Where AI can help with knowledge transfer
AI can help prepare existing information. For a handover, the central question remains whether a statement comes from a reliable source and is correct for the particular task.
The approach below describes cautious use. It assumes that the tools, data and processing have been approved for the purpose.
Choose appropriate source material
Begin with documents that are relevant to the task and permitted for use. One approved document may be enough. Confidential information or personal case records should not be entered simply because the tool can technically process them.
For a recorded conversation, agree the purpose and conditions first. Without a recording, agreed notes can provide the starting material.
Prepare a draft with source references
A useful instruction might ask the AI to produce a draft workflow from the supplied material and link every statement to its source. Missing steps should appear as questions.
Check the source references too. A reference does not prove that the source supports the statement. The summary therefore remains a draft.
Recognise an invented detail
Suppose a note says only: “Ask for clarification when information is unclear.” If a draft turns this into a requirement for approval by the managing director, it has invented a responsibility. The handover should instead leave open who needs to be consulted and under which conditions.
This is a fictional example. It illustrates what a review should check, rather than a measured error by a particular product.
Review the content and test its use
The responsible people compare the draft with its sources and the task. Decisions, exceptions and permissions need particular care. An appropriate colleague taking over then tests an agreed case.
Only the resulting working version is placed in the intended location. Open questions remain visible. The AI alone is not allowed to label the content as verified.
Set limits for later retrieval too
If an assistant will later retrieve the material, permissions, sources and updates need to be planned. Inclusion in a knowledge collection does not make a document accessible to every user or suitable for every purpose.
A reviewed, editable handover document may be sufficient as a first step. Introducing an assistant is a separate decision.