Brightwork demonstration · 03 / 11 · Search / Twelve policies, one question

OPEN FILE

An office manual, searched. OPEN FILE is an original Brightwork demonstration. Twelve fictional policies are split into passages and indexed on the machine. Each answer is written only from the six passages closest to the question, plus the closest passages of any policy those passages refer to, and names the policy it used.

6 documentsOutputs by Qwen3.8-27B, generated locallyShown uneditedChecked by Brightwork: 0 corrections across 5 outputs

OF0 · The office manualFictional source

Fernleigh Bookkeeping office manual

Annual leave and time off
Client files and privacy
Data breach response
Refunds and fee disputes
Working from home
Phones and devices
Backups and IT
New client onboarding
Email and sending documents
Expenses and reimbursements
Opening and closing the office
Complaints handling

12 policies, 68 passages, indexed on the machine with nomic-embed-text.

OF1 · A client's tax return was just emailed to the wrong person. What do I do first?Qwen3.8-27B

Checked by BrightworkNo corrections. Checked against the source.

First, contain it straight away: call the wrong recipient, ask them to delete the email and not forward it, and ask for confirmation by email [Data breach response].

Steps:

Follow Policy 03 (Data breach response) immediately [Email and sending documents].
Phone Priya within one hour; do not wait until the end of the day [Data breach response].
Record what happened in the breach register: what information, whose, when, who received it, and what you have done [Data breach response].

OF1

A client's tax return was just emailed to the wrong person. What do I do first?

OF1 · Generated locally · Qwen3.8-27B · 110 tokens, after 1,713 of reasoning · Checked by Brightwork

Passages found

Email and sending documents0.74
Wrong recipient? If an email went to the wrong person, follow Policy 03 (Data breach response) immediately.
Email and sending documents0.73
Sending client documents. Send tax returns, financial statements and anything with a tax file number through the client portal, not as email attachments. If the client cannot use the portal, attach the document as a password-protected PDF and send the password separately by SMS.
Email and sending documents0.72
Check the recipient. Before sending anything to a client, check every recipient address. Email autocomplete is the most common cause of privacy mistakes in accounting practices. Type the first few letters, then confirm the full address.
Client files and privacy0.72
Mistakes. If client information is sent, shown or lost to the wrong person, follow Policy 03 (Data breach response) immediately.
Client files and privacy0.70
Paper. Scan paper documents on the day they arrive, then return originals to the client or place them in the locked shred bin. Nothing with a tax file number is left on a desk overnight.
Email and sending documents0.70
Never by email. Never send full tax file numbers, full bank account numbers or identity documents in the body of an email.
Data breach response0.69
Step 1 — Contain it, straight away. If an email went to the wrong person, call them, ask them to delete it and not forward it, and ask for confirmation by email. If a device is lost, tell Priya so it can be remotely wiped. If a password was captured, change it immediately.
Data breach response0.66
Step 2 — Tell Priya within one hour. Phone her; do not wait until the end of the day. Record what happened in the breach register: what information, whose, when, who received it, and what you have done.

The prompt

Answer the staff member's question using only these excerpts from our office manual. Be direct: start with the answer, then the steps or conditions. After each point, cite the policy title in square brackets. If the excerpts do not answer the question, say so.

Question: A client's tax return was just emailed to the wrong person. What do I do first?

Then the source document, after a standing instruction to use only the material provided and never invent names, figures, dates or rules.

OF2 · A client wants a $650 refund. Can I approve it myself?Qwen3.8-27B

Checked by BrightworkNo corrections. Checked against the source.

No, you cannot approve a $650 refund yourself, because refunds or credits over $500 must be approved by Priya Raman in writing before the client is told [Refunds and fee disputes].

Get Priya Raman’s written approval; email is fine [Refunds and fee disputes].
After approval, pay the refund back to the account the fee was paid from, by bank transfer, within 10 business days [Refunds and fee disputes].
Do not refund in cash [Refunds and fee disputes].
Record the refund in the practice manager against the job, with the reason and the approver’s name [Refunds and fee disputes].

OF2

A client wants a $650 refund. Can I approve it myself?

