Best Practices for Organizing and Structuring the Q/A Bank

Dasseti uses AI-driven semantic matching, meaning it interprets intent and meaning rather than relying on exact keyword alignment. For this reason, content must be written for machine interpretation, not as human shorthand or labels.
 

A well-structured Q/A Bank improves semantic matching accuracy, reduces duplication, and ensures content can be reliably reused at scale:

• How questions and answers are written and stored

• How products, tags, and ownership are applied

• How folders are organized

1. Writing and Storing Questions and Answers

Core Principle

Each question should be written as a complete, self-contained expression of intent that can be correctly interpreted in isolation by the system.

It should clearly define what information is being requested without requiring:

• folder context
• tag interpretation
• prior familiarity with naming conventions

Guidelines

• Each record should contain one complete question mapped to one or more answers
• Questions must be independently searchable and interpretable in isolation
• Do not rely on folders or tags to provide core meaning
• Avoid unnecessary narrowing of scope unless the concept is genuinely unique
• Expand acronyms where helpful (e.g., Business Continuity Plan (BCP)), unless universally understood

Example"

Original Label	AI-Optimized Question
Administrator	Who is the fund’s administrator and what are their responsibilities?
Performance	What is the strategy’s historical investment performance?
Custodian	Who is the fund’s custodian and what are the custodial arrangements?
Disclosure	What are the firm’s key disclosure practices and regulatory obligations?

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2. Applying Products, Tags, and Ownership

Products, tags, and ownership control how content is categorized, reviewed, and retrieved. Consistent application improves search accuracy and prevents workflow conflicts.

Guidelines

• Use Folders as the primary way to organize content by business function, topic, product, or strategy.
• Use Tags as a secondary layer to surface cross‑cutting themes (for example, ESG, Regulatory, Risk) that span multiple folders. 
• Assign Workflow Ownership to the appropriate reviewer or team to ensure accountability.
• Use Products to link questions to the correct strategy, fund, or vehicle. When different products require different approval workflows, create separate questions per product rather than multiple answers on a single question. 
• Apply products and tags consistently when uploading historical content to preserve search accuracy across the Q/A Bank.

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3. Folder Structure and Organization

A clear folder hierarchy supports permissions, review workflows, and efficient navigation. Establishing this structure early helps keep the Q/A Bank scalable and intuitive as content grows.

Dasseti supports up to five folder levels, allowing teams to create detailed, logical hierarchies without overloading question titles with context.

Common Organization Models

• By Team
  Organize content by functional area (for example, Compliance, Operations, IT) to clarify ownership and review responsibility.
   
• By Product or Strategy
  Organize content by fund, product, or strategy so responses remain specific and relevant to each investment offering.
   
• Hybrid
  Combine team‑based and product‑based folders to balance ownership clarity with flexibility.

Conclusion 

Applying these best practices helps ensure the Q/A Bank remains accurate, searchable, and manageable as content grows. Teams are encouraged to review and refine their structure periodically to maintain consistency and support evolving workflows.