What does IT have to do when we introduce an AI platform?

What does IT do for any AI platform?

Whether cloud or server, these tasks usually fall to IT or are initiated by it:

• Sign-in: connect the platform to the user directory, such as Active Directory or Microsoft Entra ID via LDAP, OIDC or SAML. Accounts, groups and leavers then apply automatically to the AI as well.
• Permissions: decide which groups may use which applications and data sources. Good platforms take over the groups from the user directory.
• Network: open access; for the cloud, the platform’s address in firewall and proxy; for the server, the connections in your own network.
• Connecting systems: agree with the provider which systems are to be connected, such as document storage, wiki or hospital information system (HIS). Access is provided by the vendor or the organisation.
• Documents: prepare the data protection impact assessment, record of processing activities and data processing agreement with data protection, and a works or service agreement (Betriebs- or Dienstvereinbarung) with the staff representatives.
• Contact person: name a person who manages accounts and applications. They usually do not need programming skills.

What is added with a server on your premises?

• Rack space, power and network: a place in the server room or data centre with cooling. A server with three GPUs draws around 2.5 kW at full load.
• Operation: Whoever runs the server themselves installs updates to the operating system and platform, monitors storage and services and backs up the data. The backup belongs in a data backup concept, with a copy at another location and tested restores.
• Hardware: The supplier replaces defective parts under a service contract.

What can IT hand over?

• Setup: Many providers set the platform up in the organisation’s IT, connect sign-in and train the first people.
• Operation: Providers or partners can take over the day-to-day operation of a server, remotely or in a data centre.
• IT service providers: Municipalities and smaller organisations often have their existing IT service provider handle sign-in, network and operation. More on this in the guide Introducing AI without an IT department.

Which questions should you clarify with the provider beforehand?

1. Which user directory can be connected, and do the groups come from there?
2. Who installs updates, who backs up, and where is the backup stored?
3. How does the platform reach our specialist applications, and who builds the connection?
4. What does the provider take on during setup, and what does it cost?
5. Which documents does the provider supply for data protection and the staff representatives?

How does this work with basebox?

• Cloud: Your IT connects sign-in to your user directory (LDAP, OIDC or SAML, such as Active Directory or Microsoft Entra ID). We handle operation, updates and backups in the data centre in Germany. Each organisation has a separate environment with its own user directory.
• Server: You provide rack space, power and network. Our hardware partner FAST LTA delivers within three weeks and installs in one day; the service contract with FAST LTA covers replacement of defective parts, including GPUs. Electricity costs around €1,500 to €2,500 a year with typical use.
• Setup in your IT (optional, €24,900 one-off): installation, sign-in via your user directory, e-mail and network, support on the first working day and two training sessions.
• Operation by basebox (optional): remotely for €1,200 a month or in a data centre for €2,100 a month, including rack space, power and network.
• Specialist applications: Connectors from the library are included in the licence. We connect systems such as the HIS as soon as the vendor provides access.
• Documents: data processing agreement, agreement under § 203 StGB (German Criminal Code, professional secrecy), templates for the data protection impact assessment and record of processing activities, and a model works agreement on /sicherheit.