Teach an internal assistant to flag conflicting instructions

A useful starting point

When two approved-looking documents disagree, your assistant should show the conflict and ask the process owner to resolve it. Choosing the newest file is not always correct: the newer file might be a draft or apply to another department.

A worked example

For a fictional dispatch question, one procedure says call before arrival and another says text. The response should identify both references, their scope and approval status. It should not invent a combined policy. Record the question for the procedure owner.

Implementation and review

Keep draft and current procedure collections separate with suitable access controls. Test conflicting documents, a missing approval date and an instruction for another role. Ask the system supplier whether retrieval preserves document references. The owner decides the authoritative answer and updates the source material.

Drive supports viewer, commenter and editor access. Confirm account and folder settings. Google: file sharing controls

Measure the improvement

Measure unresolved questions and time spent correcting misleading answers. Include source maintenance and staff review in the cost. A smaller well-maintained collection can be more useful than a large uncurated archive. Compare the benefit with setup and ongoing document ownership.

Discuss an implementation

This guide applies across Canada. We provide remote AI consulting for businesses in Ottawa; it does not describe a local client or a staffed office.

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