The In Game Encyclopaedia is exactly that, a compiled - behind - the - scene player ( but not player character ) resource, akin to that available to any educated Frenchman ( or woman ), in a library, in the 18th Century. It is a " textbook " of NPCs ( and Clans, castles, towns, etc ) including sex, age, traits, home, and, importantly ( for some ), appearance. It does not suit as a simulator re what is " known " to the player character as one progresses day by day.
If the TW Vision must ( must it ? ) now include " Fog of War ", that type of thing ( player character " organic " awareness ) would be better simulated by NPCs' daily locations simply NOT being in the Encyclopaedia. You know their faction, you know their home, go find them if you are interested to meet them. When you talk to a noble, resurrect the Warband conversation line " How goes the war ? ", which will help to point you to the frontlines to there, easily enough, track someone down, if necessary.
Similarly, have " Wanderers " wandering solely within their own culture's domain ( their back stories do tend to fit this ), so, if you would like to recruit one, you can hunt them down, not too inconveniently ( passing through only some towns ), likewise. Because one would have a fair idea of where you could pick up a Vlandian, or Khuzait, or Aserai, Companion .........