Instead of relying on a model's general memory, the system first searches your catalogues, policies and documents, then builds an answer from the most relevant passages.
Source quality beats data volume
A small, current and organised library is better than a huge contradictory archive. Remove old versions, date pricing and separate policies by market or branch.
Keep safety boundaries
The system should admit when it cannot find an answer, retain internal source references and send sensitive cases to a person. Trust comes from clear limits.