D K
EU AI Act: Not High Risk Q3

Policy Document Agent

One source of truth for every HR policy - always current, always accessible.

Manages HR policies: creation, versioning, approval, publication, and enquiry responses - always the current version available.

Analyse your process
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Assessment

Agent Readiness 68-75%
Governance Complexity 44-51%
Economic Impact 46-53%
Lighthouse Effect 31-38%
Implementation Complexity 34-41%
Transaction Volume Weekly

What This Agent Does

HR policies are the foundation of consistent people management. But in most organisations, policies exist in multiple formats, locations, and versions. The current version of the remote work policy might be on the intranet, in a PDF circulated by email, or in a manager's desk drawer. When policies change, ensuring everyone operates under the new version is a distribution challenge that most organisations solve poorly. The Policy Document Agent manages the complete policy lifecycle. It maintains the authoritative repository of all HR policies, enforces version control (every change creates a new version with clear effective date and change summary), routes policy changes through the required approval workflow (legal review, works council consultation, management sign-off), publishes approved policies to all relevant channels, and retires superseded versions. The agent also tracks policy acknowledgements - ensuring that employees who need to confirm they have read and understood a policy (such as code of conduct updates) actually do so, with deadline tracking and escalation for non-completion.

Micro-Decision Table

Human
Rules Engine
AI Agent
Each row is a decision. Expand to see the decision record and whether it can be challenged.
Receive policy draft or update Classify as new policy, revision, or retirement Rules Engine

Classification based on policy metadata and change type

Decision Record

Rule ID and version number
Input data that triggered the rule
Calculation result and applied formula

Challengeable: Yes - rule application verifiable. Objection possible for incorrect data or wrong rule version.

Route for review Send to required reviewers (legal, HR, works council) Rules Engine

Review routing rules per policy type and change scope

Decision Record

Rule ID and version number
Input data that triggered the rule
Calculation result and applied formula

Challengeable: Yes - rule application verifiable. Objection possible for incorrect data or wrong rule version.

Collect review feedback Aggregate reviewer comments and change requests AI Agent

Automated feedback collection and consolidation

Decision Record

Model version and confidence score
Input data and classification result
Decision rationale (explainability)
Audit trail with full traceability

Challengeable: Yes - fully documented, reviewable by humans, objection via formal process.

Route for approval Send reviewed policy through approval chain Rules Engine

Approval chain per policy type and organisational level

Decision Record

Rule ID and version number
Input data that triggered the rule
Calculation result and applied formula

Challengeable: Yes - rule application verifiable. Objection possible for incorrect data or wrong rule version.

Approve policy Authorise publication of new or updated policy Human

Human approval with legal and governance responsibility

Decision Record

Decider ID and role
Decision rationale
Timestamp and context

Challengeable: Yes - via manager, works council, or formal objection process.

Publish and notify Make policy live and notify affected employees AI Agent

Automated publication with targeted notification

Decision Record

Model version and confidence score
Input data and classification result
Decision rationale (explainability)
Audit trail with full traceability

Challengeable: Yes - fully documented, reviewable by humans, objection via formal process.

Track acknowledgements Monitor employee read-and-acknowledge completion Rules Engine

Completion tracking with deadline escalation

Decision Record

Rule ID and version number
Input data that triggered the rule
Calculation result and applied formula

Challengeable: Yes - rule application verifiable. Objection possible for incorrect data or wrong rule version.

Decision Record and Right to Challenge

Every decision this agent makes or prepares is documented in a complete decision record. Affected employees can review, understand, and challenge every individual decision.

Which rule in which version was applied?
What data was the decision based on?
Who (human, rules engine, or AI) decided - and why?
How can the affected person file an objection?
How the Decision Layer enforces this architecturally →

Prerequisites

  • Policy document management system with version control
  • Policy review and approval workflow infrastructure
  • Publication channels (intranet, employee portal)
  • Acknowledgement tracking capability
  • Works council consultation process for policy changes
  • Legal review process for employment-related policies

Governance Notes

EU AI Act: Not High Risk
Not classified as high-risk under the EU AI Act - the agent manages documents without employment-affecting decisions. Works council co-determination rights apply to many HR policy changes (particularly those affecting working conditions). The agent's approval workflow must include works council consultation where required. GDPR applies to the acknowledgement tracking (recording which employees read which policies).

