Company knowledge needs an expiry date
Keep AI answers grounded in current information with review dates, named owners and clear rules for expired company knowledge.
A document can be perfectly written and still give your team the wrong answer. The refund window changed. The launch moved. The person who owned the process left. Nothing in the old document tells an AI assistant that its answer has expired.
Freshness needs to be part of the information itself.
Separate three dates
The date a file was edited is not necessarily the date its claims became true. Track the effective date, the last review date and the next review date separately. A policy reviewed today might take effect next month. A typo fixed today should not make last year's pricing look newly approved.
Add a short header to important records:
Owner: the person responsible for checking the facts.
Effective from: when the information applies.
Reviewed on: when the owner last checked it.
Review by: the next check, based on how quickly this subject changes.
Status: current, under review or superseded.
Review according to the cost of being wrong
A company origin story and a discount policy do not need the same schedule. Start with information that can create a bad commitment: pricing, customer promises, product availability and operational procedures.
Choose a review interval for each category, then shorten it when changes become frequent. These intervals are an operating choice, not a guarantee that the material remains accurate until the deadline.
Define what happens after expiry
An overdue review should change how the information is used. For low consequence background material, an assistant might show the date and ask for confirmation. For a customer quote or an external commitment, require the current owner to verify it before the answer is used.
Keep superseded versions for historical questions, but mark the replacement clearly. Someone investigating a decision made in March may need March's policy. Someone drafting today's offer needs today's policy.
Start with ten records
Pick ten documents your team uses repeatedly. Add owners and review dates, mark any conflicts, and agree on the action an overdue review triggers. Check the list during an existing team meeting rather than creating another recurring meeting.
The useful measure is how often people or agents rely on expired information. A review date that never changes behaviour is just another field to maintain.