Twenty years of files, searchable by the officer who is allowed to see them.
A state PSU or utility holds decades of tender files, circulars, audit paras and replies, board notes and contracts, in a records section and a dozen departmental drives. An officer answering an audit query, an RTI request or a board question rebuilds the history every time. This blueprint shows how that history is found in under a minute, inside the organisation's own data centre, with access decided by designation before any answer is produced.
Who this is for
Modelled on representative organisation profiles. Test these parameters against your internal numbers.
Size band
Teams
Systems
Regulator and oversight
What is out of scope
The three documents and two processes
The 3 documents and 2 processes you already have. No new content has to be created to begin.
The 3 Core Document Sets
Tender files and contracts (NIT, bids, evaluation, award, amendments, completion)
Scanned, filed by tender number; the reasoning behind an award lives in the file and in one officer's memory
Audit paras and vigilance queries start here
Circulars, office orders and policies (with the version in force on a date)
Hundreds; superseded ones are not marked
"Which rule applied when this decision was taken?"
Audit paras, replies and board notes
Each reply is drafted from scratch; past replies to the same para are hard to find
Repeat paras, late replies
The 2 Mission-Critical Processes
Audit para and board query replies
Officers spend weeks each quarter locating files and drafting replies
Nobody was hired for this
Contract milestone and compliance tracking
Bank guarantees, performance security and milestone dates tracked in spreadsheets by each section
Expired guarantees are an audit finding
Days 1–90 in four stages
A phased, non-disruptive roadmap. Governed rules signed first, production live by week three, full autonomy by day 90.
- PHASE 01Days 1–15
Map and write the rules
With the IT head, the secretariat and internal audit, we list where files actually sit, who may see which class of document by designation, and what the audit reply process looks like. Access, classification, retention and approval rules are written as an office order and approved through your normal channel. The ERP and e-office are not changed.
Milestone: Signed rules & zero software footprint - PHASE 02Days 16–36
Open the door
Vectalk is deployed in your own data centre or on the state data centre or a MeitY-empanelled cloud, on tender files, circulars and audit records, read-only. Three weeks to production. From day 36 an audit officer asks "List every contract above ₹5 crore awarded in 2021–22 where the L1 bidder was not awarded, with the recorded reason" and gets the list with the file and page for each.
Milestone: Vectalk deployed in private boundary - PHASE 03Days 37–60
The first worker: audit replies
A Neo Agent reads each new audit para or board query, finds the relevant files and any previous replies on the same subject, and prepares a draft reply with the references listed. The section officer edits, the designated authority approves and signs through your existing channel. The agent drafts; it never sends and never decides.
Milestone: First autonomous worker live with approvals - PHASE 04Days 61–90
The second worker: contract tracking
A second agent reads every active contract and lists the bank guarantee expiries, performance security dates and milestone due dates for the next 90 days, with the file reference. Section heads see their contracts on one screen each Monday. The audit log of both agents — who asked, what they were permitted to see, what was drafted, who approved — is the evidence for the next audit and for DPDP.
Milestone: Complete audit evidence & board report
The rules written first
The governance engine runs before the models. Rules are codified in software and signed off by responsible executives.
Access by designation
ENFORCED RULEEach class of document is mapped to the designations that may read it; a section officer sees their section's files; the board cell sees board notes; vigilance sees what vigilance may see; nobody sees across sections without an order
Classification
ENFORCED RULEDocuments marked confidential or restricted under your classification rules are excluded from the pilot or confined to the designations named
Approvals
ENFORCED RULENo reply, letter or note leaves the organisation from the agent; the designated authority signs through the existing file channel
Retention
ENFORCED RULERecords keep their period under your record retention schedule; the AI stores no copy outside the deployment
Hosting
ENFORCED RULEYour data centre, the state data centre or a MeitY-empanelled cloud; no public AI service; open-source models under your control
What the board sees at day 90
Modelled, with the inputs beside each number. Replace with your own.
- BOARD DELIVERABLE 01
An audit para reply drafted in a day, not three weeks.
Input40 paras a quarter; files and past replies located by the agent; officers edit and approve.
- BOARD DELIVERABLE 02
No bank guarantee expiring unnoticed.
Input300 active contracts; guarantee and security dates tracked; the section head sees the next 90 days every Monday.
- BOARD DELIVERABLE 03
A tender-history question answered with the file and page.
Input10 years of tender files loaded; access decided by designation before retrieval.
- BOARD DELIVERABLE 04
RTI and board queries answered from the record, not from memory.
Inputcirculars with the version in force on a date; past replies on the same subject found first.
- BOARD DELIVERABLE 05
An access log an auditor can read.
EMPIRICAL BENCHMARKEvery query, the designation that asked, the documents permitted, the answer given, the approver.
Price band and what recurs
Transparent pricing with zero hidden seat taxes or foreign inference surcharges. Board-ready clarity.
Vectalk on tender files, circulars and audit records
Licence and usage, yearly
First Neo Agent (audit replies)
Per quarter
Second Neo Agent (contract tracking)
Per quarter
One-time setup, scanning support for the records section, rule-writing with the secretariat
Does not recur
Executive Transparency: Every quote is three lines — licence, usage credits, one-time setup — so a sanction note shows what recurs and what does not.
FAQ
Straightforward answers to the compliance, security, and IT architecture questions boardrooms ask.
In your own data centre, the state data centre or a MeitY-empanelled cloud, as your IT policy requires. Nothing is sent to a public AI service and no foreign API is used.
By designation, before the AI retrieves anything. An officer and a board member asking the same question receive answers drawn from different documents, by rule.
No. It drafts and lists. Every reply goes through your existing file channel and the designated authority signs.
OCR and bilingual handling are part of the pilot; pages that cannot be read reliably are listed for a person.
A pilot can be structured as a limited-period engagement under your procurement rules; NeoPhoenix is ISO 27001:2022 and ISO 42001:2023 certified. The briefing call gives you a three-line quote for the sanction note.
Similar shape, different documents: see the hospital blueprint
Compare how this governed 90-day pilot architecture applies across adjacent operational models.
AI your board can say yes to.
Bring one audit para and the file it refers to.