Policies get a new version while old PDFs stay in the library—and retrieval still ranks them high. Agents cite expired clauses with confidence; the floor follows old rules. Knowledge must carry effective dates, retirement, and current-version flags. Q&A may only use current documents. Expired files may archive for reference—not default search.
Old PDFs are not harmless museum pieces. To the model, they are still on-duty policy.
Only One Current Version
Each policy gets one current ID. Revisions retire old retrieval entries. Publishing updates the knowledge base—email attachments alone are banned. Hits on expired docs must say "retired" or block outright.
- No effective date—no ingest.
- Department private drives do not feed the enterprise assistant.
- Spot-check answers against current official docs; errors feed cleanup.
Retire and Publish the Same Day
The XYN digital intelligence system binds policy versions to search—old items leave default recall on revision day. Agents can be fast, but not faster than what is currently in force. Faster than current means spreading expiry.
Take the last policy change—ask the assistant if old clauses still appear. If yes, pull old PDFs before the next AI scenario.
