Knowledge search preparation
Prepare your documents for questions staff actually ask
Use these guides to prepare source documents, collect real staff questions and decide how answers will be checked. Start with the part of your document collection that causes the most searching or repeated questions. Each guide includes a practical review checklist.
Practical knowledge-search guides
Each guide includes a decision to make, specific operating checks and related reading for the next part of your process.
Build a staff-question inventory before a knowledge search project
Collect real staff questions, identify the work they support and use them to define a useful knowledge-search pilot.
Read the guideReview scanned documents before using them in knowledge search
Check extracted text against scanned pages, preserve table and page context and route uncertain material for human review.
Read the guideBuild a business glossary that helps staff search
Connect staff terminology with approved document language while preserving different meanings, abbreviations and context.
Read the guideCheck answers drawn from tables in your business documents
Review table-based answers against row labels, column headings, units and footnotes before accepting a knowledge assistant result.
Read the guideRoute conflicting internal policies to their owners
Identify conflicting internal instructions, preserve the relevant passages and obtain an owner decision before updating knowledge answers.
Read the guideTurn unanswered staff questions into an owned review queue
Review unanswered knowledge questions to distinguish missing sources, unclear requests and access limits before changing the content collection.
Read the guideReview a document before adding it to your knowledge service
Give incoming knowledge documents an owner, purpose and readability check before deciding whether they belong in the approved source collection.
Read the guideHand an unresolved knowledge question to the right person
Preserve the staff question, available context and missing decision when a knowledge service needs a human response.
Read the guideChoose questions and sources for a useful knowledge pilot
Build a pilot sample around staff tasks, source variety and unresolved cases without presenting a small clean sample as proof of general accuracy.
Read the guideBring the questions your staff cannot answer easily
Describe your document collection, where it is stored and the questions staff struggle to answer. We can discuss preparation, review responsibilities and a pilot. Keep source files, customer records and confidential information out of this form.
Questions before a knowledge-search pilot
What should we prepare for an initial discussion?
Describe the document types, where they are stored and a few questions staff need answered. Use general descriptions in the enquiry form. Any sharing of source material should follow an agreed access and handling process.
Who decides whether an answer is correct?
Assign a person who understands the relevant work and source material. Compare answers with agreed examples and keep unresolved or conflicting information visible for review.
How should we choose the first pilot?
Choose a bounded document collection and useful staff questions. Agree expected results, review responsibilities and stopping conditions before widening the scope.