Records review loop

A recurring or event-triggered process that rechecks record freshness, evidence, status, ownership, and retention as conditions change.

A records review loop is the recurring pass where you check your saved records, promote the ones that have earned trust, update what went stale, and clear out what no longer matters. Without it, a knowledge base fills with half-checked notes and outdated facts that the assistant will happily cite as if they were current. Say you keep a record marked active that reads "the team meets Tuesdays." Six weeks later the meeting moved to Thursdays, but the record still says Tuesday, so every brief the assistant writes from it is wrong. A review pass catches that record, marks the old one superseded, and writes the corrected one in its place. You tell the assistant to walk the records due for review and flag each one as active, superseded, or archived so you decide rather than letting them drift.

Builder example

Review can be driven by source updates, expiry, detected conflicts, downstream errors, regulation changes, or time. Checks may compare records automatically with authoritative systems, while ambiguous or consequential exceptions route to the appropriate owner. A calendar review for every low-risk immutable record can create work without improving quality.

Common confusion: A review loop is the recurring pass over many records, while a single review of one record is just one step inside it. Reviewing the meeting note you saved this morning is one action; the loop is the standing rhythm that brings every record back around on a schedule so none of them quietly age out of date.