Source: [Original HTML page](https://stolenorbit.com/en/templates/knowledge-source-register/)

Language: English

FREE TEMPLATE · FILL IN, DOWNLOAD, REUSE

# Knowledge source register

Decide which documents may support an answer and who maintains them. This register prevents a knowledge base from becoming an opaque copy of business folders.

[By Stolen Orbit](https://stolenorbit.com/en/about/) Revision 2026-09-24

## When to use it and what to produce

[Source for this section](https://stolenorbit.com/en/templates/knowledge-source-register/#template-purpose)

Before building an assistant over internal knowledge and while maintaining procedures, catalogues or technical documentation.

An approved source catalogue with authoritative versions, permitted audiences, update cycles and retrieval tests.

Fill in the fields below and download your document. The website does not send or save answers: closing the page may lose them. Examples are illustrative and should be replaced with your process data.

[Download the complete blank template (.md)](https://stolenorbit.com/downloads/knowledge-source-register-en.md)

Without JavaScript, download the full template above and complete it in your editor.

## 1\. Establish the authoritative source

[Source for this section](https://stolenorbit.com/en/templates/knowledge-source-register/#authority)

A collection of documents does not resolve contradictions or ownership by itself. For each subject, record which source takes precedence and who can approve its use.

**See a worked example**

Illustrative example: the approved returns procedure takes precedence over an old sales presentation. Its owner excludes the presentation as a source for that subject.

**Source, location and identifier**

Link the original document and a stable reference; distinguish approved source, draft and copy.

**Owner and scope**

Identify who validates the content and which products, processes or departments it applies to.

**Valid version and conflicting sources**

Record effective date, replacements and rules for documents that contradict one another.

## 2\. Control access and ingestion

[Source for this section](https://stolenorbit.com/en/templates/knowledge-source-register/#access)

Retrieval must respect the audience’s access boundaries. Consider indexed copies, attachments and transfers between systems, not only the original file.

**See a worked example**

Illustrative example: an updated procedure is ingested with its new version, and the earlier version leaves the active index. A test question checks that it is no longer cited.

**Audience and restrictions**

Define permitted roles, excluded information and how retrieval enforces those restrictions.

**Ingestion method**

Record format, transformations, exclusions and checks for tables, images or attachments that are not read.

**Refresh and removal**

Specify update event or frequency, owner and how removal of obsolete copies is verified.

## 3\. Test retrieval

[Source for this section](https://stolenorbit.com/en/templates/knowledge-source-register/#verification)

Choose questions answered by the sources and questions they cannot answer. Check that both the citation and its content actually support the proposed response.

**See a worked example**

Illustrative example: the procedure covers ordinary returns but not international exceptions. The assistant should state the limit and refer to an owner instead of extending the rule.

**Representative questions**

Write common questions, alternative wording and out-of-scope requests to test after updates.

**Expected answers and citations**

Identify supporting passages and cases requiring clarification or acknowledgement that information is absent.

**Review and gaps**

Record missed sources, incorrect citations, frequent unanswered questions and the owner of each correction.

## Pitfalls to avoid

[Source for this section](https://stolenorbit.com/en/templates/knowledge-source-register/#template-pitfalls)

-   Indexing every folder without ownership and access boundaries.
-   Updating originals while obsolete copies remain searchable.
-   Treating the presence of a citation as proof that it supports the answer.

[Find answers in your company’s approved knowledge.](https://stolenorbit.com/en/services/internal-ai-knowledge-assistant/)

[RAG or fine tuning: first identify the error you need to fix.](https://stolenorbit.com/en/resources/rag-or-fine-tuning/)

[Prepare data for AI by checking one process, not the entire archive.](https://stolenorbit.com/en/resources/data-readiness-for-ai/)

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## Take the next step together.

Use this document to start a discussion about scope, evaluation and project ownership.

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## Turn the question into a next step.

-   [RAG or fine tuning](https://stolenorbit.com/en/resources/rag-or-fine-tuning/)
-   [AI agents or workflows](https://stolenorbit.com/en/resources/ai-agents-or-workflows/)
-   [Internal knowledge assistant](https://stolenorbit.com/en/services/internal-ai-knowledge-assistant/)