Knowledge Base Organization

Best practices for organizing and maintaining your Knowledge Bases in GC AI

Structure Planning

Folder Hierarchy

• Create logical main categories for your legal documents
• Use consistent naming conventions across all folders
• Consider how your team accesses different document types
• Plan for scalability as your document collection grows

Example structure:

Legal/
  ├── Contracts/
  │   ├── Templates/
  │   ├── Executed/
  │   └── Negotiations/
  ├── Policies/
  │   ├── Current/
  │   └── Archive/
  └── Research/
      ├── Memos/
      └── References/

Organization Strategies

Document Naming

• Use clear, descriptive names that identify content at a glance
• Include relevant dates in a consistent format (YYYY-MM-DD)
• Add version numbers for documents that change over time
• Maintain consistency across your entire Knowledge Base

Example:

MSA_Acme_Corp_2024-03-15_v2.1
Policy_Data_Privacy_2024_Current
Research_AI_Liability_CA_2024Q1

Metadata Management

• Tag documents with relevant categories for easier searching
• Add descriptions that summarize key document information
• Include key dates such as effective date and review date
• Note related documents to create connections between files

Access Management

Permission Structure

• Set appropriate access levels based on document sensitivity
• Create sharing groups for teams that need similar access
• Manage team permissions through the Organization settings
• Review access regularly to maintain security

Version Control

• Track document versions with clear naming conventions
• Maintain change logs to document what was updated
• Archive old versions in dedicated folders
• Document updates with comments for team awareness

Best Practices

Maintenance

• Schedule regular organization reviews quarterly
• Clean up unused files to reduce clutter
• Update outdated content with current information
• Consolidate duplicates to avoid confusion

Team Coordination

• Share organization guidelines with all team members
• Train new team members on your Knowledge Base structure
• Document your organization procedures for consistency
• Maintain naming and folder conventions across the team

Using Citations

• Request explicit citations by asking GC AI to “provide citations”
• Verify citations when accuracy is critical
• Save important citations for future reference
• Use the citations sidebar to navigate to source documents

Create and document your organization system early—it’s much harder to reorganize later when you have hundreds of documents.