{ "object_name": "Knowledge Freshness Review", "object_slug": "knowledge-freshness-review", "version": "1.0", "object_type": "LPM Knowledge Object", "primary_layers": [ "Information Ecology", "Governance Architecture", "AI Amplification" ], "connected_layers": [ "Ownership Map", "Decision Architecture", "Communication Architecture", "Platform Structure", "Evidence Checklist", "Source-of-Truth Map" ], "purpose": "Review whether knowledge objects, artifacts, policies, prompts, dashboards, playbooks, and AI-readable content are still accurate, owned, approved, and safe to use.", "intended_audiences": [ "Transformation leaders", "Knowledge owners", "AI governance owners", "Data owners", "Platform owners", "Executives", "Risk and compliance teams", "Content stewards" ], "render_targets": [ "docx", "pdf", "markdown", "json", "website_resource", "interactive_form", "lapemo_workflow" ], "required_fields": [ { "name": "Knowledge object ID", "definition": "Unique identifier for the artifact, page, prompt, policy, template, playbook, metric, or AI-readable source", "required": "Yes" }, { "name": "Object name", "definition": "Human-readable name of the knowledge object", "required": "Yes" }, { "name": "Object type", "definition": "Template, checklist, policy, SOP, decision rule, prompt, dashboard, metric, data definition, playbook, guide, or website page", "required": "Yes" }, { "name": "Primary LPM layer", "definition": "The layer the object governs or supports", "required": "Yes" }, { "name": "Intended audience", "definition": "Executives, transformation leaders, operators, HR, IT, governance, data teams, AI owners, or external users", "required": "Yes" }, { "name": "Business purpose", "definition": "What decision, workflow, onboarding step, control, or AI use case this object supports", "required": "Yes" }, { "name": "Accountable owner", "definition": "Person or role accountable for accuracy, approval, and lifecycle", "required": "Yes" }, { "name": "Knowledge steward", "definition": "Person or role responsible for review execution, metadata hygiene, and publication workflow", "required": "Required when material" }, { "name": "Source-of-truth location", "definition": "Canonical system or URL where the approved object lives", "required": "Yes" }, { "name": "Published formats", "definition": "Website page, DOCX, PDF, Markdown, JSON, form, CSV, in-app workflow, or AI retrieval chunk", "required": "Yes" }, { "name": "Current status", "definition": "Current, under review, stale, disputed, superseded, retired, or draft", "required": "Yes" }, { "name": "Freshness tier", "definition": "Tier 0 to Tier 4 based on volatility, risk, and AI exposure", "required": "Yes" }, { "name": "Review cadence", "definition": "Monthly, quarterly, semiannual, annual, event-triggered, or continuous monitoring", "required": "Yes" }, { "name": "Last reviewed date", "definition": "Most recent human-approved review date", "required": "Yes" }, { "name": "Next review date", "definition": "Required review date before the object loses decision-grade confidence", "required": "Yes" }, { "name": "Review triggers", "definition": "Org change, system change, policy change, AI usage, incident, vendor change, legal change, owner change, metric drift, or user feedback", "required": "Yes" }, { "name": "Evidence required", "definition": "Sources needed to prove the object is accurate and still applicable", "required": "Yes" }, { "name": "AI usage boundary", "definition": "Whether AI can retrieve, summarize, recommend, classify, transform, or act using this object", "required": "Yes" }, { "name": "Human approval rule", "definition": "Who must approve changes before the object is republished or ingested by AI", "required": "Yes" }, { "name": "Dependencies", "definition": "Systems, policies, roles, data objects, decisions, prompts, workflows, or downstream artifacts that depend on this object", "required": "Yes" }, { "name": "Change summary", "definition": "What changed, why it changed, and who approved it", "required": "Yes" }, { "name": "Confidence rating", "definition": "High, medium, low, provisional, stale, disputed, or retired", "required": "Yes" }, { "name": "Superseded by", "definition": "Replacement object ID or version when this object is no longer canonical", "required": "Required when superseded" } ], "freshness_tiers": [ { "tier": "Tier 0 - Durable principle", "use_when": "Low volatility knowledge that rarely changes", "examples": "Framework definitions, philosophy, durable principles", "review_cadence": "Annual or event-triggered", "ai_boundary": "AI may summarize with citation and version metadata" }, { "tier": "Tier 1 - Operating guide", "use_when": "Moderate volatility guidance that changes as the organization matures", "examples": "Ownership templates, decision models, meeting architecture, onboarding guides", "review_cadence": "Quarterly to semiannual", "ai_boundary": "AI may retrieve and draft, but must show version and owner" }, { "tier": "Tier 2 - Decision or policy rule", "use_when": "Rules that affect authority, compliance, funding, workflow, control, or enterprise behavior", "examples": "Approval thresholds, escalation rules, access policies, AI use rules", "review_cadence": "Monthly