Create a Private AI Assistant That Understands Your Business Documents

Small businesses today need smarter tools to handle repetitive tasks without handing over sensitive data to Big Tech. That’s why more organizations are choosing to create a private AI assistant, a secure, customized tool that can read your internal documents and answer questions in real time.

At SofTouch Systems, we show Texas businesses how to build AI tools that are secure, affordable, effective, and completely under your control.

What Is a Private AI Assistant?

A private AI assistant is a custom chatbot trained on your own business documents. It doesn’t rely on public internet data or cloud-based AI subscriptions. Instead, it runs on secure, local models and pulls responses directly from your files.

You can upload PDFs, Word docs, spreadsheets, and more. The assistant then becomes your company’s internal search engine, capable of answering questions like:

  • “What are our payment terms?”
  • “What’s our return policy?”
  • “What is included in the bronze-level service plan?”

Best of all, the assistant works securely within your own infrastructure, giving you control over performance, privacy, and cost.

How to Build an AI Assistant (w/Help: STS)

With open-source tools and expert guidance, any small business can now build a private AI assistant tailored to its needs.

Step 1: Choose the Tools

We recommend combining Ollama for local AI models with LangChain or LlamaIndex for document processing and natural language querying.

Step 2: Add Your Documents

Simply load the files you want your assistant to understand. These can include onboarding guides, internal policies, service manuals, HR documentation, or training materials.

Step 3: Train the Bot to Answer Questions

Your AI assistant doesn’t require traditional training. It uses retrieval-based methods to pull exact answers from the document content. You can begin asking questions as soon as setup is complete.

Step 4: Deploy It Privately

Run the bot on your server, local PC, or a secured cloud instance. No data is sent to external vendors unless you choose to integrate optional services.

Why You Should Keep It In-House

Many cloud-based AI services expose your content to third-party data storage, usage logging, and unpredictable fees. When you create a private AI assistant, you benefit from:

  • Data ownership and complete privacy
  • Customization for your business environment
  • No vendor lock-in or SaaS pricing traps
  • Faster responses and offline availability

STS specializes in setting up AI tools that are fully aligned with your security policies and compliance needs.

Real Use Cases for Local Businesses

  • IT Consultants: Search SLA terms and ticket procedures instantly
  • Nonprofits: Let volunteers query policy docs without HR assistance
  • Legal Offices: Reference prior case law and procedural docs
  • Manufacturers: Find product specs or technical references instantly

Let’s Build Yours

We help clients across Central and South Texas deploy secure, private AI solutions that give them a competitive edge. Whether you’re just exploring your options or ready to implement, we’ll walk you through every step.

Schedule a free AI consultation with SofTouch Systems today and see how a private AI assistant can serve your business better. (Orig Story on MSN)

Grocery Cyberattack Warning: What UNFI’s Breach Means for Business

When most people think of cyberattacks, they picture banks, tech firms, or maybe healthcare providers, not grocery distributors. But the recent UNFI cyberattack proves that even industries once considered low-risk are now in the crosshairs. If cybercriminals are going after food supply chains, your small business could be next. (Story by: TechCrunch)

What Happened to UNFI?

United Natural Foods, Inc. (UNFI)—one of the largest wholesale food distributors in the U.S.—experienced a major cyberattack in mid-June. This attack disrupted operations, delayed shipments, and caused grocery store shortages nationwide.

While the company says it’s recovering, many grocers are still feeling the effects. For everyday small business owners, the message is clear:

You don’t have to be in finance, software, or real estate to become a cyber target.

Grocery cyberattack warning. UNFI hit by cyberattack. What every small business needs to know and how STS can help.

Why This Affects Every Industry

Cybercrime is no longer industry-specific. Attackers are shifting their focus from highly protected targets to vulnerable ones, like regional distributors, HVAC companies, and retail operators. Small to midsize businesses often lack the layered security infrastructure of enterprise-level organizations, making them ideal entry points for cybercriminals. Industries once considered low-priority, such as food service, logistics, and manufacturing, are now facing increasing threats due to their critical supply chain roles. The growing number of ransomware incidents in these sectors demonstrates that cybercriminals are looking for weak links with high operational urgency. As shown by the UNFI cyberattack, even a brief disruption can ripple across the entire industry, amplifying pressure to pay ransoms and restore services quickly. Why?

  • Many small and mid-size businesses lack hardened IT infrastructure
  • Supply chain access gives hackers leverage over many downstream partners
  • Ransomware payouts are easier from unprepared companies

The UNFI cyberattack underscores a larger trend: no one is off-limits anymore.

