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AI-Powered Documentation Harmonization Tool for Standards Development

Designing an AI-powered auditing experience for high-stakes defense documentation.

Role

Lead Product Designer

Industry

AI / Artificial Intelligence in Governance/ GovTech

Duration

6 months

Overview

AI DEHZI (AI Document Examination & Harmonizer for Interoperability) is an AI-powered tool designed to support NATO standards custodians by automating the time-consuming process of finding overlapping standards, duplicated terminology, and conflicting content across official documentation.

The tool allows users to upload documents and instantly compare them against NATO’s NSDD database, surfacing relevant matches, semantic overlaps, contradictions, and terminology alignment — helping ensure harmonization during standards development.

Challenges	Design Opportunity
The users process for developing and maintaining highly technical, interoperable documentation requires: Manually searching thousands of documents, time consuming. Identifying overlapping content and duplicated terminology. Detecting contradictions between standards, highly cognitive. Ensuring semantic alignment across domains.	The opportunity wasn’t just to “add AI” but to design a trusted AI collaborator that could: Surface relevant insights without overwhelming users. Fit into existing workflows. Provide explainable, verifiable results. Rank results by relevance and impact on current work. Improve over time through real user feedback.

Challenges

Design Opportunity

The users process for developing and maintaining highly technical, interoperable documentation requires:

Manually searching thousands of documents, time consuming.

Identifying overlapping content and duplicated terminology.

Detecting contradictions between standards, highly cognitive.

Ensuring semantic alignment across domains.

The opportunity wasn’t just to “add AI” but to design a trusted AI collaborator that could:

Surface relevant insights without overwhelming users.

Fit into existing workflows.

Provide explainable, verifiable results.

Rank results by relevance and impact on current work.

Improve over time through real user feedback.

2. Design Process & Strategy

I followed a continuous discovery and validation model, rather than a linear “research → design → build” flow, because both user needs and model performance evolved throughout the project.

Discovery & User Research

Interviews Key Questions

How do you currently check for overlapping standards?
What’s the most frustrating part of your workflow?
What would make you trust an AI-generated result?
What would make you ignore it?

Key Insights

1. Search Fatigue
Users were spending hours manually searching for related documents — often unsure if they had “missed something important.”

2. Trust Over Speed
They didn’t want a fast answer — they wanted a verifiable one. Transparency mattered more than automation.

3. Cognitive Load
Raw search results weren’t helpful. Users needed structured, categorized and prioritized outputs.

Defining the Design Strategy

From research, I framed the product around three UX pillars:

1. Explainability

Every AI result must show why it was returned, not just what was found. Every result had a rating for the relevancy.

2. Control

Users should guide the system, not feel replaced by it.

3. Workflow Integration

The tool should fit into how standards are already written, reviewed, and shared.

This directly shaped both interface design and model behavior requirements.

Overview

Challenges	Design Opportunity
The users process for developing and maintaining highly technical, interoperable documentation requires: Manually searching thousands of documents, time consuming. Identifying overlapping content and duplicated terminology. Detecting contradictions between standards, highly cognitive. Ensuring semantic alignment across domains.	The opportunity wasn’t just to “add AI” but to design a trusted AI collaborator that could: Surface relevant insights without overwhelming users. Fit into existing workflows. Provide explainable, verifiable results. Rank results by relevance and impact on current work. Improve over time through real user feedback.

Challenges

Design Opportunity

The users process for developing and maintaining highly technical, interoperable documentation requires:

Manually searching thousands of documents, time consuming.

Identifying overlapping content and duplicated terminology.

Detecting contradictions between standards, highly cognitive.

Ensuring semantic alignment across domains.

The opportunity wasn’t just to “add AI” but to design a trusted AI collaborator that could:

Surface relevant insights without overwhelming users.

Fit into existing workflows.

Provide explainable, verifiable results.

Rank results by relevance and impact on current work.

Improve over time through real user feedback.

2. Design Process & Strategy

Discovery & User Research

Interviews Key Questions

How do you currently check for overlapping standards?
What’s the most frustrating part of your workflow?
What would make you trust an AI-generated result?
What would make you ignore it?

Key Insights

1. Search Fatigue
Users were spending hours manually searching for related documents — often unsure if they had “missed something important.”

2. Trust Over Speed
They didn’t want a fast answer — they wanted a verifiable one. Transparency mattered more than automation.

3. Cognitive Load
Raw search results weren’t helpful. Users needed structured, categorized and prioritized outputs.

Defining the Design Strategy

From research, I framed the product around three UX pillars:

1. Explainability

Every AI result must show why it was returned, not just what was found. Every result had a rating for the relevancy.

2. Control

Users should guide the system, not feel replaced by it.

3. Workflow Integration

The tool should fit into how standards are already written, reviewed, and shared.

This directly shaped both interface design and model behavior requirements.

3. Mapping the AI System as a User Experience

I architected the core flow to prioritize human agency at every touchpoint—from ingestion to validation. By categorizing AI outputs into distinct cognitive layers (Overlaps, Contradictions, and Terminology), I transformed a complex data-science problem into a predictable, high-confidence workspace where the user remains the ultimate authority.

4. Key Design Decisions

Deepening the Collaboration with Data Science

Problem	Solution
During MVP testing, the model surfaced too many "similar" documents that lacked "semantic relevance," causing users to lose trust	I led a workshop with Data Scientists to re-calibrate the confidence thresholds. We decided to hide results below a 60% match score to reduce noise, even though it meant "seeing less"—a strategic decision to prioritize Precision over Recall to protect user trust.

Explainability — Designing for Verifiability

Problem	Solution
In a military standardisation context, an AI that confidently presents wrong information is more dangerous than one that presents no information at all.	I designed a "Source-First" interface where every AI-generated match was anchored to the exact paragraph in the original NSDD database that produced it. Custodians could verify the AI's reasoning in a single click, without leaving the interface. This deliberately shifted their role from passive Researcher — accepting results — to active Auditor, interrogating them.

Loader — Designing for Perceived Performance

Problem	Solution
During user testing, the validation process took 8–15 seconds to complete — long enough to cause uncertainty about whether the system was working.	Rather than display a generic spinner, I designed a labelled progress indicator that named each processing stage in plain language ("Loading Content Match Validation").

Problem

Solution

During user testing, the validation process took 8–15 seconds to complete — long enough to cause uncertainty about whether the system was working.

Rather than display a generic spinner, I designed a labelled progress indicator that named each processing stage in plain language ("Loading Content Match Validation").

This gave users a mental model of what the AI was doing behind the scenes, reducing perceived wait time and preventing premature abandonment. The conscious choice to name the process — not just animate it — reinforced the system's credibility at a moment when trust was most fragile.

Continuous Feedback & Iteration- Embedded Feedback Loops

I designed multiple feedback points:

Inline result validation
Post-task feedback prompts
Export usage tracking

Based on Real Usage, we reduced noise in “similar subject” results, Improved contradiction detection clarity, and adjusted scoring thresholds to better reflect human judgment

This created a living system that improved through actual operational use.

Outcomes

User Impact: From Data Fatigue to Strategic Auditing

Reduced document research and cross-referencing time by 50% (expressed as "by Half" by users) transforming a multi-day manual process into a focused, minutes-long verification task.

Eliminating Cognitive Load by replacing unstructured manual queries with AI-categorized semantic matches, allowing custodians to focus on high-level decision-making.

Increased the reliability of standards harmonization by providing clear, exportable "evidence logs" that justify every change to leadership.