Garbage in, garbage out. If your intranet is full of outdated circulars from 2018, your AI will confidently give your employees 2018 advice. That is a compliance disaster waiting to happen.
The Knowledge Lifecycle Management
AI makes document hygiene critical. You need a rigorous “Knowledge Ops” process:
- Ingestion Gates: Nothing enters the vector database without an Owner and an Expiry Date.
- Versioning: When a new circular “Loans 2.0” is uploaded, “Loans 1.0” must be explicitly tagged as deprecated or archived. The AI must be instructed to prioritize the latest version.
- Review Loops: Every quarter, document owners get a ping: “This SOP hasn’t been updated in 90 days. Is it still valid?”
Handling Contradictions
What happens when the “HR Manual” says one thing and the “Leave Policy Amendment” says another? Humans know the Amendment wins. AI might get confused.
We solve this with Hierarchy Metadata. Documents are ranked by authority type. Board Resolutions > Circulars > SOPs > Email Guidelines. When the AI retrieves conflicting chunks, it uses this hierarchy to resolve the truth.