# Knowledge-base pilot checklist

A reusable planning checklist from RED / Jay Fan.
Start with a small approved collection. An organised library may be sufficient before adding an AI answer interface.

## 1. Choose the questions
- [ ] Collect real questions people repeatedly ask.
- [ ] Identify the current correct source for each supported question.
- [ ] Include questions with no supported answer.
- [ ] Name the person who can judge answer quality.

## 2. Inventory the sources
| Document | Owner | Revision date | Approved readers | Current / retire | Update process |
| --- | --- | --- | --- | --- | --- |
| | | | | | |

- [ ] Remove duplicates or mark the authoritative version.
- [ ] Check whether scans and tables extract accurately.
- [ ] Decide what should never enter the index.
- [ ] Confirm the right to use the material in the chosen environment.

## 3. Choose the deployment boundary
- [ ] Record where originals, indexes, logs and backups will live.
- [ ] Decide local workstation, private server or hosted service.
- [ ] Identify every remote service, including any model provider.
- [ ] Map user groups to allowed sources before retrieving passages.
- [ ] Agree who operates and updates the system.

## 4. Test the answer experience
| Question | Allowed source | Expected answer / abstention | Actual result | Reviewer |
| --- | --- | --- | --- | --- |
| | | | | |

- [ ] Supported answers open the correct source and revision.
- [ ] Unsupported questions say information is missing.
- [ ] An outdated or conflicting source is handled explicitly.
- [ ] A user cannot retrieve another group's restricted document.
- [ ] Instructions embedded in documents do not override application rules.

## 5. Test maintenance
- [ ] Replace one source and confirm the new revision is retrievable.
- [ ] Retire a document and confirm its passages disappear.
- [ ] Restore a backup into an isolated test environment.
- [ ] Define retention and deletion for logs and source content.

## 6. Record the pilot decision
- What worked:
- Remaining gaps:
- What the next phase would add:
- Who approves wider use:

This is a planning aid. Completing a checklist is not an independent security certification.

Related note: https://red1213.com/notes/a-knowledge-base-with-sources/
Project desk: https://red1213.com/start/?direction=knowledge
Contact: jayfan1213@gmail.com