VANKPA
The decision
A knowledge assistant needs an update process for the material it uses. Approved sources can still become obsolete. Define who owns each source, how changes reach the assistant, and how withdrawn information stops appearing in answers.
In practice
A service policy might change while an older guide remains in another folder. The assistant should not treat both as equally authoritative. Preserve version context and make conflicting or missing authority a reviewable problem.
- Create a source register, update triggers, and tests for changed topics.
- Review access boundaries after updates and verify removal as well as addition.
- Keep an operational route for staff to report an outdated answer with the supporting source.
When to take the next step
Create the refresh process before the assistant becomes part of daily work. Use a policy that has changed recently to test replacement and withdrawal behavior.
Questions clients ask
Should every company file become a source?
No. Select approved, relevant material with clear ownership and access rules.
How do we test freshness?
Use questions whose answers changed and confirm the current source is used while obsolete material is excluded.