Visible or Invisible · Resource 02 · Chapter 5

Governed AI Knowledge System

Turn expertise into answers your team can find, trust, and reuse. Capture one recurring question, link the answer to proof, and name the person who validates it.

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01 / Current Knowledge State

Use this worksheet for one workflow, product line, or recurring decision at a time. Start with one question that repeatedly needs an expert.

Project / initiative and date

Product family or workflow

Recurring question to capture

Where does the knowledge live today?

Most important knowledge gap

Expert or team to involve

Source prompts: expert memory, legacy documents, email or chat history, disconnected spreadsheets, shared drives, product systems, support tickets, and sales notes.

02 / Core Layer

Record the knowledge and boundaries that must stay consistent across teams. Keep shared principles separate from the task instructions on the next page.

Product truth: what must remain consistent?

Application context: where does this guidance apply?

Positioning boundaries: what can we claim?

Approval rules: what requires human approval?

Compliance or risk constraints

Source of truth: approved records, links, and versions

03 / Task Layer

Build one reusable knowledge unit. Capture the answer in working language, connect it to proof, and make the decision path clear.

Most common workflow and who uses it

Reusable answer or response pattern

Decision path or SOP steps

Proof links supporting this answer

Example of a good output

Reusable instructions or templates

Escalation instructions: when to stop and whom to involve

04 / Governance Controls

Name the people and rules that keep this knowledge trustworthy. Completing this worksheet does not validate an answer; the named validator must review it.

Source owner

Technical validator: person or role

Review cadence and next review date

Approval boundary: permitted uses and limits

Escalation path

Freshness rule: when to update or withdraw the answer

Sign-off owner

Review status and validation date

05 / Living Knowledge Loop

Capture → Structure → Validate → Deploy → Review → Update. Test the knowledge in daily work and use feedback to improve it.

Capture: which recurring questions will we address next?

Structure: where will the knowledge unit be stored and found?

Validate: what needs checking before reuse, and by whom?

Deploy: where will the approved answer be used?

Review: what feedback or results will we examine?

Update: who corrects the source, and when?