# 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](Hippocampus-User-Guide.md); plans and credits in the [FAQ](Hippocampus-FAQ.md).

## Overview

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