Where it shows up
A team wants AI answers to use approved documents, policies, knowledge-base articles, or process notes instead of only general model knowledge.
Look for source quality, source access, retrieval accuracy, outdated documents, permission rules, and whether answers show their source.
No technology
Start by cleaning the source material before expecting better AI answers.
Microsoft 365 or Google Workspace
Create a source inventory with owner, status, approved use, last reviewed date, and access level.
AI-assisted
Ask AI to identify which source material is missing or unclear, then fix the source before expanding the workflow.