Governed Solutions / Governed AI
Your AI answers from approved knowledge.
AI assistants and agents read only from entries a person signed off on. Every answer shows who approved it, when, and from what source.
Six years, the first two in an easily accessible place. Records Retention Policy 4.2
Once the reversal is authorized, not once it is requested. Entry D-455 v4
Any account opened outside the branch network, and any opened by a partner agent. SOP-2210 v4
Records Retention Policy
Version 7 · owner: Records Management
Without Cognatum
The AI assistant works. It waits.
“The AI assistant is built, tested, and funded. It has been sitting in governance review for four months.”
Before an AI system is allowed to go live, a review board asks one question first: where did that answer come from, and who stands behind it.
The tool can name a file. It cannot name a person or a date.
When the source it read changes, nothing updates the new response. This creates a gap and a risk. So the project waits.
Disclosure D-214 rev 5. It covers all retail communications.
No source · no approver · no date
With Cognatum
Point the AI assistant here instead.
Your assistant stops reading a pile of files and starts reading approved entries. Every answer comes back with the approver, the date, and the source version.
The record says more than who signed it. It says which version this supersedes, so an answer that was right last quarter stops being used the moment a new one is approved.
Use disclosure D-214 rev 6. It supersedes rev 5 for all retail communications and carries the current market-risk language. SOP-4471 v3
An approved answer card showing the question, the answer, the named approver, the approval date, and the source document and version
How it works
What changes on every answer.
Source
It reads approved entries
Your AI assistant asks Cognatum instead of asking a folder. Only entries a person approved come back.
Refuse
It says when it does not know
No approved answer means no answer. It will not write one that sounds right.
Record
Every answer names a person
Who approved the source, on what date, and which version. That record is what a reviewer asks you for.
Re-check
A changed source flags its answers
Edit or retire a source and everything built on it is queued for review before it is used again.
The answer, as served
Use disclosure D-214 rev 6. It supersedes rev 5 for all retail communications and carries the current market-risk language.
Asked: Which risk disclosure is approved for the retail fact sheet?
The entry and version it came from
Version v3, in force
v2 and v1 superseded and retained
The source that version derives from
SOP-4471
What version v3 was drafted from
The decision that put it in force
Approved by J. Mercer, Regulatory affairs
2026-07-14 · version v3, against SOP-4471
In practice
Stuck at the board.
“The board does not want a demo. It wants the paperwork.”
An AI assistant has passed technical review and is in its fourth month with the board.
Your team repoints it at Cognatum. Nothing about the assistant itself changes, only where it reads from.
Now every answer it gives names the person who approved the source, the date, and the version. Your team exports that record and takes it to the board.
The next team that builds one starts from the same pattern instead of from nothing.
What do we tell a customer who asks how long we keep call recordings?
Entry D-318
- v3 In force
Answer aligned to the shortened retention window for voice recordings.
J. Park, Head of AI Governance · 2026-05-28
- v2 Superseded · retained
Wording cleared for the assistant to give on customer channels.
M. Alvarez, Compliance · 2025-12-09
- v1 Superseded · retained
First approved version.
D. Whitfield, Records management · 2025-02-17
→ what the entry said on a date is a lookup
Common questions
What teams ask first.
Does this make our AI compliant?
No. Nothing here confers compliance with any rule or standard. What you get is evidence to hand to the people who ask: a named approver, a date, and a source on every answer. The obligations stay yours.
Which assistants does it work with?
Any that can call a tool. It connects over MCP, the open standard AI assistants use to reach outside data, and over a plain API.
What happens when there is no approved answer?
Cognatum says so and stops. The question becomes a ranked gap with an owner, rather than a plausible sentence nobody checked.
Do we have to move our documents?
No. Entries are drawn from the systems where the work already happens, and each entry links back to the file it came from.
Knowledge governed. Intelligence everywhere.
See it on your own content, in your own environment.