# From a document to a reviewed business record

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/document-to-reviewed-record/

## Before you proceed

- [ ] Preserve the original source and field references.
- [ ] Leave unsupported values blank or explicitly unresolved.
- [ ] Verify site access and exact identifiers.
- [ ] Clarify relative dates, timezone and work scope.
- [ ] Show the reviewer the precise action and draft version.
- [ ] Block writes without current authorisation.
- [ ] Test retries and reconcile uncertain integration outcomes.
- [ ] Measure clarification, review, correction and failed work.

## Start with the source exactly as received

Start with the source exactly as received

| Field | Proposed draft value | Evidence and next check |
| --- | --- | --- |
| Site | BR-17, unverified | Explicit in message; match against authorised site register |
| Access contact | Jordan Example, unmatched | Explicit name; do not infer an email or phone |
| Requested date | Unresolved | Preserve “next Thursday”; obtain date context and confirm meaning |
| Preferred time | After 2 pm | Preserve as a preference; timezone unresolved |
| Work description | Missing | Ask what maintenance is required |
| Appointment | Not confirmed | The request does not establish availability or acceptance |
| Workflow status | Needs clarification | Do not release an incomplete draft for booking |

## Use an exception worksheet before accepting the build

Use an exception worksheet before accepting the build

| Test case | Required outcome | Evidence to retain |
| --- | --- | --- |
| Message lacks work details | Draft remains incomplete | Missing-field state and clarification request |
| Relative date has no reliable context | Calendar date remains unresolved | Original wording and recorded question |
| Site ID has a similar-looking alternative | No silent substitution | Exact-match result or exception |
| User lacks access to that site | No site details disclosed or record written | Denial event without restricted content |
| Same submission arrives twice | No unintended duplicate record | Submission identity and recorded handling |
| Reviewer changes a field | Changed version requires approval | Version history and final approved values |
| Integration times out after submission | Reconcile whether a record exists before retrying | Request reference and recovery decision |
| Approval is missing, expired or rejected | Write is blocked | Inspectable authorisation result |

## 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)
- [LLM06:2025 Excessive Agency](https://genai.owasp.org/llmrisk/llm062025-excessive-agency/)
- [Guidance for AI Adoption: implementation guidance](https://www.ai.gov.au/staying-safe-and-responsible/essential-ai-practices/guidance-ai-adoption-implementation-guidance)
- [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)