CourseAI System Design: The Complete Course · Module 5: Data Architecture · part 35 of 107
Part 35 · Module 5: Data Architecture

Lesson 1: Getting documents in, and keeping them fresh

27 min read·
Module 5 · Lesson 1 · About 50 minutes · Needs: Module 3 lesson 3 (embedding cost and CPU time) and Module 1 lesson 2 (retries and idempotency)

The situation

Week 5 at Northdesk, Monday 30 November 2026. Ask is only as right as the documents behind it, and Intake decides which documents those are. Leila asks what nobody has written down: when a tenant edits a policy, how long does Ask keep quoting the old one?

Follow one edit. At 09:00 UTC on Monday 5 October, Marlow County Council's HR team changes its 2026 leave policy, t-marlow-d002: staff may now carry over eight unused days, not five (an edit added in this lesson).

One edit, how long until Ask knows? Marlow's leave policy, 5 October Active flow 1 Processing step number Tenant source Marlow drive 09:00 edit Ingestion (Intake) Intake notice, process 1 Storage Index chunks, vectors 2 Ask Ask five or eight? 3 staleness: nobody has written it down
One edit in Marlow's drive (a tenant document) must pass through Northdesk's Intake and index before Ask stops quoting the old rule, and nobody has said how long that may take (pale red). Numbers give the order.

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