Hippocampus: Top 20 Business Use Cases

What companies put into Hippocampus, who asks, and what they ask. Screens and buttons are explained in the User Guide; plans and credits in the FAQ.

Overview

# Use case Who asks
1 Company policies, rules and culture Every employee, HR
2 Equipment manuals Technicians, operators, service
3 Standard operating procedures Operators, shift leads
4 Quality management system Quality, auditors, production
5 Regulations and compliance Compliance, legal, product
6 Contracts and agreements Legal, procurement, sales
7 IT helpdesk and internal how-tos Employees, IT support
8 Customer support knowledge Support agents
9 Sales enablement Sales, pre-sales
10 Tenders, RFPs and security questionnaires Bid managers, security
11 Product specifications and engineering Engineers, product managers
12 Health, safety and environment Everyone on site, HSE
13 Onboarding new employees New hires, managers
14 Finance and accounting procedures Finance, budget holders
15 Project archive and lessons learned Project managers
16 Research and technical literature R&D, analysts
17 Board and management documents Management, board
18 Training and certification material Trainees, trainers
19 Facilities and property Facility managers, caretakers
20 Public sector rules and case handling Case officers, citizens' service

Setting up any use case

  1. Folders. One top-level folder per area (e.g. Policies, Manuals). Import whole folders; their structure is kept.
  2. People. Starter: Invite user for each colleague. Then Share subfolders: Viewer for those who ask, Editor for those who maintain the documents.
  3. Ask. Set the scope chip to the area's folder, so answers come only from those documents.
  4. Keep it current. Import new versions into the same folder; delete outdated documents.
  5. Use it where people work. With Connect to your AI, people ask from Claude or ChatGPT with their own access.

Cost rule of thumb (from the tariff): text page 1 credit, scanned page 2, page with tables, formulas or images 3; question 3; search 2; reading free. One credit = €0.01. Starter includes 3,000 credits a month (+1,000 per extra user); top-ups are €10 per 1,000 credits and never expire.

Plan Fits
Free One person trying a use case: 1,000 credits a month
Starter A team: invite users, up to 3 tenants, top-ups, Connect to your AI
Corporate Company-wide: SSO, audit export, own DPA, own model key, large volumes

1. Company policies, rules and culture
Import Employee handbook, HR policies, code of conduct, travel and expense policy, IT security policy, values and culture guide
Folders Company/Policies (everyone Viewer), HR as Editor
Ask "How many vacation days do I get after five years?" · "Can I work from another country for a month?" · "What is our rule on gifts from suppliers?"
Gain Everyone gets the same answer, with the paragraph cited; HR answers fewer repeat questions
Size ~300 text pages ≈ 300 credits to import

2. Equipment manuals
Import Operating and service manuals, spare-part lists, wiring diagrams, maintenance schedules, service bulletins, per machine or line
Folders Manuals/{Line or site}/{Machine}
Ask "What is the torque for the main bearing bolts on press 4?" · "What does error E-217 mean and how do I reset it?" · "How often is the hydraulic filter changed?"
Gain Technicians find the right page from a phone at the machine; Show original opens the diagram
Size 40 manuals × 200 pages with drawings ≈ 8,000 pages × 3 ≈ 24,000 credits once; Starter plus top-ups

3. Standard operating procedures
Import SOPs, work instructions, checklists, shift handover routines, cleaning and changeover procedures
Folders SOP/{Department}; process owners as Editor
Ask "What are the steps for a product changeover on line 2?" · "Who signs off the start-up checklist?" · "What do I do if the temperature alarm goes off?"
Gain The current procedure, step by step, with its source; new procedures written in the editor are searchable within a minute
Size 500 pages ≈ 500–1,500 credits

4. Quality management system
Import Quality manual, ISO 9001 / 13485 / 14001 procedures, deviation and CAPA reports, audit reports, supplier evaluations
Folders QMS/Procedures, QMS/Audits, QMS/CAPA
Ask "Which procedure covers non-conforming product?" · "What findings did the last supplier audit of X raise?" · "How long must batch records be kept?"
Gain Fast answers in audits, with the exact clause and page
Size 1,000–3,000 pages

5. Regulations and compliance
Import GDPR, EU AI Act, NIS2, MDR / FDA guidance, industry standards, internal compliance policies and interpretations
Folders Regulation/{Law}, Regulation/Internal interpretations
Ask "Which obligations apply to a high-risk AI system under the AI Act?" · "What does GDPR say about processor sub-contracting?" · "Which of our policies covers incident reporting within 72 hours?"
Gain Answers cite the article; Hippocampus declines when the text doesn't say, instead of guessing
Size A long regulation ≈ 100–300 pages each

6. Contracts and agreements
Import Customer and supplier contracts, NDAs, DPAs, framework agreements, terms of service, amendments
Folders Contracts/{Customers or Suppliers}/{Party}; share only with legal, procurement and account owners
Ask "How many days' notice do we get before a new sub-processor is added, and can we object?" · "Which supplier contracts renew automatically in 2027?" · "What is the liability cap with X?"
Gain Notice periods, renewal dates and caps found in seconds, with the clause quoted
Size 200 contracts × 15 pages ≈ 3,000 credits

7. IT helpdesk and internal how-tos
Import IT guides, VPN and MFA set-up, software how-tos, access request routines, runbooks, known issues
Folders IT/User guides (everyone), IT/Runbooks (IT only)
Ask "How do I set up MFA on a new phone?" · "How do I request access to the finance system?" · "What is the restart procedure for the print server?"
Gain Fewer tickets for questions the guides already answer
Size 300–800 pages

