An organization typically stores its documentation of internal processes, procedures, and operations in offline and online document repositories. Moreover, it also has a wealth of its business data fragmented across dozens of enterprise systems, such as sales CRM, customer service, billing, and ERP.

RAG integrates fresh, trusted data retrieved from a company’s internal sources – docs stored in document databases and data stored in enterprise systems – directly into the generation process.

So, instead of relying solely on its public, static, and dated knowledge base, the Large Language Model (LLM) actively ingests relevant data from a company’s own sources to generate better-informed and relevant outputs.

The RAG model essentially “grounds” the LLM with an organization’s most current and information and data, resulting in more accurate, reliable, and relevant responses.

However, RAG also has its challenges:

• RAG relies on enterprise-wide data retrieval. Not only must you maintain up-to-date and accurate information and data, you must also have accurate metadata in place that describes your data for the RAG framework.
• The information and data stored in internal knowledge bases and enterprise systems must be RAG-ready: accessible, searchable, and of high quality. For example, if you have 100 million customer records – can you access and integrate all of David Smith’s details in less than a second?
• To generate smart contextual prompts, you’ll need sophisticated prompt engineering capabilities, including chain-of-thought prompting, to inject the relevant data into the LLM in a way that generates the most accurate responses.
• To ensure your data remains private and secure, you must limit your LLM’s access to authorized data only – per the example above, that means only David Smith’s data and nobody else’s.

Despite these challenges, RAG still represents a great leap forward in GenAI. Its ability to leverage up-to-date internal data addresses the limitations of traditional models by improving user experience with more personalized and reliable exchanges of information.

RAG is already delivering value in several GenAI domains, including customer service, IT service management, sales and marketing, and legal and compliance.

RAG use cases for the enterprise can span multiple domains, as shown in the following table:

For GenAI, your data is your differentiator. By deploying RAG, your organization can benefit from:

1. Quicker time to value, at lower cost

Training an LLM takes a long time and is very costly. By offering a more rapid and affordable way to introduce new data to the LLM, RAG makes GenAI accessible and reliable for customer-facing and back-office operations.

2. Personalization of user interactions

By integrating specific customer 360 data with the extensive general knowledge of the LLM, RAG personalizes user interactions via chatbots and customer service agents, with next-best-action and cross-sell and up-sell recommendations tailored for the customer in real time.

3. Improved user trust

RAG-powered LLMs deliver reliable information through a combination of data accuracy, freshness, and relevance – personalized for a specific user. User trust protects and even elevates the reputation of your brand.

The RAG lifecycle – from data sourcing to the final output – is based on a Large Language Model or LLM.

An LLM is a foundational Machine Learning (ML) model that employs deep learning algorithms to process and generate natural language. It’s trained on massive amounts of text data to learn complex language patterns and relationships, and perform related tasks, such as text generation, summarization, translation, and, of course, the answering of questions.

These models are pre-trained on large and diverse datasets to learn the intricacies of language, and can be fine-tuned for specific applications or tasks. The term “large” is even a bit of an understatement because these models can contain billions of data points. For example, ChatGPT4 is reported to have over a trillion.

RAGs execute retrieval and generative models in 5 key steps:

1. Sourcing

The starting point of any RAG system is data sourcing, from internal text documents and enterprise systems. The source data is queried (if structured) and searched (if unstructured) by the retrieval model to identify and collect relevant information. To ensure accurate, diverse, and trusted data sourcing, you must maintain accurate and up-to-date metadata, as well as manage and minimize data redundancy.

2. Preparing enterprise data for retrieval

Enterprises must organize their multi-source data and metadata so that RAG can access it in near real time. For example, your customer data, which includes master data (the customer's unique identifying attributes), transactional data (e.g., service requests, purchases, payments, and invoices), and interaction data (emails, chats, phone call transcripts), must be integrated, unified, and organized for real-time retrieval.

Depending on the use case, you may need to arrange your data by other business entities, such as employees, products, suppliers, or anything else that’s relevant for your use case.

