Why It Matters

 

In an era where generative AI is being rapidly adopted into day-to-day business processes, one of the most serious concerns is the problem of hallucinations: AI-generated responses that are factually incorrect, misleading, or entirely fabricated — but presented confidently. When such outputs are used internally, they can misdirect staff. When they are shared with clients, regulators, or the public, they can cause reputational damage, legal exposure, and operational risk.

 

At AIVS, we’ve designed a secure, structured AI routing system that mitigates these risks by controlling how queries are formed, contextualised, and processed before being sent to OpenAI.

 

Here’s how it works:

 

1. Structured Input via Secure Funnel

Every user — whether internal staff or client — submits their request through a form-based interface.

These inputs are:

• Restricted by role, urgency, and topic

• Informed by preloaded dropdowns and structured fields

• Validated for clarity and intent before being passed forward

This reduces vague or misleading prompts — the number one source of hallucinated responses

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2. Context-Aware Prompt Assembly

Behind the scenes, our software (built entirely by AIVS) wraps each query in:

• Industry-specific guidance

• Legal/regulatory framework

• UK-specific rules and standards

• Role-aware language (e.g., a director gets a strategic summary; a junior staffer gets actionable steps)

 

This controlled layering ensures that OpenAI has the best possible context to generate a reliable, relevant answer — and avoids generalised or speculative content.

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3. Logging, Versioning, and Accountability

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Every submission is:

• Time-stamped

• Tied to a user identity

• Stored alongside the original query, context, and generated response

 

This creates a clear audit trail. If a client or regulator asks, “Where did this recommendation come from?” — we can show exactly what was asked, how it was framed, and what AI returned. This reduces blame shifting and increases organisational confidence in using AI responsibly.

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4.  Why This Is Essential

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In most industries — legal, healthcare, finance, education, compliance — sharing incorrect or misleading information with clients can have serious consequences:

 

• Financial loss

• Loss of regulatory compliance

• Damage to trust and credibility

• In some cases, legal liability

 

 

If a staff member sends a client AI-generated content without control, the organisation is responsible for that communication. Just as they would be if it came from a junior staffer acting outside policy.

 

Our system doesn’t block AI use — it ensures it’s used wisely, traceably, and with the right safeguards.

 

Summary: Why AIVS Is Different

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• No free text prompts — only secure, structured forms

• Queries matched to job role and legal context

• Prompt shaping ensures domain relevance

• Responses are logged and versioned sent by secure email

• Compliance isn’t an afterthought — it’s built-in

• We keep no copies - no copies stored anywhere