How AI Can Transform Knowledge Processes: From Lost Documents to Experts Available to Everyone

By Pedro Sonda, dooop

AI can transform knowledge processes such as opinions, technical analyses, proposals, research, and documentation in three ways: making company knowledge easy to find, helping apply it to new cases, and accelerating document production. The most important effect is distributing what experts know to those who are just starting. The condition for this is having an organized, updated knowledge base with responsible owners, because AI reproduces both good and outdated knowledge.

Updated in October 2026.

Knowledge Management Is Already One of the Main Uses of AI

In McKinsey's global research, organizations most frequently scale AI in IT, knowledge management, and software engineering (McKinsey, 2026). In finance, knowledge management was the most cited AI use in 2025, by 49% of functions using AI (Gartner, 2025).

Those Who Benefit Most: The Less Experienced

Study	Result
5,179 attendants supported by generative AI	Average productivity increase of 14%, and 34% among the less experienced, with minimal effect among the most experienced (Brynjolfsson, Li, and Raymond, NBER)
453 professionals in writing tasks	40% reduction in time, 18% increase in quality, and decrease in performance gap among professionals (MIT News on Noy and Zhang, 2023)

Interpretation: AI acts as a means to transfer to less experienced individuals the knowledge that previously depended on years of practice or access to experts. For companies that rely on a few key people, this reduces bottlenecks and risks.

dooop Framework: The Knowledge Cycle in 5 Steps

Step	Common Problem	How AI Helps	Human Responsibility
1. Capture	Knowledge remains in emails, meetings, and people's heads	Transcribe and summarize meetings; record decisions and lessons learned	Decide what is worth recording
2. Organize	Duplicate documents, conflicting versions	Classify documents; point out duplicates and contradictions	Define the official version
3. Find	No one finds the right document	Assistant that answers questions based on internal documents, citing the source	Ensure only valid documents are in the base
4. Apply	Adapting knowledge to a new case takes time	Draft opinions, proposals, and analyses based on previous cases	Review, adjust, and take responsibility for the result
5. Update	Documents become outdated	Alert about old or contradictory documents with new rules	Maintain owners for each knowledge area

Step 5: The Most Neglected

An assistant based on outdated documents gives wrong answers with an official appearance. Before launching an assistant, define who is responsible for each set of documents and how often they are reviewed.

Examples of Knowledge Processes

Area	Process	Opportunity
Legal	Contract analysis	Highlight clauses outside the company standard model
Engineering and Quality	Failure investigation	Find similar occurrences and previously applied solutions
Professional Services	Proposals and diagnostics	Draft based on similar previous projects
HR and Training	Onboarding	Assistant that answers new employees' questions
Sales	Technical responses to clients	Answers based on approved documentation

Precautions

Confidentiality: control who accesses which documents, including through the assistant.
Source citation: answers must indicate the source document so they can be verified.
Dependency: the goal is to extend the expert’s reach, not to diminish people’s development. Beginners still need to understand why answers are given.

What to Do Now

Choose a knowledge process that depends on few people and generates a queue.
Organize the document base of that process, with official versions and responsible owners.
Test an assistant with a group of beginners and measure time and quality.

To map knowledge processes with AI potential, learn about dooop’s discovery at dooop.com.br/discovery-de-oportunidades-de-ia.

Frequently Asked Questions

Can I put all company documents into an AI assistant? It is not recommended. Outdated, confidential, or contradictory documents generate wrong answers and access risks. Start with a small, well-maintained set.

Will AI replace experts? It tends to extend their reach. Knowledge still comes from experts, who take on more roles in reviewing, updating, and solving new cases.

About dooop

dooop is a consultancy based in Caxias do Sul (RS) that prepares leaders and organizations to transform artificial intelligence into business capability through strategy, governance, and training.