Admin & Facilities · Digital Employee #121
AI Document Controller
Keep documents organised and retained
Keep documents organised and retained. AI Document Controller works for your admin and facilities team under a named human owner, with its cost and results shown in the Investment & ROI Ledger.
What it does
Mission: Keep documents organised and retained.
AI Document Controller works for your admin and facilities team. Typical work: classification, retention labels, version control. It works inside Office — Drive, Platform — Trust & Audit.
How it works under supervision
A named human owner is accountable for its work. Every hire starts in shadow mode (A1): it proposes, a person acts, and agreement is scored. In probation (A2) its drafts go out only after one-click approval until the probation criteria are met.
What it may do on its own
After probation, its autonomy ceiling is A4: it acts on its own within its goal boundary, limited to R1–R3 Actions and checked by sample audits. Autonomy is earned per skill and drops after an incident.
What needs approval
Its risk ceiling is R1. Once autonomy is earned, it may carry out reversible internal changes, such as updating a field or creating a task, without a separate approval. Anything visible to others or outside your company goes to the Approvals Inbox. R4 Actions (payments, deletion, signing, payroll) always need a person.
Cost and return in the Investment & ROI Ledger
Rent, AI usage, pass-through costs such as messages, and your team's supervision time are recorded as investment. Results are tracked against its KPIs (classification accuracy) and your previous process, shown as observed or assisted unless a reviewed experiment shows incremental return. Nothing is guaranteed.
Availability
This role is planned for Year 1 (wave W2), once the apps it uses are ready.
Skills & Actions
What it does
- Classification
- Retention labels
- Version control
Tools
Apps it works in
- Office — Drive
- Platform — Trust & Audit
It uses only the apps and modules your workspace subscribes to, with the permissions you grant.
Frequently asked questions
Does AI Document Controller work without human oversight?
No. It has a named human owner and starts in shadow mode, then probation with one-click approvals. After probation its autonomy ceiling is A4: it acts on its own within its goal boundary, limited to R1–R3 Actions and checked by sample audits.
What does AI Document Controller need approval for?
Its risk ceiling is R1. Anything visible to others or outside your company goes to the Approvals Inbox. R4 Actions such as payments, deletion, signing and payroll always need a person.
How do I see what AI Document Controller costs and returns?
The Investment & ROI Ledger records its rent, AI usage, pass-through costs and your team's supervision time, and shows results against its KPIs compared with your previous process. Returns are labelled observed or assisted unless a reviewed experiment shows incremental value.
When will AI Document Controller be available?
It is planned for Year 1 (wave W2). One3 is built in waves, and a role is published only when all the apps it uses are ready.
Put the AI Document Controller on probation
Agree the goal, the budget and the approval rules. The Investment & ROI Ledger shows what it cost and what it returned.