An assistant cannot reliably explain a policy when its source collection contains outdated or contradictory versions. Document preparation is part of the product, not a one-time upload task.

The decision to make

Identify the authoritative version and owner for each subject. Separate content by audience and permissions before indexing it.

Practical checklist

  • Remove obsolete duplicates or clearly label their status.
  • Preserve useful headings and document context.
  • Set an update process when source material changes.

An illustrative example

Two versions of an expenses policy may give different limits. The assistant needs a rule for choosing the current approved source rather than blending both.

Your next step

Maintain a source inventory that records ownership, approval status and the next review date.

AI-assisted planning guide published by Prime Pixels. Examples are illustrative, not customer case studies. Project scope and applicable requirements must be checked for your circumstances.