Identify the source of truth
If three documents describe different prices or procedures, an assistant cannot reliably resolve the business decision behind them. Start by naming the authoritative source for each topic. Assign an owner and record when it was reviewed. Remove obsolete copies from the retrieval set rather than hoping the model will recognise them. This work also helps the humans who answer the same questions.
Make knowledge easy to retrieve
Break long, mixed documents into clearly titled sections. Explain abbreviations and include the context needed to interpret a rule. Keep exceptions close to the rule they qualify. Structure product details consistently so comparisons do not depend on guesswork. Good organisation does not guarantee perfect answers, but it makes testing and correction much easier.
Keep access boundaries intact
Not every employee should receive every document. An assistant should respect the access rules of the information it retrieves. Decide which sources can be used for customer-facing answers and which are internal. Use synthetic or approved samples during development and avoid exposing sensitive records merely to make a demonstration realistic. Data handling belongs in the project design, not in an after-launch checklist.
Create a review loop
Collect questions the assistant cannot answer and examples where it gives incomplete guidance. Decide whether the fix belongs in the source material, retrieval logic or instructions. Keep a small set of evaluation questions and rerun them after changes. The knowledge base is a maintained product asset. If nobody owns it, quality will drift even if the model itself improves.
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