The operational decision
Focus staff effort on answers most likely to become stale. An answering assistant needs a controlled set of office facts. More uploaded material is not automatically better: old instructions and internal documents can make a public answer less reliable.
Prepare the workflow
Review temporary schedules sooner than stable addresses, and add event-based checks for moves, renovations or new contact numbers.
Example wording for approval
“This example closure notice expires tonight. The office address has a separate review cycle; the two facts should not share one automatic expiry rule.”
Worked example
A temporary elevator notice deserves a near-term review, while the street address may be stable until a move is announced. Giving both facts a yearly review date leaves the temporary instruction stale for too long. Set review triggers based on the underlying change: expiry for the notice, relocation approval for the address. The editor's queue should show what is due and why. Missing a review should trigger an uncertainty fallback where appropriate, not automatically confirm the old fact.
Handoff record
Record these task-specific fields: fact type, review trigger, expiry date, responsible role.
Acceptance check
Move a temporary notice beyond its expiry in a test. The assistant should stop treating it as current and use the approved fallback.
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