Approved Source Inventory
A one-page list of the documents AI is allowed to read for your team’s work: what each one is, where it lives, who owns it, and when it was last checked.
APPROVED SOURCE INVENTORY The documents an AI workflow may treat as true. If a source is not on this list, the model should not be answering from it. TEAM: ______________________ LAST UPDATED: __________ KEPT BY: ______________________ | # | Source (what it is) | Where it lives | Owner | Last checked | OK for AI tool? | |---|--------------------------------|-----------------------|------------|--------------|-----------------| | 1 | e.g. Current price list | Shared drive > Sales | __________ | __________ | Yes / No | | 2 | e.g. Returns policy | __________ | __________ | __________ | Yes / No | | 3 | e.g. Onboarding SOP | __________ | __________ | __________ | Yes / No | | 4 | | | | | | | 5 | | | | | | FOR EACH SOURCE, THREE CHECKS [ ] One current version exists (not four copies in four inboxes) [ ] Someone by name is responsible for keeping it right [ ] It contains nothing that is off-limits for the approved AI tool GAPS — things people keep asking AI about that have NO approved source 1. ______________________ → who will write it: __________ by: __________ 2. ______________________ → who will write it: __________ by: __________ 3. ______________________ → who will write it: __________ by: __________ RULE FOR WORKFLOWS Every workflow names its source from this list. "The model knows" is not a source.
What you need first
- A list of the questions your team most often asks AI, or each other
- Access to the shared drive or wiki where documents actually live
- Thirty minutes
How to use it
- 1
Start from the questions, not the folders: for each common question, which document answers it?
- 2
Where the answer is “nobody wrote that down”, put it under GAPS with a name and a date.
- 3
Mark “OK for AI tool” only after checking the document against your data boundaries.
- 4
Review quarterly. A source nobody has checked in a year is a guess.
Make it yours
- The GAPS list is usually the most valuable output. Each gap is an SOP waiting to be written.
- Link each row to the file, so the inventory doubles as a reading list for new hires.
A planning worksheet, not a prompt: fill it in with your team. It pairs with the SOP Creation with AI workflow. See where it fits in AI for Operations, or take the AI Readiness Assessment to find your team’s weakest area. Want to work through it with Jack? See how training works.
Templates that pair with this one
SOP Builder Template
Turns a transcript of an expert explaining a task into a structured SOP, plus a list of the gaps to take back to the expert.
Open template →AI Data Boundaries One-Pager
One page every employee can read in two minutes: which AI tools are approved, what must never go into them, what needs a check first, and which outputs need a named person to sign off.
Open template →Workflows that use this template
SOP Creation with AI
Write a standard operating procedure from a recorded walkthrough or an expert’s spoken explanation, then test it on someone new.
Open workflow →Internal Document Summary with AI
Summarise a long internal document for a specific reader and decision, with page references and a list of what the summary leaves out.
Open workflow →
Bring one task.
Leave with it running.
Book a 30-minute call. You’ll have a recommended format and a written quote within 24 hours.
Book a WorkshopOr email [email protected] · text TRAINING to (469) 425-4142