3. Preparing documents for retrieval

Unstructured data, such as textual documents, must be divided into smaller, manageable pieces of related information, a process called "chunking". Effective chunking can improve retrieval performance and accuracy. For example, a document may be a chunk on its own, but it could also be chunked down further into sections, paragraphs, sentences, or even words. Chunking also makes the retriever less costly, by only including the relevant part of a document in the LLM prompt, instead of the whole document.

Next, the textual chunks must be transformed into vectors so they can be stored in a vector database, to enable efficient semantic search. This process is called “embedding” and is achieved by applying an LLM-based embedding model. The embeddings are linked back to the source, enabling the creation of more accurate and meaningful responses.

4. Protecting the data

The RAG framework must employ role-based access controls to prevent users from gaining answers to questions beyond their assigned role. For example, a customer service rep serving a specific customer segment might be prevented from accessing data about customers not in their segment; similarly, a marketing analyst might not be given access to certain confidential financial data.

Furthermore any sensitive data retrieved by RAG, such as personal identifiable information (PII), must never be accessible by unauthorized users – such as credit card information by salespeople, or Social Security Numbers by service agents. The RAG solution must employ dynamic data masking to protect the data in compliance with data privacy regulations.  

5. Engineering the prompt from enterprise data

After enterprise application data is retrieved, the retrieval-augmented generation process generates an enriched prompt by building a “story” out of the retrieved 360-degree data. There needs to be an ongoing tuning process for prompt engineering, ideally aided by Machine Learning (ML) models, and leveraging advanced chain-of-thought prompting techniques.

When RAG injects unstructured data – like articles, manuals, and other docs – into your LLM from your knowledge bases, it often uses semantic search.

Semantic search is a search technique embedded in vector databases that attempts to comprehend the meaning of the words used in a search query and web content. In terms of RAG, this is relevant for docs only.

Traditional search is focused on keywords. For example, a basic query about alligator species native to Florida might scan the search database using the keywords “alligator” and “Florida” and locate data that contains both. But the system might not REALLY understand the meaning of “alligators native to Florida” and retrieve too much, too little, or even faulty information. That same search might also miss information by taking the keywords too literally: For example, alligators in the Everglades might be overlooked, even though they’re in Florida, because the keyword “Everglades” was missing.

Semantic search goes beyond keyword search by understanding the intent of questions and answering them accordingly. It’s fundamental to doc retrieval.

Today’s enterprises store vast amounts of information – like customer service guides, FAQs, HR documents, manuals, and research reports – across a wide variety of systems. However, keyword-based retrieval is challenging at scale, and may reduce the quality of the generated responses.

Traditional keyword search solutions in RAG produce limited results for knowledge-intensive tasks. Developers must also deal with word embedding, data subsetting, and other complexities as they prepare their data. In contrast, semantic search automates the process by generating semantically relevant passages, and information ordered by relevance, to maximize the quality of the RAG response.

The need for RAG to access enterprise application data is especially critical in customer-facing use cases, where personalized, accurate responses are required in real time.

Sample use cases include a customer care agent answering a service call, or a conversational AI bot providing self-service technical support to authenticated users on a company portal. The data needed for these scenarios is typically found in enterprise systems, like CRM, billing, and ticketing  systems.

A real-time 360° view of the relevant business entity is required, be they customers, employees, suppliers, products, loans, etc.

To achieve this, you need to organize your enterprise data by whichever business entities are relevant for your use case.

But the process of locating, accessing, integrating and unifying enterprise data in real time – and then using it to ground your LLM – is extremely complex, because:

1. Enterprise data is typically fragmented across many different applications, with different databases and structures, and formats.

2. Querying and unifying the relevant data for 1 entity (e.g., a single customer), in real time, typically requires high-complexity and high-cost data management

3. Supporting high scale while maintaining low latency adds further complexity.

4. The retrieved data has to be fresh, every time

5. For reason of privacy and security, your LLM must only be able to access the data the user is authorized to see.

The Micro-Database™: Enabling hyper-performance enterprise data access by RAG

K2view organizes your fragmented multi-source enterprise application data into 360-degree views of your business entities (customers, products, loans, work orders, etc.), making them accessible to your RAG applications in near real time.

