From the work of Disruption Dynamics.
Give AI access to company knowledge. But first, rebuild the whole filing system?
That question bundles two different jobs together. Project files record what happened. Knowledge used to answer recurring questions needs to show what applies now.
An earlier template can belong in a project record. A working draft can explain a decision. Neither automatically belongs in the next AI answer.
Keep the History. Choose the Working Knowledge.
DD examined the proposed reorganization and developed a structure that separates those jobs. In the proposal, client folders stay where they are. Selected, curated knowledge would move into a maintained knowledge area.
The distinction matters. This is not a promise that nothing moves. It is a proposal to move the material that serves a shared purpose without rebuilding the entire filing system around AI.
Company terms, current rules, and reusable templates need a place where their status is clear. The rest of the project record can keep doing its own job.
A Structure the Owner Can Decide On
DD set out what could stay, what would be added, and which content belonged where. That gives the owner a concrete proposal to examine before changing how the team works.
The boundary also needs to be explicit: what should AI be allowed to use, for which task, and what must stay out? Actual permissions and the AI’s reading paths must match those choices and be checked before use.
The completed proposal makes the change specific: what stays, what becomes shared knowledge, and what AI may read. The owner can decide on those points before any migration.
The first decision is what an answer should rely on. Once that is clear, each necessary file move has a reason.
By Patrick Thole, Disruption Dynamics, Zürich
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