Managing documentary knowledge
How can AI-assisted document searches be made reliable, traceable and compliant with access rights?
3500 € per session, excl. VAT
In short
Over two days, comprising 14 hours excluding breaks, design a prototype for document retrieval supported by generative AI and its governance framework. You will define responsibilities, corpus rules, access controls and quality tests, then prepare a limited pilot before any deployment decision is made.
Why this training?
A document assistant can confidently reproduce an obsolete procedure. Reliability therefore depends as much on versions, owners and access permissions as on how requests are worded. Governance links each answer to an admissible source, organises corrections and sets the conditions for suspension. It enables shortcomings to be measured before usage is expanded. Running case study: The fictitious organisation Aveltor Équipements has contradictory maintenance procedures, outdated manuals and confidential reports. Its documentation service is preparing an assistant for technicians, without exposing documents reserved for managers. Transfer to the workplace: After the training, propose the pilot to a documentation manager and the IT security team; validate the scope, rerun the tests on an authorised corpus and decide whether to proceed according to the agreed thresholds.
Objectives of this training
- Map sources, owners and document permissions
- Define the rules for validation and removal from the corpus
- Build a prototype for source-referenced answers
- Test accuracy, currency, abstention and confidentiality
- Formalise the conditions for launching the pilot
Who is it for and what are the prerequisites?
Roles and tasks concerned
- Documentation, knowledge and quality managers
- AI project managers and document application managers
- Security or data contacts involved in the pilot
Prior skills
- Use generative AI and verify its answers
- Be familiar with a documentation process and its access constraints
- Understand the principles of metadata and version control
What you will work on
Define the scope of the documentation service
Objective: Establish a testable scope. Users, permitted questions, risks and exclusions.
Assess the suitability of sources
Objective: Compile an admissible corpus. Authority, duplicates, versions and metadata.
Assign responsibilities
Objective: Organise the document lifecycle. Publication, validation, revision, archiving and deletion.
Design authorisations
Objective: Prevent unauthorised disclosure. Least privilege, pre-filtering, logging and retention.
Outline the prototype
Objective: Connect retrieval and generation. Document chunking, retrieval, citations and abstention.
Establish the expected answers
Objective: Create an independent reference. Representative questions, evidence and cases with no answer.
Put document security to the test
Objective: Detect attempts to bypass controls. Malicious instructions embedded in documents and information leaks between roles.
Measure quality
Objective: Establish shortcomings objectively. Accuracy, citation coverage, justified abstention and disclosures.
Correct and retest
Objective: Verify improvements. Diagnosis of corpus, retrieval or instructions; regression checks.
Prepare the pilot decision
Objective: Establish a framework for a limited trial. Human oversight, thresholds, incidents, withdrawal and reversibility.
What you take away
- Governance charter and responsibility matrix
- Corpus register and authorisation matrix
- Documented prototype for retrieval and source-referenced answers
- Test suite and quality report
- Pilot plan with stopping conditions
Method and assessment
- Short instructional sessions followed by immediate practice using the case study that runs throughout the course.
- Individual work followed by work in pairs, with peer review of the outputs.
- Guided group discussion: what works, what needs to be corrected and what remains a human decision.
- Preparation: Describe a priority document-related use case and its risks. Arrange tools authorised by the organisation; the exercises use only fictitious or anonymised documents.
Observable criteria: Each selected document has an owner, version, status and access rights. ; Each verifiable answer refers to a relevant source passage. ; The tests cover contradictions, outdated information, absence of evidence and prohibited access. ; The indicators are calculated with explicitly stated denominators and thresholds. ; The pilot specifies those responsible, incident handling and the decision on whether to continue..
Frequently asked questions
Are programming skills required?
No; a documented simulation is possible if the available tools do not support the configured prototype.
Will the system be made production-ready?
No, the training produces a prototype and a pilot plan, with explicit limitations.
Can internal documents be used?
Only in anonymised form, with prior authorisation and in approved tools; the fictitious corpus remains available.
Is a citation enough to validate an answer?
No: you must check the passage, its currency, its authority and its consistency with the answer.
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