Follow a fictional work instruction through its lifecycle and see how source owners, versions, access permissions and deletion keep an AI knowledge base manageable.
The spoken explanation, organised by chapter.
AI answers begin with information someone is responsible for keeping current.
A fictional team keeps an old work instruction and a new one in different folders. Someone asks which procedure to follow. The assistant can find both documents, but which version applies?
A document is submitted, reviewed, published and later changed or withdrawn. Record who acts at each transition. The ability to upload a file alone says nothing about whether its contents remain valid.
Record the owner, version, document type and validity where needed. Establish the authoritative source. The assistant must not resolve contradictory business instructions simply by choosing the text that sounds most convincing.
The user’s permissions determine which passages are available. A restricted document must not become visible through a summary. Hiding only its source link does not enforce the boundary.
Agree how source changes reach the search layer and how processing is checked. Adding new files is one stage; old versions, revoked permissions and deleted documents also require a defined path.
Replace a test instruction and ask the same question again. Revoke a permission and remove a source too. Check new answers, references and existing context under the agreed update and retention periods.
Choose one team, source owner and collection of recurring questions. Make missing or conflicting information visible. Expand only when updating and reviewing sources fit the team’s everyday work.
Read OXIAE’s guide to combining source quality, permissions and updates in an AI knowledge base.
1:50Examine a fictional answer about business documents and learn to check passages, conditions, missing information and conflicting versions separately.
Source articleChat with business documents
1:51Use a fictional procedure question to trace a RAG failure to missing sources, missed passages, incorrect use of context or access controls before answering.
Source articleRAG system development
1:55Use a fictional assistant to examine where business information is processed and retained, from documents and model input to search indexes, logs and backups.
Source articlePrivate AI for business