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Your learning path: 16 lessons.
Module 02 / Lesson 08 · Read, apply, check
Create a reusable source system that keeps facts, quotes and permissions usable as campaigns evolve.
Give each meaningful item a stable identifier: a customer interview, approved metric, technical explanation or public source. Record its title, owner, date, location and status. Keep a concise description of what it supports and what it does not. A folder full of documents is not yet an evidence library if nobody can identify the current number or find the permission attached to a quotation. Start with a simple register and a small set of well-labelled files before building a complex knowledge system.
Raw records preserve the source; working files contain analysis and draft interpretations; approved extracts are cleared for specified use. Use visible labels and access boundaries so a bot does not treat a brainstorming note as a confirmed claim. Keep superseded items available for traceability but clearly mark them inactive. Avoid silently overwriting the only copy. The library should answer which version was used in an article and what later changed, even if the person who originally collected the material is unavailable.
Record permitted audience, attribution, restrictions, review date and approval owner. For a metric, include definition, period and calculation. For a quotation, include speaker, source location and exact approved wording. For a customer example, note whether names and identifying details are cleared. AI retrieval becomes more useful when the item carries its context. A short standalone number without units or scope is easy to retrieve and dangerous to reuse. Give tools instructions to flag missing permission or expired context instead of guessing.
Assign an owner to review stale items, changed product facts and withdrawn permissions. Link evidence IDs to the pieces that use them so corrections can propagate to affected drafts and live material. Review what writers repeatedly fail to find and improve the labels. Build a small retrieval test: can a new team member locate the current approved claim and explain its limit? A library succeeds when it reduces searching and contradictory drafts while preserving the ability to challenge an attractive but weak story.
Stable ID, title, owner, date and source location.
Claim supported, method, units and limitations.
Audience, attribution, restrictions and review date.
Versions and articles that rely on the item.
A fictional agency creates an evidence register for a regional software client. Item E-014 is a customer interview with a time-marked quote and permission for a named case study. E-021 contains an approved pilot metric, its spreadsheet and a note that it does not represent all customers. E-030 is a product roadmap discussion marked internal and unavailable for public drafting. The writing brief supplies only the relevant approved items. When the client updates the pilot period, the editor creates a new version of E-021 and finds three draft articles linked to it. All three are corrected before release. A new writer can understand the change without reading months of chat messages, and the original evidence remains available for checking.
Another agency uploads every client file into one searchable collection and tells the bot to use whatever looks useful. An internal forecast appears beside an audited historical result, and an old quote has no permission label. Search produces confident answers quickly, but the team cannot tell which material is suitable for publication. The missing structure has turned easier retrieval into faster misuse of outdated, restricted or misunderstood information.
A larger library is not necessarily a better library. Ten well-described approved items can support stronger work than thousands of unlabelled files. Do not use a retrieval answer as proof that a source exists or supports the wording. Open the actual item, inspect the relevant passage and carry its scope into the draft. Search accelerates finding evidence; it does not replace evaluating it.
Keep client libraries separate unless cross-client use is explicitly authorized. Apply access appropriate to the task and remove obsolete access when people or projects change. Do not put passwords or unnecessary personal records into the evidence register. Permission to store a file does not automatically include permission to publish its contents.
Do this today · 30 minutes
Build a six-item evidence register for the fictional software client.
A document or spreadsheet and the illustrative case in this lesson. Use synthetic or already approved material for practice; no paid account or real client data is required.
Before: Stable ID, title, owner, date and source location.
After: Versions and articles that rely on the item.
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Test this worksheet on one bounded assignment. Record the reviewer’s findings, revise the method and assign the next review date.
Before you move on
A bot retrieves a strong growth figure from a client library, but the record is marked provisional and its period differs from the article’s period. A newer approved item may exist. What should the editor do before allowing the figure into the draft?
Next lesson →PRSA: professional ethics resources
Lesson edition 1.0 · References reviewed 16 October 2026 · Practical exercise reviewed 16 October 2026. Examples are illustrative teaching scenarios.
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