AI will quote your 2023 rate sheet with total confidence.
Here is the failure this page prevents. You connect AI to your shared drive and ask “what is included in our Lisbon gala dinner package?” The folder contains three versions of that product sheet — 2023, 2024, and a draft someone never finished. AI picks one and answers confidently. It has no way to know which file is true. Neither, honestly, does a new employee — AI just exposes the mess faster.
The fix is not a company-wide cleanup project. Those die in week three. Pick the one workflow where you want AI to help first — proposals is the usual answer — and build a small folder of current, approved files for it. One folder, one person responsible for keeping it true. That folder becomes what you attach to chats or connect to AI later. Everything else can stay messy for now.
Make it obvious where the good information lives.
This does not need a perfect folder system. It just needs to give your team a clear home for information they repeat, update, and need to find quickly.
DMC Knowledge
├── 01 Company and brand
│ ├── What we do
│ ├── Voice and examples
│ └── Non-negotiables
├── 02 Destinations and experiences
│ ├── Current product sheets
│ └── Local insight
├── 03 Suppliers
│ ├── Approved partners
│ ├── Rate rules
│ └── Contact ownership
├── 04 Sales and proposals
│ ├── Proposal templates
│ ├── Strong past examples
│ └── Current client notes
└── 05 Operations
├── How we do things
├── Handover templates
└── Incident playbooksPut a date on it
A rate sheet without an effective date is a rumor. A proposal without a date is a nice-looking memory.
Give it an owner
Every important folder needs a person who can say what is current and what should be retired.
Separate examples from rules
A past itinerary can inspire a new one. It should not silently become a promise you make to the next client.
Keep sensitive material separate
Passports, payment information, HR files, private client notes, and confidential contracts do not belong in a broad AI workspace by default.
Keep sensitive material out of general AI chats.
Write a one-page policy before people improvise one. Say which accounts are approved, which types of information are off-limits, who may connect company systems, and when a person must review the output.
Create a company brief with information you can safely share