What STS Recommends for All Business Owners

Whether you’re in food, construction, education, or logistics, you can take steps right now to avoid becoming the next headline:

1. Backups Are Non-Negotiable

Daily offline backups prevent data loss and give you leverage if ransomware strikes.

2. Email Security Should Be Your First Defense

Phishing is still the most common entry point. Train your team and filter your inboxes.

3. Limit Admin Access

Use the principle of least privilege. The fewer people who have full system control, the better.

4. Segment Your Networks

Separate financial, operational, and customer-facing systems so one breach doesn’t cripple your whole company.

5. Patch Systems Promptly

Hackers exploit outdated software. Automate your updates or let a Managed Service Provider handle it.

STS Pro Insight: You’re Not “Too Small” to Be Targeted

If criminals can breach a $28 billion food distributor, they can—and do—target local businesses for quick payouts. In fact, 63% of SMBs report at least one attempted cyberattack annually.

Our team at SofTouch Systems has worked with businesses across Texas to recover from attacks, and more importantly, to prevent them from happening again.

Schedule a Cyber Risk Assessment Today

Don’t wait for a breach to realize your vulnerabilities.
Contact SofTouch Systems today for a no-obligation cybersecurity assessment tailored to your industry.

Boost PC Security & Speed: 5 Dangerous Windows Settings to Disable

Many small business computers are running slower and less securely than they should be and the culprit is often default Windows settings. These overlooked configurations can expose your business to cyber threats and drain system performance. Here is our list of 5 Windows settings to disable and we’d suggest sooner rather than later.

At SofTouch Systems, we help Texas businesses take back control. In this guide, we reveal five Windows settings to disable right now for stronger protection and faster PCs, no expensive upgrades required.

Why You Should Care

Whether you’re managing employee workstations or your own office PC, default Windows settings are often optimized for convenience, not security. This can:

  • Increase exposure to ransomware
  • Allow tracking of your behavior
  • Drain memory and CPU performance

The fix is simple, but you need to know where to look. Here are 5 Windows settings you need to disable.

1. Turn Off the Advertising ID

What it does: Tracks your activity to personalize ads across apps and services.

Why disable it: It’s a privacy concern and opens up tracking data to third-party apps.

How to fix it:
Go to Settings > Privacy & Security > General, and turn off:
“Let apps show me personalized ads by using my advertising ID.”

2. Disable Cortana (Windows 10)

What it does: Cortana listens for voice commands and stores voice activity in the cloud.

Why disable it: It eats up memory and creates a potential privacy loophole.

How to fix it:
Run this PowerShell command as admin:

powershellCopyEditGet-AppxPackage -allusers Microsoft.549981C3F5F10 | Remove-AppxPackage

3. Stop Unnecessary Background Apps

What they do: Apps like Xbox Game Bar, Skype, or Maps run in the background.

Why disable them: They waste resources and may open network ports to the internet.

How to fix it:
Go to Settings > Apps > Installed Apps, click each app and disable background activity.

4. Disable Remote Desktop (RDP) if Unused

What it does: Allows others to remotely control your PC, often a major ransomware vector.

Why disable it: If not used, it’s a huge unnecessary risk.

How to fix it:
Go to Control Panel > System > Remote Settings, and check:
“Don’t allow remote connections to this computer.”

5. Turn Off Network Discovery & File Sharing

What it does: Allows PCs on the same network to discover and access shared files or printers.

Why disable it: If not managed properly, this opens you to lateral movement in a cyberattack.

How to fix it:
Go to Control Panel > Network and Sharing Center > Advanced sharing settings, and disable:

  • Network Discovery
  • File and Printer Sharing
5 Windows Settings to Disable

Pro Tip: Automate These Fixes at Scale

If your business manages multiple PCs, applying these fixes manually is time-consuming and inconsistent. At SofTouch Systems, we configure security policies through Group Policy, Intune, or RMM software for complete coverage.

Protect, Optimize, and Simplify

Disabling these risky Windows settings is a fast, free way to protect your small business and extend the life of your hardware. But it’s just the start.

STS offers:

  • Endpoint protection & patch management
  • Remote monitoring & support
  • System hardening & security audits
  • Backup and disaster recovery planning

Let’s Secure Your Systems Today

Don’t leave security up to default settings.
Schedule your free security checkup with STS now and take back control of your business IT.