Patterns We See
Patterns that look documented until someone needs to rely on them.
RGRA is often relevant where the record exists, but the active written basis has become split, stale, unclear, or carried forward without closure.
Documented but not governing
What it looks like: The file contains records, approvals, minutes, correspondence, reports, and dashboards.
Where it breaks: The file does not resolve into one current written basis.
Why it matters: Later reliance depends on explanation rather than record authority.
First written step: File-position clarification.
Split governing basis
What it looks like: Two or more written positions remain active.
Where it breaks: No record clearly supersedes the other.
Why it matters: Different functions may rely on different versions of the same matter.
First written step: Truth Break Statement or File-Position Note.
Payment basis drift
What it looks like: Payment, entitlement, variation, approval, response, and claim records all exist.
Where it breaks: They no longer form one current payment basis.
Why it matters: Argument begins before written reliance is clarified.
First written step: File-Position Note.
Handover drift
What it looks like: Delivery material moves into operations.
Where it breaks: Readiness, defects, assumptions, approvals, and acceptance records do not survive as one basis.
Why it matters: Operations inherit interpretation instead of written closure.
First written step: Handover written-basis clarification.
Audit response drift
What it looks like: Management response, evidence, action closure, and follow-up records exist.
Where it breaks: The file requires explanation to stand.
Why it matters: Audit follow-up becomes dependent on memory or narrative.
First written step: Audit-facing file-position clarification.
Board paper reliance gap
What it looks like: A board or committee paper relies on a file that appears complete.
Where it breaks: Approvals, minutes, management responses, and operational records have shifted.
Why it matters: Governance reliance may rest on reconstruction.
First written step: Governing written basis check.
AI record split
What it looks like: AI summaries, outputs, or governance notes rely on underlying records.
Where it breaks: AI amplifies unclear or conflicting written material.
Why it matters: Unclear written basis travels faster and appears more authoritative.
First written step: AI written-basis clarification.
Old document still alive
What it looks like: A reset, update, or new instruction exists.
Where it breaks: Older records were never formally closed, superseded, or downgraded.
Why it matters: Old written authority continues to guide action silently.
First written step: Supersession / carry-forward check.
First written step
Send a short written background note. Do not send the full file first. RGRA will only check whether a suitable decision-bearing written flow appears to exist.