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Private AI for reviewing an email archive
Short answer
A private app for reviewing an email archive puts a thread in order: the proposal, the request for a change and the confirmation, with dates and links to the messages. The employee reads the sources and decides what they mean. At Syntalith an app on a local model costs from €3,000 net plus GPU hardware. At 150 archive reviews a month of 25 minutes each, it pays back in 2.1 months.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- model on your server or in the cloud in the EU
- quoted after the review
- same work in application with EU cloud model
- from €3,000
- task, data and equipment analysis
- €0
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Archives and AI: statistics 2026
2.1 mo.
payback of a €3,000 local app at 150 archive reviews a month: €2,181 of work today, €759 with checking and a GPU server. Scenario.
48.8%
According to Eurostat (2025), 48.8% of EU companies that considered AI and did not use it named concerns about data protection and privacy.
Source: Eurostat, Use of artificial intelligence in enterprises (2025) ↗
52.5%
According to Eurostat (2025), 52.5% of EU companies that considered AI and did not use it named a lack of clarity about the legal consequences.
Source: Eurostat, Use of artificial intelligence in enterprises (2025) ↗
48%
According to the European Commission (2026), 48% of EU SMEs and mid-caps name a lack of expertise as a barrier to AI.
Source: European Commission, Flash Eurobarometer 578 (2026) ↗
85.2%
According to Eurostat (2025), 85.2% of EU enterprises that pay for cloud services used them for email.
Figures checked: 22 October 2026
One proposal in many quotes
A project manager is looking for an explanation of why a particular way of delivering materials was chosen. One message holds the proposal, the next a request for a change, and a later one the confirmation of the changed arrangement. A search by subject returns dozens of replies that quote the first proposal.
The app shows the three messages in order, with dates and links. The employee opens them and checks whether the later text answers the earlier question. If the export cuts the thread, the user sees the gap, and gets no smooth summary that hides it.
- 01Setthe archive approved for review
- 02Threadlinks taken from the message headers
- 03Trailproposal, change and confirmation
- 04Quotesrepetitions marked as quotes
- 05Sourcesa link to every message
What a private email archive review costs and when it pays back
- Today
- 150 archive reviews × 25 min = 62.5 h × €34.90 = €2,181
- With the app, an employee checks the output in 25% of the time
- €545
- Hetzner GEX45 GPU server
- €214
- Saving
- €1,422 a month
Payback of €3,000
2.1 months
The volume, the time and the checking share are the scenario's assumptions, which we measure in the trial. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Price of the GEX45 with 24 GB of GPU memory from Hetzner's website on 22 October 2026, without the one-off setup fee of €209.
The count covers the time spent searching, reading and compiling the material. What stays is the time to check the result against the source, 25% of today's work in the scenario. We measure both times in a trial on 20 to 100 cases the team has already handled.
Choosing the material before you start
A mailbox archive may cover more matters than the project an employee wants to review. The company names the approved set and who may see it. Looking for the reasons behind an old decision needs different information from a list of attachments that were sent.
- Where the app takes documents from and where it saves results
- What stays in logs, backups and the history of questions
- Who has access to questions, answers and summaries
- Who updates the model, the app and the set of documents
Use your email client first
An email client searches by sender, date and content, and shows threads. If the employee knows the project name and a person from the conversation, these features are enough. A separate review makes sense when you need to rebuild the course of decisions in a long archive. Docling describes support for EML and MSG mail files, and when preparing the archive you also have to decide how attachments are used. We take the links between messages from the source data where they exist, because an ordered list of emails is often more useful than a model's narrative.
A known project and participants
search in the email client
no app
A one-off rebuild of one matter
an export of the thread and a manual review
no app
Regular reviews of long archives
a private review app
from €3,000
Where to start
The first scope covers the archive of one finished project and the questions about the history of the work that the team really needs. A person who knows the project judges whether the summary makes it easier to find a statement. We roll out local models as part of private LLMs, and we build the view for working with sources as an AI app. For the free process review, a description of one case and the places where the material sits is enough. Confidential files stay in the company, and you get a written plan within 2 working days.
Worked example · Scenario
How we count the payback: an archive review
We run the same count for your team in the free process review.
€4,188
a month for the work on 600 questions
EU cloud version payback: 0.8 mo.
Our assumptions are 12 minutes to find an answer in the documentation, and checking in 15% of the old time. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: Claude Sonnet 5.5, about 6,000 + 500 tokens per answer in the EU cloud version, at the ECB rate of 1.1205 USD per euro on 22 October 2026. We count the payback for an app with a model in the EU cloud (from €3,000 net). We price the model on your server after a call, and the cost of people's work stays the same.
See the full calculation →
