Lookeen for Universities
Departments, institutes and administration produce huge amounts of documents, data and email – on their own drives, in Exchange and in Microsoft 365. Lookeen makes it searchable without blurring who is responsible for what.
The biggest challenges for universities
Fixed-term contracts, growing research data and IT that serves thousands of users with very different permissions.
Knowledge leaves with fixed-term contracts
Many research positions are temporary. When doctoral students and project staff leave, their data stays on drives and in mailboxes, but nobody can find it any more.
Ten years of research data
Under the German Research Foundation’s code of good research practice, research data is generally kept and accessible for ten years. Funders increasingly expect orderly data management.
Decentralized storage
Every institute and chair organizes data differently, on drives, in OneDrive, in mailboxes and in old archives.
Separate access rights
Research data, exam papers, appointment procedures and HR records must only be seen by the right people, even when search is run centrally.
How Lookeen helps
One central index with your permissions for every faculty, with AI in your own data center if you want it.
One index for many sources
Lookeen Server indexes file servers, Exchange, Microsoft 365 including the online archive, OneDrive and shared mailboxes as well as PST archives.
Project knowledge stays findable
Shares and mailboxes of former staff stay searchable if you keep them in the index, with the permissions of the group that carries on the work.
Research formats included
Almost 100 formats, from Office, PDF and LibreOffice to images, diagrams, source code and archives. Scanned documents become searchable with OCR.
Lookeen AI for literature and projects
Have reports and project documents summarized, show differences between versions or answer questions across a whole project folder, with sources and on local models if you like.
Permissions from Active Directory
Users and groups are synced with Active Directory. Results are filtered by the stored access rights, so chair groups stay separate.
Search without installing
Search in the browser, with the Lookeen client or right in Outlook. Institute computers can get Lookeen by group policy, VDI included.
Control for university IT
University IT keeps operation, permissions and AI in its own hands.
- On-premises in your data center: The index and configuration live on university drives. Lookeen GmbH has no access to indexed content.
- Single sign-on: Sign in via NTLM/Kerberos or Windows login; passwords are never stored in Lookeen.
- AI with local models: Lookeen AI works with language models in your own infrastructure – documents never leave your network. AI is off by default; administrators decide whether it is used, which actions are available and who may edit the templates. Learn more
- Documentation for security reviews: An architecture overview, data flow diagram and ISO 27001 control mapping are available on request.
The right fit
Lookeen comes as a single-workstation solution and as a central server solution. Here is how they fit you.
Lookeen Server
For faculties, institutes and central administration: permission-aware search across every connected source.
Lookeen Desktop
For individual researchers and lecturers: search your own files, network drives and Outlook on your workstation.