“Keep records up to date” leaves room for disagreement. State the record set, required fields, allowed status, evidence, and owner who decides an exception.
Start with the outcome, such as a queue ready for review or unresolved cases with reasons. Separate required criteria from preferences.
If evidence is incomplete, mark the case pending, identify what is missing, and name the owner rather than filling a gap with an assumption.
Review recurring failures after several cycles. The input, rule, or definition may need changing.