Best Practices for Creating Documents for Our Internal RAG Knowledge Base

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Date Updated**:** June 17, 2025 Author: Gabriel Gutierrez Status: Draft Version: 4.0 Target Audience: All Internal Content Creators Keywords: RAG, Data Authoring, Formatting, Protocol, AI-Ready

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Introduction: Writing for a Machine Audience

This document defines the mandatory protocol for creating documents optimized for our RAG (Retrieval-Augmented Generation) system, ADAM. The system's intelligence is a direct reflection of the source data quality. Adherence to these guidelines is not optional; it is essential for ensuring content can be cleanly parsed and accurately interpreted by our AI.

Document Blueprint: Top-to-Bottom Structure

Every document created must follow this exact top-down structure. These steps are presented in the order they must appear in the document.

Step 1: Document Title

Every document must begin with a single main title.

• Action: Style the title using Heading 1.
• Rule: Only one Heading 1 is permitted per document.

Step 2: Metadata Block

Directly following the Heading 1 title, every document must include a metadata block using a simple Attribute: Value pair format. This provides essential context for the AI.

Standard Format:

Use a simple Attribute: Value pair for each metadata item, with each on a new line.

Author: Justin Garcia
Status: Final
Reviewed By: Gerald Anderson
Target Audience: Agricultural Extension Officers
Keywords: Integrated Pest Management, Crop Rotation, Soil Health, Sustainable Agriculture

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