Employees and compliance teams increasingly turn to AI for quick answers to internal policies. But relying on public LLMs like ChatGPT for company-specific guidance is risky. Why? These models are frozen in time, their training data reflects knowledge only up to a certain point, and they aren’t aware of real-time changes in your organization.
For companies where policies, benefits, or procedures change daily, this creates Knowledge Stagnation. Without live access to your internal systems, off-the-shelf AI can provide outdated or even misleading answers. Enterprise solutions need to ingest updates from your intranet in real time to provide accurate, verified responses.
Imagine your company just switched medical providers or updated your PTO policy. Employees may immediately ask AI for guidance, but a public model like ChatGPT has no way of knowing these changes occurred yesterday.
This “frozen in time” limitation is inherent to LLMs trained on static datasets. They do not connect to your live intranet or document repositories, so their responses may reflect outdated or incorrect policies. For compliance and risk officers, this represents a tangible risk; misinformation can lead to errors, confusion, and liability.
To overcome Knowledge Stagnation, enterprise AI solutions use automated ingestion. Platforms like MeBeBot monitor internal knowledge sources, SharePoint, OneDrive, Google Drive, Confluence, and ingest changes as they happen.
This approach allows AI to:
By connecting to live systems, AI becomes a dynamic, accurate resource rather than a static reference tool. Employees get up-to-date answers, and compliance teams can focus on strategic oversight instead of constantly fielding questions.
Even with real-time ingestion, human review remains essential for major policy shifts or compliance-critical updates. AI can synthesize information quickly, but it cannot replace expert judgment when policies have legal or regulatory implications.
A best practice is to combine automated ingestion with verification workflows, ensuring that all critical updates are double-checked by compliance teams before AI provides answers. This “verified stamp” balances speed and accuracy while maintaining accountability.
Q: How does AI know my company policies?
Enterprise AI platforms ingest internal documents from SharePoint, OneDrive, Google Drive, or Confluence. This allows the AI to stay current with live updates and provide answers based on your verified content.
Q: How often should I update my knowledge base?
Automated ingestion can update the AI continuously, but compliance teams should still review major changes to ensure accuracy and maintain a single source of truth.
Q: Can ChatGPT read my intranet?
No. Public LLMs like ChatGPT do not connect to private company systems, meaning they cannot provide answers about recent policy changes or internal documents.
Avoid Knowledge Stagnation with Real-Time AI
Relying solely on off-the-shelf AI for internal policy guidance is risky. Knowledge Stagnation can lead to outdated answers, employee confusion, and compliance issues.
By using enterprise solutions like MeBeBot, organizations can automate ingestion of live internal updates while maintaining human oversight for critical policy changes. The result is a dynamic, accurate, and reliable “single source of truth” for employee questions, keeping your workforce informed and compliant in real time.
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