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SOP & Document Knowledge Base (RAG Starter)

Purpose: Transform operational documents, training materials, and quality forms into a searchable internal knowledge base using Retrieval-Augmented Generation (RAG).

Overview​

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Goal: Find process answers in under one minute instead of searching through folders or asking colleagues.

  • 💡 Key Insight: RAG systems let you "talk" to your documents instead of manually searching them.
  • ⚙️ Tools Needed: NotebookLM or SharePoint-based RAG folder
  • 📊 Success Metric: Process answers found in under one minute

What is RAG?​

Retrieval-Augmented Generation (RAG) combines:

  • Retrieval: Finding relevant information from your documents
  • Generation: Using AI to answer questions based on that information

Think of it as giving AI access to your company's knowledge base so it can answer questions with citations.

📚 Step 1: Organize Your Documents

  1. Create Department Notebooks: Set up one notebook per department:

    • Shipping & Logistics
    • Quality Assurance
    • Production
    • Safety & Compliance
    • HR & Training

  2. Gather Documents: Collect:

    • Standard Operating Procedures (SOPs)
    • Training manuals
    • Safety protocols
    • Quality checklists
    • Policy documents

  3. Clean Up Files: Remove outdated versions and duplicates.

Pro Tip: Start with one department to test the system before scaling.

📤 Step 2: Upload to NotebookLM
  1. Go to NotebookLM: Visit notebooklm.google.com.
  2. Create Notebooks: One per department.
  3. Upload Documents: Add all relevant files to each notebook.
  4. Add Context: Include a brief description of what each notebook contains.

Supported Formats: PDF, Word docs, Google Docs, text files, web pages.

🔍 Step 3: Query Your Knowledge Base

Sample Questions:

Where is the section that covers [specific process]?
What are the safety requirements for [task or equipment]?
Show me the quality checklist for [product or process].
What's the procedure when [specific situation] occurs?

Check Citations: Always verify the source document before acting on the answer.

✅ Step 4: Verify and Share Answers
  1. Review the Response: Check that it answers your question completely.
  2. Verify Citations: Click through to the source document.
  3. Share with Team: Copy the answer and source link to your team chat or email.
  4. Update if Needed: If the answer reveals outdated information, flag it for update.

Safety Note: Always verify critical safety or compliance information against official documents.

🔄 Step 5: Maintain Your Knowledge Base

Best Practices:

  • Assign a content owner for each department notebook
  • Review and update documents quarterly
  • Remove outdated files immediately
  • Keep the database free of client or personal data
  • Track which questions can't be answered (gaps in documentation)

Update Schedule:

  • Monthly: Add new SOPs and procedures
  • Quarterly: Review all documents for accuracy
  • Annually: Complete audit and cleanup

Advanced Use Cases​

New Employee Onboarding​

Create a training checklist for a new [role] based on 
all relevant SOPs and safety procedures in this notebook.

Process Troubleshooting​

What could cause [specific problem] based on our 
quality control and production procedures?

Compliance Audits​

List all safety requirements mentioned across all 
documents for [specific area or equipment].

Cross-Training​

Compare the procedures for [Process A] and [Process B] 
and highlight the key differences.

Security & Privacy Guidelines​

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Important: Keep these documents out of your RAG system:

  • Customer personal information (PII)
  • Proprietary client data
  • Financial records
  • Employee personal records
  • Confidential business strategies

Safe to Include:

  • Internal procedures and SOPs
  • Training materials
  • Safety protocols
  • Quality standards
  • General policies

Measuring Success​

Track these metrics over 90 days:

  • ⏱️ Search Time: Average time to find process information
  • ✅ Answer Quality: Percentage of questions answered accurately
  • 📊 Usage: Number of queries per week
  • 🎯 Coverage: Percentage of common questions that can be answered
  • 📉 Repeat Questions: Reduction in "How do I..." questions to managers

Target: 90% of process questions answered in under one minute with accurate citations.

Troubleshooting​

"The answer isn't in the documents"​

  • Check if the relevant SOP exists
  • Add missing documentation
  • Update the notebook with new files

"The answer is outdated"​

  • Remove old document versions
  • Upload current version
  • Add version control to your SOPs

"Too many irrelevant results"​

  • Be more specific in your question
  • Break complex questions into smaller parts
  • Organize documents into more focused notebooks