Operator Readiness

This runbook helps an operator prepare Novantra for regulated AI-assisted document treatment. It is generic product setup guidance, not a proposal script, certification statement, or customer-specific demo package.

Use it before a tenant presents or accepts a governed Document Intelligence workflow.

Readiness States

Use the same labels in operator notes, readiness matrices, and buyer evidence:

• configured: the product path exists and the tenant/deployment is set up to use it.
• unavailable: the path cannot run in the current state.
• fallback-only: the path used an explicit deterministic or non-live fallback.
• policy-blocked: tenant policy, source rights, classification, retention, legal hold, or deployment policy blocked use.
• provider-not-configured: the product surface exists, but the required provider is not connected.
• not-configured: optional tenant setup is missing.
• no-AI profile: optional AI behavior is intentionally excluded.
• deployment-dependent: the answer depends on the deployed cloud, on-prem, air-gapped, or customer-managed environment.
• evidence-required: a claim needs operational proof before it is represented as available.
• roadmap: the capability belongs to a future generic product owner.
• not-applicable: the source owner has no stable truth for that evidence path.
• reference-only: the path can point to another owner but must not store mutable truth.

Environment Setup

Confirm these items before running Document Intelligence:

1. The tenant can open a controlled DMS document, selected version, or another approved source-owner record.
2. Classification, source rights, retention, legal-hold, and access posture are visible before AI use.
3. Content extraction shows extraction, preview, keyword search, OCR, and AI handoff readiness.
4. The selected AI system, provider, profile, profile version, use authorization, and action policy are active for the user and workflow.
5. Provider mode is clear: live provider, configured local provider, fallback-only, provider-not-configured, unavailable, or no-AI profile.
6. Retrieval/source-pack scope and selected language evidence are visible before the run.
7. Terminology posture is visible as configured, not-configured, reference-only, or unavailable.
8. Review approval, target appliers, work-management projections, compliance-posture descriptors, and audit package setup are enabled where the workflow needs them.

Provider, OCR, Extraction, And Retrieval

For live AI or OCR, verify that the tenant has approved provider configuration, credentials, scopes, action policy, and source rights. If any provider is missing, record provider-not-configured instead of implying live execution.

For scanned or image-heavy records, confirm OCR support before the run. The readiness panel should distinguish OCR unavailable, OCR disabled by policy, OCR blocked by source, OCR low confidence, and OCR ready.

For retrieval-heavy workflows, confirm that source packs, extraction chunks, keyword search, and semantic retrieval readiness are separate. A source can be extraction-ready while semantic retrieval is still unavailable or deployment-dependent.

Review And Application

Material suggestions should be reviewed before application. When policy requires formal review, use Review Approval as the reviewer decision owner. Do not create an AI-local approval ledger.

Applied outcomes must go through the owning module, such as DMS, Change Management, Document Governance, Findings, Risks, Controls, Obligations, Evidence, Privacy, or Retention. If an owning module does not expose a stable target-applier path, mark the action not-applicable or roadmap.

Work And Posture

Work Management shows projected work only when source modules expose stable owner, due-date, review-date, expiry, or action-required semantics. Formal reviewer assignments remain owned by Review Approval.

Compliance Posture should use sanitized source-owner signals. Do not use local scores, inferred legal accuracy, raw document text, prompts, provider payloads, vectors, storage keys, or implementation-only fields as posture evidence.

Audit Package Setup

For the document treatment path, use descriptor-backed evidence for:

• AI systems, providers, profiles, use authorizations, action policies, runs, suggestions, and applications.
• DMS document and version context, security posture, source refs, and controlled-output refs.
• Review Approval and Change Management decisions and applications.
• Document Governance, Findings, Risks, Controls, Obligations, Evidence, Privacy, and Retention records touched by the workflow.
• Work-management and compliance-posture descriptors where source owners expose stable truth.
• Terminology set, version, entry, and import posture refs without exporting sensitive term content.

Do not assemble audit evidence from raw prompts, provider responses, document body text, extracted values, internal route names, storage paths, database names, vectors, secrets, or customer identifiers.

External Integrations

Public integration evidence can cover service accounts, scopes, OpenAPI-facing routes, webhook registrations, idempotency, rate limiting, and webhook secret rotation posture where configured. Record the integration evidence available for the tenant.

BYOK, BYO Storage, And Deployment Evidence

Cloud, on-prem, air-gapped, BYOK, BYO storage, backup, DR, logging, support, and residency topics are deployment-dependent. Record the actual environment evidence available for the tenant.

Do not represent BYOK or BYO storage setup as a country-specific residency certification unless matching operational and certification evidence exists.

Gap Closure Checklist

Use this status checklist before presenting the workflow:

Scenario Boundary

Scenario documents, scripts, screenshots, tender matrices, and proposal wording should stay outside product setup. Product readiness should remain reusable across regulated enterprise, government, healthcare, finance, energy, and internal governance use cases.

Related

• Enterprise Readiness
• Document Intelligence
• Content Extraction
• Terminology
• Work Management
• Compliance Posture
• Audit Packages