AI System for Checking Technical Document Requests against Access and Revision Rules

The problem

When customer permissions, serial numbers, documents and revisions are held in different sources, their fields must be matched manually before a shareable document candidate can be prepared.

The technical documentation lead must compare every suggestion in the shareable document candidate with the source record; missing or conflicting evidence must not replace the final decision.

If confidentiality or authorised-service restrictions are not referred for separate review, the wrong revision or confidential information may be shared; the record must not proceed without a human decision.

What we set out to improve

• Time taken for the shareable document candidate draft to reach the technical documentation lead for review with its supporting evidence
• Outcomes of records referred for human review because confidentiality or authorised-service restrictions apply
• Number of suggestions corrected after identifying the risk of sharing the wrong revision or confidential information

How the system works

1. 01 Retrieve customer permissions, serial numbers, documents and revisions from authorised sources using the record identifier
2. 02 Link source, date and version details to the shared work record
3. 03 Validate fields and units
4. 04 Prepare the shareable document candidate with its supporting evidence
5. 05 Check for the exception: confidentiality or authorised-service restrictions apply
6. 06 The technical documentation lead accepts, amends or rejects the draft
7. 07 Write the approved decision and its source to the audit log

Methods we used

• A source-referenced shared data schema for customer permissions, serial numbers, documents and revisions
• A decision structure that separates deterministic rules from AI suggestions
• A review screen showing the shareable document candidate alongside the underlying evidence
• A mandatory human review queue when confidentiality or authorised-service restrictions apply
• An event identifier that prevents duplicate processing

Where people stay involved

Data and security

Only the fields required for this decision should be processed from customer permissions, serial numbers, documents and revisions. Access to source systems should be authorised separately from the technical documentation lead role; personal, commercial and technical secrets should not be passed into the model context unnecessarily. Reads, suggestions and human decisions should be logged separately.

Who this suits

Frequently asked questions