Define the approved source set
List the questions the assistant should answer and the documents that support them. Name the owner of each document, its intended audience and the date it was approved. Separate current procedures from drafts and archived versions. A folder full of files does not automatically form a reliable knowledge base.
Resolve contradictory answers with the document owner before indexing the material. Keep the relevant scope near the instruction: which service, location or customer type does the rule apply to? If the answer is unknown, preserve that fact. The assistant should not invent a policy to fill an incomplete source.
Separate public and private access
Public product descriptions and general FAQs may support a public assistant. Customer records, personnel information and internal contracts need a separate permission design. Classify sources before upload and check the provider and retention arrangements for the implementation. This website explorer uses approved public catalog content; it is not an upload channel for private documents.
Enforce source access during retrieval so a user cannot receive material they are not allowed to read. A visible login or an instruction to the model is insufficient by itself. Start testing with synthetic examples, including an unauthorized user and a source that must never appear in a public answer.
Test answers and maintain the sources
Create examples with an answer in the sources, no answer, conflicting wording and a question outside the assistant’s scope. Review both the generated statement and the cited passage. A link can point to a valid document while failing to support the claim. Require a clear admission when approved information is missing.
Assign an update owner and a review schedule that fits how often the business changes. Version the sources, remove outdated guidance and keep a way for users to report an incorrect answer. Treat retrieved text as information, not permission to take an action. A sourced answer still needs appropriate human review.
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