An AI document management system for Pakistan’s food ministry: RAG answers with sources, version comparison, smart filing, and role-based sharing.
Give Pakistan’s Ministry of National Food Security & Research one secure home for its documents, organised the way the ministry is organised, with AI that answers questions from the files and explains what changed between versions.
The ministry’s policies, proposals, appraisal reports and cabinet summaries live across shared drives, email attachments and paper files in seven wings and fourteen attached departments. Finding the latest version of a document often means asking around.
When a policy goes through several drafts, nobody can easily see what changed between them. Officers read two long PDFs side by side to spot a moved deadline or a removed clause.
Sharing is informal. Files travel as attachments with no expiry, no record of who opened what, and no way to limit a section to view-only access.
Every document sits in an organisation tree of ministry, wings, departments and sections, with the ministry’s own categories (56 at launch, and admins can add more), tags, full version history, trash with restore and storage quotas. Files are checked against their type on upload, and executables are blocked.
Officers ask in plain language and get an answer drawn from the ministry’s own files, with citations to the exact document, version and page. Retrieval only uses documents the officer is allowed to see, so the assistant never leaks across sections.
Pick any two to eight versions of a document and Google Gemini lists what was added, removed and updated, from moved deadlines to deleted clauses. Results are cached on the version and every comparison is written to the audit log.
When a file is uploaded, the AI suggests its category, tags, a short summary and the owning section, reading scanned pages with OCR. The officer accepts or edits the suggestions, so filing stays consistent without extra work.
Share a file or folder with a person or a whole section as Viewer, Downloader or Editor, with an optional expiry. Public links can carry a password, an expiry date and a download limit, and every share can be revoked.
Roles plus fine-grained permissions that admins can switch on or off per user, short-lived sessions with rotating refresh tokens, account lockout after failed sign-ins and forced password changes. Every sign-in, upload, share, version and AI query is logged and exportable as CSV.
Wings, departments and sections share one organised, searchable home.
Ask a question and get an answer that cites the document it came from.
AI summaries show what moved between drafts of a policy.
Role-based access, expiring links and an audit trail for every action.
Secure home for ministry documents, organised by wing, department and section.
Versions compared at once, with an AI summary of what changed.
Access levels on every share, each with optional expiry and full audit.
MNFSR Documents turns scattered drives and attachments into one organised archive that officers can ask questions of, with AI that shows its sources and explains what changed.
Need an AI document system for a ministry or a regulated organisation? We can stand up a working MVP on your own structure and documents in weeks.
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