Who should keep an AI tool's reference material current?
Someone has to own the reference library an AI tool draws on. Connecting a folder makes information easier to find, and nobody becomes responsible for keeping it correct just because of that. Name an operating owner, point to the authoritative sources, and set a route for urgent changes.
I'd begin by naming the authoritative sources for the workflow, then ask each source owner how changes get approved and how old material is marked or removed. A second, unofficial policy library only works if everyone has agreed to it.
Settle urgent changes ahead of time. If a product is withdrawn or a policy is corrected, the team should know who updates the reference and how users learn that earlier answers may be affected.
Ask the original question that exposed the problem and a related one that uses the same source. A successful upload doesn't mean every answer changed.
Maintenance belongs in the workload and the budget, since the collection is part of the service people rely on. When nobody has time for it, narrow the use case to information the organization can keep under responsible care.