8. Customer support knowledge
Import Product manuals, FAQs, troubleshooting guides, release notes, warranty terms, macros and answer templates
Folders Support/{Product}
Ask "Customer has firmware 3.2 and error 41: what are the fix steps?" · "Is water damage covered by the warranty?" · "Which release fixed the export bug?"
Gain Agents answer from the official text; Copy puts the answer into the reply
Size 1,000–5,000 pages

9. Sales enablement
Import Product sheets, price lists and discount rules, case studies, competitor notes, presentations (.pptx), proposal templates
Folders Sales/Products, Sales/Cases, Sales/Pricing (sales management as Editor)
Ask "Which customer cases do we have in logistics?" · "What is the maximum discount without approval?" · "How do we compare with X on data residency?"
Gain Reps find the right case, price rule and argument without asking colleagues
Size 500–2,000 slides and pages

10. Tenders, RFPs and security questionnaires
Import Past tender answers, security and privacy documentation, certificates, policies, standard answer library
Folders Bids/Answer library, Bids/{Year}/{Tender}
Ask "How do we describe our backup routine?" · "Where is customer data stored?" · "Which references did we give in the last public-sector tender?"
Gain Draft answers from approved text, with sources the bid team can check
Size 2,000+ pages

11. Product specifications and engineering
Import Requirement specs, design documents, datasheets, test reports, change requests, Excel parameter lists
Folders Engineering/{Product}/{Specs, Tests, Changes}
Ask "What is the operating temperature range of model B?" · "Which change request altered the housing material?" · "Did the vibration test pass for revision C?"
Gain One place to ask across specs and test results; Advanced models for tables and formulas
Size Tables and formulas: 3–5 credits per page

12. Health, safety and environment
Import Safety data sheets (SDS), risk assessments, emergency and evacuation plans, permit-to-work rules, incident reports, environmental permits
Folders HSE/SDS, HSE/Procedures, HSE/Incidents
Ask "What protective equipment is needed for solvent X?" · "What do I do after a chemical splash in the eye?" · "Which permit is needed for hot work in hall 3?"
Gain Safety facts from the official sheet, on a phone, on site
Size 500 SDS × 10 pages ≈ 5,000 pages

13. Onboarding new employees
Import Welcome guide, org charts, role descriptions, first-week checklists, product introductions, glossary
Folders Onboarding (everyone Viewer)
Ask "Who do I contact about my laptop?" · "What does 'MRB' mean here?" · "What should I finish in my first week?"
Gain New hires find answers on their own, any time
Size 100–300 pages; fits Free

14. Finance and accounting procedures
Import Accounting manual, expense and travel policy, approval matrix, month-end close checklist, audit letters, VAT guidance
Folders Finance/Policies (everyone), Finance/Close (finance only)
Ask "Who must approve a purchase over €20,000?" · "Which account is used for software subscriptions?" · "What are the month-end close deadlines?"
Gain Consistent rules for budget holders; finance answers fewer emails
Size 200–600 pages

15. Project archive and lessons learned
Import Final reports, post-mortems, risk logs, steering committee decisions, project plans
Folders Projects/{Year}/{Project}
Ask "What went wrong in earlier ERP roll-outs?" · "Which risks did we log for the Y project?" · "Who decided to change the supplier, and when?"
Gain Past experience is found before the next project repeats a mistake
Size 1,000–10,000 pages

16. Research and technical literature
Import Scientific papers, patents, lab reports, market studies, internal research notes
Folders Research/{Topic}
Ask "Which papers report results for method X above 90 %?" · "What did our 2024 study conclude about material fatigue?" · "Which patents cover coating Y?"
Gain Answers point to the paper and page; the Graph view shows how documents relate
Size Papers with formulas and figures: 3–5 credits per page

17. Board and management documents
Import Board minutes, management decisions, strategy documents, annual reports, policies adopted by the board
Folders Board/{Year}; share only with the board and management
Ask "When did the board approve the new dividend policy?" · "What did we decide about the Nordic expansion?" · "Which targets are in the 2026 strategy?"
Gain Decisions found with date and minute paragraph
Size 50–200 pages a year

18. Training and certification material
Import Course material, slide decks, handbooks, certification syllabi, exam regulations
Folders Training/{Course}
Ask "Explain the difference between preventive and corrective maintenance, with the course's examples" · "What does module 3 say about lock-out/tag-out?" · "How many points are needed to pass?"
Gain Trainees ask in their own words and are pointed to the slide or page
Size 200–1,000 pages per course

19. Facilities and property
Import Building manuals, ventilation and heating documentation, leases, service agreements, inspection and maintenance logs, floor plans
Folders Properties/{Building}
Ask "When was the fire alarm in building B last inspected?" · "What is the notice period on the lease for floor 3?" · "Who services the lifts, and how do we call them out?"
Gain Caretakers and managers find the right document from a phone
Size 500–3,000 pages, many scanned (2 credits per page)

20. Public sector rules and case handling
Import Local regulations and ordinances, guidelines, decision templates, previous decisions (anonymised), case-handling routines
Folders Rules/{Area}, Routines/{Unit}
Ask "Which rules apply to a building permit for an extension under 15 m²?" · "What is the processing time for X?" · "Which template do we use for a rejection?"
Gain Consistent decisions, each based on the cited rule; Corporate for SSO and audit export
Size 1,000–5,000 pages