯𝗹𝗲 — My team reads and manually edits the procedures. Most are not AI users. It has to be simple. Word docs or something equally accessible, not raw markdown buried in a repo. ◆ 𝗔𝗜-𝗾𝘂𝗲𝗿𝘆𝗮𝗯𝗹𝗲 — Team members and my AI agents ask questions and get answers pulled from the current, correct standards. Not stale copies. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 𝗧𝗛𝗘 𝗖𝗢𝗥𝗘 𝗖𝗛𝗔𝗟𝗟𝗘𝗡𝗚𝗘 𝗜𝗦 𝗦𝗬𝗡𝗖 ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ We edit a master document by hand, and that change should flow through to whatever the AI reads, automatically or close to it. When someone asks "how long should a scene be," the answer comes from the current manual, not last month's version. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 𝗜𝗠𝗣𝗢𝗥𝗧𝗔𝗡𝗧 𝗖𝗢𝗡𝗧𝗘𝗫𝗧 𝗔𝗕𝗢𝗨𝗧 𝗠𝗘 ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ I already use AI heavily. I run Claude daily with a set of custom agents, and I have built and connected an AI agent to our team chat myself using Hermes. I do not need a vendor to disappear and build something big. I need someone who genuinely understands running an AI-enabled business to think this through with me. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 𝗪𝗛𝗔𝗧 𝗧𝗛𝗜𝗦 𝗜𝗦 𝗡𝗢𝗧 ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ ✕ Not a complicated custom platform, or big agent build-out ✕ Not a fixed-scope dev project ✕ Not something where you propose an architecture before understanding how we actually work ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 𝗛𝗢𝗪 𝗧𝗛𝗜𝗦 𝗪𝗜𝗟𝗟 𝗪𝗢𝗥𝗞 ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 𝟭. Paid consultation call(s). You review my walkthrough, we talk through the best way to set this up. 𝟮. Together we scope a small test version. 𝟯. I build most of it myself with your guidance, or we split the work. 𝟰. If it proves useful, we expand. There is substantial ongoing work and a long-term relationship here for the right person. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 𝗧𝗢 𝗔𝗣𝗣𝗟𝗬 ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Please tell me in a few sentences: ◆ How you would approach the sync problem between human-edited master documents and AI-readable files ◆ One comparable system you have set up for a real business Quick screenshare overview here: https://biomol.wistia.com/s/3uvsnpgcwrxfc3d Example of our work here: https://youtu.be/UvMDknsBp9E?si=RlgY8hOC2xQYKWde