1. Inventory
List each file, what it is for, its last update and which questions it answers.
2. Clean
- Delete duplicates and outdated versions.
- Fix scanned PDFs: text that cannot be selected may not be searchable.
- Replace image-only tables with text or CSV.
3. Convert
PDF, DOCX, plain text and CSV are the safest formats across tools. Check the new platform's file-type and size limits before you start.
4. Reload and structure
Split very large files by topic and name them clearly. Short, focused documents tend to be retrieved more accurately than giant ones.
5. Verify
Ask questions whose answers you know are in the files, and one whose answer is not. The bot should find the first and say it does not know the second. Use the testing guide.
Background: backing up files and how retrieval works.
Export your GPT with one click
The free Chrome extension reads the GPT you have open in ChatGPT and downloads a zip with its instructions and, where ChatGPT allows it, its knowledge files.
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