Infrastructure Contribution

The Policy Document Agent builds the authoritative policy repository that the Employee Self-Service Agent, Compliance Training Agent, and Compliance Monitoring Agent all reference. Without a single source of truth for policies, every downstream agent that answers policy questions operates on potentially outdated information. Builds Decision Logging and Audit Trail used by the Decision Layer for traceability and challengeability of every decision.

Does this agent fit your process?

We analyse your specific HR process and show how this agent fits into your system landscape. 30 minutes, no preparation needed.

Analyse your process

What this assessment contains: 9 slides for your leadership team

Personalised with your numbers. Generated in 2 minutes directly in your browser. No upload, no login.

  1. 1

    Title slide - Process name, decision points, automation potential

  2. 2

    Executive summary - FTE freed, cost per transaction before/after, break-even date, cost of waiting

  3. 3

    Current state - Transaction volume, error costs, growth scenario with FTE comparison

  4. 4

    Solution architecture - Human - rules engine - AI agent with specific decision points

  5. 5

    Governance - EU AI Act, works council, audit trail - with traffic light status

  6. 6

    Risk analysis - 5 risks with likelihood, impact and mitigation

  7. 7

    Roadmap - 3-phase plan with concrete calendar dates and Go/No-Go

  8. 8

    Business case - 3-scenario comparison (do nothing/hire/automate) plus 3×3 sensitivity matrix

  9. 9

    Discussion proposal - Concrete next steps with timeline and responsibilities

Includes: 3-scenario comparison

Do nothing vs. new hire vs. automation - with your salary level, your error rate and your growth plan. The one slide your CFO wants to see first.

Show calculation methodology

Hourly rate: Annual salary (your input) × 1.3 employer burden ÷ 1,720 annual work hours

Savings: Transactions × 12 × automation rate × minutes/transaction × hourly rate × economic factor

Quality ROI: Error reduction × transactions × 12 × EUR 260/error (APQC Open Standards Benchmarking)

FTE: Saved hours ÷ 1,720 annual work hours

Break-Even: Benchmark investment ÷ monthly combined savings (efficiency + quality)

New hire: Annual salary × 1.3 + EUR 12,000 recruiting per FTE

All data stays in your browser. Nothing is transmitted to any server.

Policy Document Agent

Initial assessment for your leadership team

A thorough initial assessment in 2 minutes - with your numbers, your risk profile and industry benchmarks. No vendor logo, no sales pitch.

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All data stays in your browser. Nothing is transmitted.

Related Pages

Decision Layer
Governance layer between AI agent and target system. Every decision documented and challengeable.
Co-Determination & AI
Works council, works agreements, and co-determination as architecture constraint.
HR AI Agents
All HR agent services at a glance.
HR Agent Readiness
7 questions, 3 minutes. How ready is your organisation?
Assessment eBook
15 questions for your leadership team as PDF.

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Back to Catalog

Frequently Asked Questions

How does the agent handle policies that require works council agreement?

The agent's approval workflow includes works council consultation as a required step for policy types that fall under co-determination rights. The policy cannot be published until works council agreement is documented.

What happens when an employee accesses an outdated policy version?

The agent maintains version control with clear effective dates. Employees always see the current version by default. Historical versions are retained for audit purposes but clearly marked as superseded.

What Happens Next?

1

30 minutes

Initial call

We analyse your process and identify the optimal starting point.

2

1 week

Discover

Mapping your decision logic. Rule sets documented, Decision Layer designed.

3

3-4 weeks

Build

Production agent in your infrastructure. Governance, audit trail, cert-ready from day 1.

4

12-18 months

Self-sufficient

Full access to source code, prompts and rule versions. No vendor lock-in.

Implement This Agent?

We assess your process landscape and show how this agent fits into your infrastructure.