How to Keep an AI Assistant From Treating an Old Draft as Approved Policy

An internal knowledge assistant may retrieve an outdated draft alongside the approved policy and present the draft as authoritative. Filenames and document wording may not clearly indicate which version is current.

What to check

Check source metadata, approval status, effective date, document owner, indexing rules, and whether archived versions remain searchable. Test questions where the draft and final policy give different answers.

Recommended next step

Make approval and supersession status available to retrieval, remove or clearly label obsolete sources, and cite effective documents in answers. Route unresolved conflicts to the policy owner rather than selecting the most recent upload automatically.

How Informatix Systems can help

Informatix Systems provides AI integration and knowledge governance services. We can assess the affected setup, trace the likely cause, and help plan an implementation path. Contact us with the system involved, when the issue began, and non-sensitive error details.