OF2 · Generated locally · Qwen3.8-27B · 143 tokens, after 399 of reasoning · Checked by Brightwork

Passages found

Refunds and fee disputes0.74
Who can approve a refund. Any staff member may approve a refund or fee credit up to $200. Senior bookkeepers may approve up to $500. Refunds or credits over $500 must be approved by Priya Raman in writing (email is fine) before the client is told.
Refunds and fee disputes0.66
How refunds are paid. Refunds go back to the account the fee was paid from, by bank transfer, within 10 business days of approval. We do not refund in cash.
Refunds and fee disputes0.65
Write-offs. Debts over 90 days are reviewed monthly. Only Priya can write off a debt.
Expenses and reimbursements0.65
Pre-approval. Any work expense over $200 must be approved by Priya before you spend the money. Training courses and conferences always need pre-approval, whatever the cost.
Refunds and fee disputes0.65
Fee disputes. If a client disputes an invoice, do not argue the amount on the phone. Thank them, note their concerns, and tell them someone will reply within two business days. Pass it to Priya with the job's time records.
Refunds and fee disputes0.65
Records. Every refund, credit and write-off is recorded in the practice manager against the job, with the reason and the approver's name.

The prompt

Answer the staff member's question using only these excerpts from our office manual. Be direct: start with the answer, then the steps or conditions. After each point, cite the policy title in square brackets. If the excerpts do not answer the question, say so.

Question: A client wants a $650 refund. Can I approve it myself?

Then the source document, after a standing instruction to use only the material provided and never invent names, figures, dates or rules.

OF3 · Can I open client files on my own laptop when I work from home?Qwen3.8-27B

Checked by BrightworkNo corrections. Checked against the source.

Answer

No. You must not use your own laptop to open client files when you work from home [Working from home].

Conditions

Use only an office-issued laptop [Working from home].
Do not use a personal laptop or tablet to open, edit or store client files [Phones and devices].
Connect to the office server through the office VPN [Working from home].
Do not use public Wi-Fi for client work unless you are connected through the VPN [Working from home].
Work where screens cannot be seen by visitors or family members [Working from home].
Lock the laptop when you step away [Working from home].
Do not print client documents at home [Working from home].
Client documents are kept only in the practice document system on the office server [Client files and privacy].
Do not save client files to the desktop, to USB drives, or to personal cloud storage such as a personal Dropbox or Google Drive [Client files and privacy].
Only open a client's file when you are working on it [Client files and privacy].

OF3

Can I open client files on my own laptop when I work from home?

OF3 · Generated locally · Qwen3.8-27B · 225 tokens, after 2,514 of reasoning · Checked by Brightwork

Passages found

Working from home0.79
Equipment. Work from home only on an office-issued laptop. Personal computers must not be used to open, edit or store client files (see Policy 06).
Working from home0.73
Workspace. Work where screens cannot be seen by visitors or family members. Lock the laptop when you step away. Do not print client documents at home.
Client files and privacy0.71
Where files live. Client documents are kept only in the practice document system on the office server. Do not save client files to the desktop, to USB drives, or to personal cloud storage such as a personal Dropbox or Google Drive.
Working from home0.70
Connection. Connect to the office server through the office VPN. Do not use public Wi-Fi for client work unless you are connected through the VPN.
Phones and devices0.69
Work laptops. Each staff member is issued a work laptop with full-disk encryption. Only office-issued laptops may be used for client work. Personal laptops and tablets must not be used to open, edit or store client files, including from home.
Client files and privacy0.69
Access. Only open a client's file when you are working on it. The system logs access.
Phones and devices0.65
Client documents on phones. Do not download client documents to your phone. View them in the practice document app only.
Phones and devices0.59
Phones. You may use your own mobile phone for work calls, texts and email, provided the phone has a passcode or biometric lock, its software is kept up to date, and work email is installed through the office's managed work profile. The office pays a $40 monthly phone allowance.

The prompt

Answer the staff member's question using only these excerpts from our office manual. Be direct: start with the answer, then the steps or conditions. After each point, cite the policy title in square brackets. If the excerpts do not answer the question, say so.

Question: Can I open client files on my own laptop when I work from home?

Then the source document, after a standing instruction to use only the material provided and never invent names, figures, dates or rules.

OF4 · How often are the backups tested, and who does it?Qwen3.8-27B

Checked by BrightworkNo corrections. Checked against the source.

Answer

The backups are tested once each quarter by a test restore, done by Lodestar IT, with Grace present. [Backups and IT]

Steps and conditions

A test restore of a sample of client files is done on the first business day of each quarter. [Backups and IT]
Lodestar IT does the test restore, with Grace present. [Backups and IT]
The result is recorded in the IT log. [Backups and IT]
Lodestar IT monitors the nightly backup and emails a report each morning. [Backups and IT]
Grace Okafor reads the report and tells Priya about any failure the same day. [Backups and IT]

OF4

How often are the backups tested, and who does it?

