03 · Facts, claims and gaps

Examine the evidence pack

Read every document. Separate what is confirmed from what is claimed, and note what is missing.

Business case

PolicyAI rollout paper

From: Chief People Officer

Phase 1 launched to all staff six weeks ago. Phase 2 will connect the payroll system so the assistant can answer personal pay questions.

Supplier terms

Prompts and outputs are retained for 30 days for abuse monitoring
Customer data is not used for training by default
Sub-processors in the UK, EU and US
Model versions may be updated without notice; customers can pin a version for 90 days
Liability capped at 12 months' fees

System configuration

Setting	Value
Library crawled	Entire HR SharePoint site
Document permissions applied to answers	No (planned for phase 2)
Superseded documents excluded	No
Answer when no source is found	Model answers from general knowledge
Conversation logs kept	Indefinitely, accessible to IT admins

Content audit

From: HR Operations

Finding	Count
Documents in the library	412
Superseded versions still published	63
Documents marked confidential	17
Documents with no named owner	121

Usage data

Measure	Result
Questions asked	3,180
Answers rated unhelpful	9%
Questions about pay or pensions	140
Questions containing another person's name	57
HR tickets compared with the same month last year	−22%

Incident log

INC-1: An employee was told she was entitled to 2021 parental-leave terms. The 2024 policy is more generous; she nearly agreed a shorter leave plan.
INC-2: A warehouse operative asked about redundancies at the Leeds depot. The assistant summarised a confidential consultation plan that had not been announced.

Keep these three apart. A decision-maker needs to know which is which.

Confirmed facts

What does the evidence pack establish?

Unverified claims

What is asserted by the supplier or the business but not yet evidenced?

Your analysis of the figures

Show any calculation. Say what the figures do and do not tell you.

Evidence gaps and documents to request

Name the specific documents, data or tests you would ask for

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