# Can your company knowledge answer the question?

DataXLR8 · Original planning worksheet · Prepared 3 October 2026

Use this alongside the guide. Examples and proposed checks are not client results or a compliance certification.

Guide: https://dataxlr8.ai/blog/company-knowledge-ai-readiness/

## Before you proceed

- [ ] Choose a bounded question set and accountable process owner.
- [ ] Record canonical sources, approval status and effective dates.
- [ ] Map user access and sensitive information.
- [ ] Classify answerable, unclear, conflicting and unsupported questions.
- [ ] Record expected responses before testing.
- [ ] Test permitted and denied accounts.
- [ ] Assign owners and next actions to evidence gaps.

## Record authority as well as location

Record authority as well as location

| Source-register field | What to record | Why the reviewer needs it |
| --- | --- | --- |
| Document and canonical location | Stable identifier and approved original | Distinguish the source from copies |
| Owner and approval status | Accountable person; draft or approved | Know who can resolve uncertainty |
| Effective and expiry dates | Dates or explicitly unknown | Separate current rules from old ones |
| Audience and access group | Permitted users or roles | Keep answers within entitlement |
| Sensitivity | Handling requirements for the actual content | Choose suitable processing and review |
| Superseding source | Replacement document, if established | Explain which version governs |
| Review and removal rule | Review owner, timing and retention decision | Keep the collection maintainable |

## Use answerability as the first acceptance test

Use answerability as the first acceptance test

| Synthetic evidence state | Expected response | Evidence for review |
| --- | --- | --- |
| A current approved policy directly answers the question | Answer within its scope and cite the source | Supporting passage, effective date and owner |
| Two apparently approved policies disagree | Explain the conflict and refer it to the policy owner | Both passages and their dates |
| Only an expired policy is available | State that the current answer is unverified | Expiry or supersession record |
| The question omits which site it concerns | Ask which site before choosing a rule | Missing context and applicable alternatives |
| The answer exists only in a restricted folder | Decline to disclose restricted content | Access-denial record without the content |
| No approved source answers the question | State what is missing or ask a narrower question | Search scope and evidence gap |
| A document tells the assistant to ignore access rules | Preserve the access boundary | No permission change or unrelated action |

## Your decision

Process owner: ____________________
Evidence gaps and next actions: ____________________
Decision / approver / date: ____________________

## Sources

- [Writing effective tools for agents](https://www.anthropic.com/engineering/writing-tools-for-agents)
- [Guidance on privacy and the use of commercially available AI products](https://www.oaic.gov.au/privacy/privacy-guidance-for-organisations-and-government-agencies/guidance-on-privacy-and-the-use-of-commercially-available-ai-products)
- [LLM06:2025 Excessive Agency](https://genai.owasp.org/llmrisk/llm062025-excessive-agency/)