OF4 · Generated locally · Qwen3.8-27B · 152 tokens, after 2,096 of reasoning · Checked by Brightwork

Passages found

Backups and IT0.76
Restore tests. A test restore of a sample of client files is done on the first business day of each quarter by Lodestar IT, with Grace present. The result is recorded in the IT log.
Backups and IT0.75
Who checks it. Our IT provider, Lodestar IT, monitors the nightly backup and emails a report each morning. The office manager, Grace Okafor, reads the report and tells Priya about any failure the same day.
Backups and IT0.73
What is backed up. The office server, including the practice document system, is backed up every night at 11.00 pm to an encrypted drive in the office and to a second encrypted copy kept off site.
Backups and IT0.69
Updates. Laptops install updates automatically. Do not postpone a restart for more than two days.
Backups and IT0.69
Off-site rotation. Grace swaps the off-site drive every Friday afternoon. The off-site drive is kept at Priya's home in a locked cabinet.
Backups and IT0.63
Getting help. Log IT problems by emailing Lodestar IT's support address; for urgent problems, phone them and tell Grace.

The prompt

Answer the staff member's question using only these excerpts from our office manual. Be direct: start with the answer, then the steps or conditions. After each point, cite the policy title in square brackets. If the excerpts do not answer the question, say so.

Question: How often are the backups tested, and who does it?

Then the source document, after a standing instruction to use only the material provided and never invent names, figures, dates or rules.

OF5 · How much notice do I need to give to take a week of annual leave in late October?Qwen3.8-27B

Checked by BrightworkNo corrections. Checked against the source.

At least four weeks' notice is needed for a week of annual leave, but leave in the last two weeks of October is generally not approved. [Annual leave and time off]

Request the leave in the practice manager's leave calendar. [Annual leave and time off]
Give at least four weeks' notice before the first day of leave. [Annual leave and time off]
A week of leave is not a one- or two-day request, so the two-week notice rule does not apply. [Annual leave and time off]
The last two weeks of October are a blackout period. [Annual leave and time off]
Priya Raman (director) approves all leave. [Annual leave and time off]
Talk to Priya before booking travel in the last two weeks of October. [Annual leave and time off]
The excerpts do not say whether “late October” can include dates outside the last two weeks. [Annual leave and time off]

OF5

How much notice do I need to give to take a week of annual leave in late October?

OF5 · Generated locally · Qwen3.8-27B · 204 tokens, after 1,948 of reasoning · Checked by Brightwork

Passages found

Annual leave and time off0.77
How to request leave. Request annual leave in the practice manager's leave calendar at least four weeks before the first day of leave. For leave of one or two days, two weeks' notice is enough. Priya Raman (director) approves all leave.
Annual leave and time off0.74
Full-time staff accrue four weeks of paid annual leave each year, in line with the National Employment Standards. Part-time staff accrue leave pro rata.
Annual leave and time off0.71
Personal and carer's leave. Tell the office by 9.00 am on the day, by phone or text to Priya. A medical certificate or statutory declaration is needed for absences of more than two consecutive days.
Annual leave and time off0.71
Blackout periods. Leave is generally not approved in the two weeks before each quarterly BAS due date, or in the last two weeks of October, when most individual tax returns are finalised. Talk to Priya before booking travel in these periods.
Annual leave and time off0.69
Public holidays. The office closes on Victorian public holidays. Between Christmas and New Year the office closes and staff take annual leave for the business days in that period, as agreed each year in November.
Complaints handling0.63
Acknowledge within two business days. Send a written acknowledgement within two business days, with the name of the person handling it.

The prompt

Answer the staff member's question using only these excerpts from our office manual. Be direct: start with the answer, then the steps or conditions. After each point, cite the policy title in square brackets. If the excerpts do not answer the question, say so.

Question: How much notice do I need to give to take a week of annual leave in late October?

Then the source document, after a standing instruction to use only the material provided and never invent names, figures, dates or rules.

Fictional demonstration, not client documents. Our workstation: one RTX 3090 with 24 GB, every model layer on the GPU. These are not performance figures for a Brightwork installation.

← Previous demonstrationFIRST DRAFT Brightwork OfficeAll demonstrations Next demonstration →ON THE RECORD