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AI answers begin with information someone is responsible for keeping current.

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A fictional team keeps an old work instruction and a new

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one in different folders.

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Someone asks which procedure to follow.

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The assistant can find both documents, but which version applies?

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A document is submitted, reviewed, published and later changed or

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withdrawn.

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Record who acts at each transition.

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The ability to upload a file alone says nothing about whether

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its contents remain valid.

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Record the owner, version, document type and validity where needed.

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Establish the authoritative source.

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The assistant must not resolve contradictory business instructions

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simply by choosing the text that sounds most convincing.

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The user’s permissions determine which passages are available.

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A restricted document must not become visible through a summary.

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Hiding only its source link does not enforce the boundary.

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Agree how source changes reach the search layer and how processing

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is checked.

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Adding new files is one stage; old versions, revoked permissions and

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deleted documents also require a defined path.

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Replace a test instruction and ask the same question again.

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Revoke a permission and remove a source too.

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Check new answers, references and existing context under the agreed

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update and retention periods.

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Choose one team, source owner and collection of recurring questions.

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Make missing or conflicting information visible.

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Expand only when updating and reviewing sources fit the team’s everyday work.

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Read OXIAE’s guide to combining source quality, permissions and

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updates in an AI knowledge base.