Each 360-view is stored in its own Micro-Database, secured by a unique encryption key, compressed by up to 90% and optimized for low footprint and low-latency RAG access.

K2view manages the data for each business entity in its own, high-performance, always-fresh
Micro-Database™ – ready for real-time access by RAG workflows

Designed to continually sync with underlying sources, the Micro-Database can be modeled to capture any business entity – and comes with built-in data access controls and dynamic data masking capabilities.  

To summarize, Micro-Database technology enables:

• Real-time data access, for any entity
• 360-degree complete view, for any business entity
• Fresh data all the time, in sync with underlying systems
• Dynamic data masking, to protect sensitive data
• Role-based access controls, to safeguard data privacy
• Reduced TCO, via a small footprint running on commodity hardware

When customers need a quick answer to a question, a RAG chatbot can be extremely helpful. The problem is that most bots are trained on a limited number of intents (or question/answer combinations) and they lack context, in the sense that they give the same answer to different users. Therefore, their responses often ineffective – making their usefulness questionable.

RAG can make conventional bots a lot smarter by empowering the LLM to provide answers to questions that aren’t on the intent list – and that are contextual to the user.

For example, an airline chatbot responding to a platinum frequent flyer asking about an upgrade on a particular flight based on accumulated miles won’t be very helpful if it winds up answering, “Please contact frequent flyer support."

But once RAG augments the airline’s LLM with that particular user’s dataset, a much more contextual response could be generated, such as, “Francis, you have 929,100 miles at your disposal. For Flight EG17 from New York to Madrid, departing at 7 pm on November 5, 2024, you could upgrade to business class for 30,000 miles, or to first class for 90,000 miles. How would you like to proceed?”

What a difference!

The Q&A nature of chat interactions make the RAG chatbot an ideal pilot use case because understanding the context of a question – and of the user – leads to a more accurate, relevant, and satisfying response.

In fact, chatbots that are used by service and sales agents are the natural entry point for RAG-based GenAI apps.

Many companies are piloting RAG chatbots on internal users like customer service agents, because they’re hesitant to use them in production, primarily due to issues surrounding hallucinations, privacy, and security. As they become more reliable, this trend will change.

In fact, new RAG GenAI use cases are emerging all over the place, for example:

Today, RAG AI is mainly used to provide accurate, contextual, and timely answers to questions – via chatbots, email, texting, and other conversational AI applications. In the future, RAG AI might be used to suggest appropriate actions to contextual information and user prompts.

For example, if today RAG GenAI is used to inform army veterans about reimbursement policies for higher education, in the future it might list nearby colleges, and even recommend programs based on the applicant’s previous experience and military training. It may even be able to generate the reimbursement request itself.

When all’s said and done, it’s difficult to deliver strategic value from GenAI today because your LLMs lack business context, cost too much to retrain, and hallucinate too frequently.

K2view GenAI Data Fusion is a patented solution that provides a complete retrieval-augmented generation solution,  grounding your GenAI apps with real-time, multi-source enterprise data.

K2view GenAI Data Fusion is built on a Micro-Database foundation described above to unify and organize multi-source enterprise data by business entities – customers, orders, loans, products, or anything else that is important to the business. In this way, the data for every business entity (say, a specific customer) is managed in its own Micro-Database, secured and ready for RAG access.

An entity’s data can be queried by, and injected into, the LLM as a contextual prompt – in milliseconds. It essentially makes multi-source enterprise data “GenAI-ready”.

K2view GenAI Data Fusion can:

1. Feed real-time data about a particular customer or any other business entity
2. Dynamically mask PII (Personally Identifiable Information) or other sensitive data
3. Be reused for handling data service access requests, or for suggesting cross-sell recommendations
4. Access enterprise systems via API, CDC, messaging, streaming – in any combination – to unify data from multiple source systems

It powers your GenAI apps to generate accurate recommendations, information, and content – for many use cases, such as:

Learn more about the K2view GenAI Data Fusion RAG tool.