to quarterly plus event-triggered", "ai_boundary": "AI may explain. Human approval required before action" }, { "tier": "Tier 3 - System or data object", "use_when": "Knowledge tied to platforms, integrations, data, metrics, dashboards, or workflows", "examples": "Data definitions, lineage maps, integration docs, dashboard logic", "review_cadence": "30 to 90 days plus system-change trigger", "ai_boundary": "AI use limited to reviewed sources with freshness validation" }, { "tier": "Tier 4 - AI-critical source", "use_when": "High-risk or high-volatility content used directly by AI agents, copilots, RAG, automation, or customer/employee-impacting workflows", "examples": "Prompt libraries, retrieval sources, agent instructions, model rules, customer-facing knowledge", "review_cadence": "Continuous, biweekly, or change-triggered", "ai_boundary": "AI must validate freshness and route stale sources to human review" } ], "review_checklist": [ { "review_area": "Ownership", "question": "Does the object still have a named accountable owner and knowledge steward?", "proof_of_completion": "Owner confirmed, steward confirmed, backup owner named" }, { "review_area": "Purpose", "question": "Does the object still support a real decision, workflow, control, onboarding step, or AI use case?", "proof_of_completion": "Purpose confirmed or object retired" }, { "review_area": "Audience", "question": "Is the audience still correct and is the content written for that audience?", "proof_of_completion": "Audience confirmed, irrelevant sections removed" }, { "review_area": "Source of truth", "question": "Is the canonical location still correct and are duplicate copies marked as references only?", "proof_of_completion": "Canonical URL/system confirmed, duplicates linked back" }, { "review_area": "Evidence", "question": "Are facts, claims, rules, and examples supported by current evidence?", "proof_of_completion": "Evidence link, owner, date, and confidence included" }, { "review_area": "Freshness tier", "question": "Is the freshness tier still appropriate based on risk and AI exposure?", "proof_of_completion": "Tier confirmed or updated" }, { "review_area": "System dependency", "question": "Have related systems, workflows, integrations, dashboards, or APIs changed?", "proof_of_completion": "Dependencies reviewed with system owners" }, { "review_area": "Decision dependency", "question": "Have decision rights, approval paths, escalation rules, or governance policies changed?", "proof_of_completion": "Related decision objects checked" }, { "review_area": "AI retrieval", "question": "Is this object accessible to AI? If yes, should it be?", "proof_of_completion": "AI usage boundary confirmed and metadata attached" }, { "review_area": "Human review", "question": "Is there a clear rule for when a human must approve or reject AI use of this object?", "proof_of_completion": "Approval role and review trigger defined" }, { "review_area": "Versioning", "question": "Are version number, change summary, approver, and supersession links updated?", "proof_of_completion": "Version record complete" }, { "review_area": "Publication", "question": "Are website, PDF, DOCX, Markdown, JSON, and in-app copies synchronized?", "proof_of_completion": "All render targets updated or marked stale" } ], "scale_versions": [ { "company_size": "500+ employees", "profile": "Scaling company", "main_job": "Prevent tribal knowledge from becoming hidden operating infrastructure.", "scope": "Review the top 25 to 50 knowledge objects that guide ownership, decisions, onboarding, AI pilots, customer processes, and executive reporting.", "minimum_operating_model": "One business owner, one steward, quarterly review, simple stale/current labels, and a manual register.", "red_flags": "Founder-memory docs, unowned playbooks, stale onboarding material, AI pilots using copied PDFs, and dashboards without definitions." }, { "company_size": "5,000+ employees", "profile": "Scaled enterprise", "main_job": "Stop functional teams from operating with competing truth across departments.", "scope": "Review the top 100 to 250 enterprise knowledge objects across functions, systems, metrics, policies, controls, and AI-enabled workflows.", "minimum_operating_model": "Central register, functional stewards, freshness tiers, review calendar, approval workflow, and search/retrieval metadata.", "red_flags": "Duplicate policy pages, contradictory dashboards, stale process docs, disconnected knowledge bases, and AI summaries using outdated sources." }, { "company_size": "10,000+ employees", "profile": "Enterprise ecosystem", "main_job": "Govern knowledge as a control layer across business units, regions, systems, vendors, and AI agents.", "scope": "Review all critical knowledge domains with risk-tiered governance, lineage, automated stale detection, model retrieval controls, and audit evidence.", "minimum_operating_model": "Federated ownership, enterprise knowledge council, automated freshness signals, version lineage, AI retrieval gating, and audit-ready supersession trail.", "red_flags": "Regional variants without governance, vendor-driven docs, uncontrolled AI retrieval, policy fragmentation, and old versions resurfacing as truth." } ], "workflow": [ { "step": "1. Inventory", "description": "List the knowledge objects that matter to decisions, governance, onboarding, AI, systems, and operating model clarity." }, { "step": "2. Classify", "description": "Assign object type, LPM layer, owner, audience, source-of-truth location, AI exposure, and freshness tier." }, { "step": "3. Review", "description": "Check ownership, evidence, source validity, system dependency, decision dependency, AI usage, and publication state." }, { "step": "4. Score", "description": "Score the object against owner clarity, freshness, evidence, version control, AI safety, and operational integration." }, { "step": "5. Act", "description": "Keep current, revise, escalate, supersede, retire, or block AI retrieval until review is complete." }, { "step": "6. Publish", "description": "Update the website, PDF, DOCX, Markdown, JSON, in-app workflow, and AI retrieval metadata from the canonical object." }, { "step": "7. Monitor", "description": "Trigger future reviews from time, ownership changes, system changes, policy changes, incidents, user feedback, or AI usage." } ], "scoring_logic": { "max_score": 30, "dimensions": [ { "dimension": "Owner clarity", "inspection_standard": "Named accountable owner, steward, backup, and approval role", "score_range": "0-5" }, { "dimension": "Freshness discipline", "inspection_standard": "Clear tier, cadence, last review date, next review date, and event triggers", "score_range": "0-5" }, { "dimension": "Evidence strength", "inspection_standard": "Claims tied to current evidence, source owner, date, and confidence level", "score_range": "0-5" }, { "dimension": "Version control", "inspection_standard": "Canonical location, published formats, change history, and supersession rule are complete", "score_range": "0-5" }, { "dimension": "AI safety", "inspection_standard": "AI usage boundary, retrieval status, human review rule, and stale-source handling are defined", "score_range": "0-5" }, { "dimension": "Operational integration", "inspection_standard": "Object connects to decisions, workflows, systems, controls, onboarding, or Lapemo modules", "score_range": "0-5" } ], "bands": [ { "range": "24-30", "meaning": "Current and AI-ready" }, { "range": "18-23", "meaning": "Usable with review notes" }, { "range": "12-17", "meaning": "Limited use" }, { "range": "0-11", "meaning": "Stale, disputed, or blocked from AI retrieval" } ] }, "ai_prompts": [ { "name": "Freshness classifier", "instruction": "Classify this object by freshness tier based on volatility, risk, decision impact, and AI exposure. Explain the tier and review cadence." }, { "name": "Staleness detector", "instruction": "Review this object metadata and identify missing owner, expired review date, weak evidence, stale source, unresolved dependency, or unsafe AI usage." }, { "name": "Review assistant", "instruction": "Generate a review checklist for this object based on its LPM layer, audience, source-of-truth location, and downstream uses." }, { "name": "Supersession assistant", "instruction": "Compare the prior and current version. Identify what changed, who must approve it, and which downstream artifacts need to be republished." }, { "name": "AI retrieval guard", "instruction": "Determine whether this object can be retrieved by AI. If not, explain the metadata, evidence, review, or approval gap that blocks usage." } ], "validation_rules": [ { "rule": "No owner, no publication", "standard": "A knowledge object cannot be published or used by AI without an accountable owner." }, { "rule": "No review date, no confidence", "standard": "Any object without last reviewed and next review dates is provisional at best." }, { "rule": "No evidence, no decision-grade claim", "standard": "Claims used for decisions, governance, or AI recommendations require evidence metadata." }, { "rule": "No stale AI source", "standard": "Objects marked stale, disputed, superseded, or retired must be blocked from AI retrieval unless explicitly approved for historical reference." }, { "rule": "No duplicate truth", "standard": "Published copies must reference the canonical source-of-truth object and version." }, { "rule": "No silent supersession", "standard": "New versions must state what changed and which older objects are replaced." } ], "status_values": [ "Draft", "Current", "Under review", "Stale", "Disputed", "Superseded", "Retired" ], "ai_usage_values": [ "Blocked", "Historical reference only", "Retrieve only", "Retrieve and summarize", "Draft support", "Recommend with human approval", "Act only with approved workflow" ], "automation_triggers": [ "Review date expired", "Owner changed", "System changed", "Policy changed", "Decision rule changed", "Incident occurred", "AI usage detected", "User feedback received", "Evidence source changed", "Object duplicated", "Superseding object published" ], "lapemo_integration": { "ingestion_mode": "knowledge_object_with_metadata", "maps_to_modules": [ "knowledge_registry", "evidence_registry", "source_of_truth_map", "ai_retrieval_governance", "decision_log", "governance_controls" ], "outputs": [ "freshness_score", "stale_object_queue", "review_workflow", "ai_retrieval_gate", "publication_sync_status", "supersession_trace" ] } }