AI Appliance Requirements Assessment

Help us understand your AI infrastructure needs to provide the best solution

What is an AI Appliance?

An AI appliance is a dedicated, enterprise-grade hardware and software solution designed specifically for running AI workloads on your documents. Unlike cloud-based AI services that send your data to external servers, an AI appliance runs entirely on your infrastructure, giving you complete control over security, compliance, and performance. According to Gartner's enterprise software research, on-premises AI solutions are increasingly critical for organizations requiring data sovereignty and compliance.

Ademero's AI appliances combine powerful GPU acceleration with our intelligent document processing platform to deliver lightning-fast document search, summarization, data extraction, and analysis—all while keeping your sensitive information within your network. This approach is ideal for healthcare, legal, financial, and government organizations that require strict data governance, in alignment with ISO 27001 security standards for enterprise data protection.

This detailed assessment helps us understand your specific usage patterns, data volume, and performance requirements so we can recommend the optimal AI appliance configuration for your needs. Whether you're processing thousands or millions of documents, serving 10 or 10,000 users, we'll ensure you have the right infrastructure to support your AI initiatives.

On-Premises Control

Your data never leaves your infrastructure

GPU Acceleration

Sub-second responses even on complex queries

Enterprise Security

Air-gapped deployment options available

Contact Information

Company Name *

Contact Name *

Email Address *

Phone Number *

1. User Load & Concurrency

How many total users will have access to the AI-powered search/analysis? *

How many of those users do you expect to be active simultaneously at peak times? *

Are there specific departments or groups expected to use it more heavily (power users)?

2. Usage Patterns

What's your expected usage window? *

Do you anticipate spikes (e.g., mornings, end of month, reporting times)?

How many prompts per user per hour at peak times? *

3. Types of AI Tasks

Which of these are you planning to use regularly? (Check all that apply)

Document search by natural languageDocument summarizationData extraction (pulling key facts)Answering questions from within documentsGenerating new content (reports, drafts, etc.)

4. Prompt Complexity & Size

How large are the documents (average and max size)? *

Will queries typically be short or complex? *

5. Data Volume & Index Size

Approximately how many documents are in the repository today? *

What's the total storage size of your document library? *

What's projected over 12-24 months?

Are the documents mostly text or mostly images? *

6. Latency Expectations

How quickly should the system respond to a typical query? *

For more complex tasks (summarization, multi-doc Q&A), what's acceptable latency? *

7. Growth & Scalability

How do you expect usage to grow over the next 6-12 months?

Are you planning additional AI use cases beyond document search/summary?

8. High-Availability / Redundancy

Do you require zero downtime, or is occasional maintenance acceptable? *

Do you need disaster recovery hardware in a second location? *

Common Questions About AI Appliances

1How long does it take to receive a recommendation after submitting this assessment?

Our infrastructure team reviews each assessment within 1 business day. For straightforward requirements (under 100 simultaneous users, standard document types), you'll receive an initial recommendation within 24 hours. More complex deployments requiring custom configurations, multi-site redundancy, or specialized compliance requirements typically take 2-3 days for a detailed proposal. Your recommendation will include specific hardware specifications, performance expectations, pricing, and implementation timeline. We can also schedule a technical consultation to discuss the recommendation in detail and answer any questions.

2What if my requirements change after receiving the recommendation?

Requirements often evolve during the planning process—that's completely normal. Our AI appliances are designed with scalability in mind. You can start with a configuration sized for your current needs and upgrade components as your usage grows. Most appliances support GPU upgrades, memory expansion, and storage increases without replacing the entire system. If your requirements change significantly (for example, user count increases by 300% or compliance requirements shift), we'll re-assess at no charge and provide an updated recommendation. We also offer pilot programs where you can test an appliance configuration before committing to a full deployment.

3Can the AI appliance integrate with our existing document management system?

Yes! AI appliances work seamlessly with most existing document management systems including Content Central, SharePoint, Box, Dropbox, Google Drive, and network file shares. The appliance indexes your documents wherever they live and provides AI capabilities as a layer on top of your existing storage. You don't need to migrate documents or change your current workflows. Integration typically uses standard protocols like SMB, NFS, REST APIs, or direct database connections. During implementation, our team configures the appliance to connect to your existing systems securely and sets up automatic index updates so new documents are immediately searchable.

4What kind of ongoing maintenance and support is required?

AI appliances are designed for minimal maintenance. Software updates (including AI model improvements and security patches) are delivered quarterly and can be applied during scheduled maintenance windows with zero downtime using our rolling update process. Hardware typically requires only basic data center care—ensuring adequate cooling, monitoring disk health, and replacing failed components if needed (we include redundant power supplies and hot-swappable drives for this reason). Support packages include 24/7 monitoring, automatic alerting for potential issues, remote troubleshooting, and on-site hardware replacement within 4 hours for critical components. Most organizations assign 2-5 hours per month for routine monitoring and minor adjustments.

5How does pricing work for AI appliances?

AI appliances are available through purchase or lease arrangements. Pricing depends on hardware specifications (GPU type, memory, storage capacity), software licensing (based on concurrent users or document volume), support level (standard business hours vs. 24/7 mission-critical), and deployment complexity (single-site vs. multi-site redundancy). Each deployment is custom-configured to match your specific requirements and budget. All packages include implementation, training, and comprehensive support. Industry analysts, such as those at Forrester Research, have documented significant ROI for on-premises AI solutions through reduced cloud costs and improved compliance efficiency. We also offer cloud-hosted options for organizations preferring subscription pricing. Schedule a consultation to receive a detailed quote tailored to your organization's needs.

6What happens if we underestimate or overestimate our requirements?

Our sizing process includes safety margins to prevent performance issues if actual usage exceeds estimates. If you underestimate and hit capacity limits, the appliance includes performance monitoring that alerts you before user experience degrades. Upgrades can typically be completed within 2-4 weeks (GPU additions, memory upgrades) or you can add a second appliance for load balancing. If you overestimate significantly, we can right-size the configuration during the proposal phase based on industry benchmarks—for example, if you estimate 200 concurrent users but similar organizations typically see only 30% concurrency during peak times, we'll recommend the appropriate tier. Our pilot program lets you validate sizing assumptions with real-world usage data before finalizing the configuration.