Data Seeding Prep Sheet: Use Your Existing AI to Prepare Clean Seed Files for Sera

Data Seeding Prep Sheet: Use Your Existing AI to Prepare Clean Seed Files for Sera

Sera works best when she starts with clean, current, useful information. The goal is not to upload everything. The goal is to give Sera a trusted first layer of organizational memory so she can begin answering real questions about your work.

This prep sheet helps you gather your first seed files before the Saberra Data Seeding / Launch Meeting.

Prefer to be walked through it? The Seed Packet at /seed in your dashboard is the guided version of everything below: the same prompts with copy buttons, a paste-back box for each one, and progress that saves so you can stop and resume. This article is the written reference, useful for reading ahead, working offline, or preparing files before a launch meeting. Either path ends in the same place. See the Seed Packet article for how the guided version runs.

---

The One Rule

Do not send Sera everything you have. Send her what is current, reviewed, and useful.

Old files, random folders, outdated notes, and abandoned plans create noise. Current projects, active people, clear decisions, open tasks, known risks, and important context create memory.

---

What we are preparing

Before the Data Seeding / Launch Meeting, we want to create a small set of markdown files that describe the organization's current reality. These files may include current projects, key people and organizations, active decisions, open tasks, current risks or tensions, important policies or agreements, recent meeting summaries, funding or grant priorities, and key context future team members should know.

These files do not need to be perfect. They just need to be useful and reviewed.

---

The recommended seed file package

You do not need to create these files from scratch. If you already use an AI assistant like ChatGPT, Claude, Gemini, or Perplexity, you can ask that AI to help prepare your first seed package:

• Your existing AI helps organize the raw material.
• You review what it creates.
• Saberra uses the reviewed files to seed Sera's living memory.

Sera is amazing, but she should not start with a messy archive dump. She should start with the clearest version of what is current, useful, and true enough to review.

`` 01_Organization_Overview.md 02_Current_Projects.md 03_Key_People_and_Organizations.md 04_Current_Decisions.md 05_Open_Tasks_and_Commitments.md 06_Current_Risks_and_Tensions.md 07_Current_Policies_and_Agreements.md 08_Recent_Meeting_Summaries.md 09_Funding_and_Grant_Context.md 10_Questions_We_Want_Sera_To_Answer.md ``

You do not need all ten files. Even 3-5 clean files is enough to begin. The most useful first files are usually Current Projects, Key People and Organizations, Current Decisions, Open Tasks and Commitments, and Questions We Want Sera To Answer.

---

Master Prompt: create Sera seed files

Copy the prompt below into your AI tool. Then attach or paste only the current, high-value materials you want it to review.

``` You are helping us prepare clean seed files for Saberra.

Saberra is an institutional memory system. The AI agent inside Saberra is named Sera. Sera helps organizations remember current projects, people, decisions, tasks, risks, policies, meetings, and important context.

Important: You are not Sera. You are helping us prepare clean, reviewed source files that will later be used to seed Sera's living memory.

Your job is to guide me step by step. Do not generate everything at once.

First, ask me what source materials I have available. Examples may include:

• current project descriptions
• recent meeting notes
• current task lists
• important decisions
• stakeholder lists
• active risks
• grant or funding notes
• policies or agreements
• links or documents

Then help me choose the 3-5 most useful source materials to start with.

The goal is not to create a complete archive. The goal is to create a clean first layer of current organizational memory.

Rules:

1. Do not include everything just because I provide it.
2. Only include information that appears current, useful, and relevant.
3. Clearly mark anything uncertain, outdated, incomplete, sensitive, or needing human confirmation.
4. Do not invent facts.
5. Do not make private assumptions.
6. Do not include sensitive personal, legal, financial, medical, HR, or confidential information unless I clearly say it is approved for this purpose.
7. If something may be outdated, place it in a "Needs Human Review" section.
8. Use plain language.
9. Keep files clean and structured.
10. Create one markdown file at a time and ask me to approve before moving to the next file.

The seed files we may create are: 01_Organization_Overview.md 02_Current_Projects.md 03_Key_People_and_Organizations.md 04_Current_Decisions.md 05_Open_Tasks_and_Commitments.md 06_Current_Risks_and_Tensions.md 07_Current_Policies_and_Agreements.md 08_Recent_Meeting_Summaries.md 09_Funding_and_Grant_Context.md 10_Questions_We_Want_Sera_To_Answer.md

Start by asking me what materials I have available and which project or area feels most important to seed first. ```

---

Focused prompts (optional, one topic at a time)

If you would rather do one file at a time, use these.

Current Projects

``` Review the information I provide and create a clean markdown file called 02_Current_Projects.md.

Only include projects that appear current, active, or strategically important.

For each project, include:

• Project name
• Short description
• Current status
• Main people or organizations involved
• Known decisions
• Open tasks
• Current risks or tensions
• Important links or source notes
• Questions Sera should be able to answer about this project

Do not include abandoned, outdated, or unclear projects as active projects. If a project may be outdated or uncertain, place it under "Needs Human Review". ```

People and Organizations

``` Review the information I provide and create a clean markdown file called 03_Key_People_and_Organizations.md.

Only include people and organizations that appear relevant to our current work.

For each person or organization, include:

• Name
• Person or organization
• Role or relationship to our work
• Projects connected to them
• Important context
• Current commitments or follow-ups, if any
• Sensitivity level: Standard / Sensitive / Needs Review
• Questions Sera should be able to answer about this person or organization

Do not include private personal details unless they are clearly relevant and approved. If you are unsure whether someone should be included, place them under "Needs Human Review". ```

Decisions

``` Review the information I provide and create a clean markdown file called 04_Current_Decisions.md.

Extract only decisions that appear current, active, or still relevant.

For each decision, include:

• Decision title
• What was decided
• Date or approximate timeframe, if known
• Who was involved
• Why the decision matters
• Related project
• Follow-up needed
• Confidence level: High / Medium / Low
• Source note, if available

Do not treat old decisions as current if they may have been replaced. Place unclear, outdated, or possibly reversed decisions under "Needs Human Review". ```

Tasks and Commitments

``` Review the information I provide and create a clean markdown file called 05_Open_Tasks_and_Commitments.md.

Extract only tasks, follow-ups, promises, commitments, or next steps that appear current or still relevant.

For each item, include:

• Task or commitment
• Owner, if known
• Due date or timeframe, if known
• Related project
• Source or context
• Priority: High / Medium / Low
• Status: Open / In Progress / Needs Review

Do not invent owners or due dates. If ownership or timing is unclear, mark it as "Needs Review". ```

Risks and Tensions

``` Review the information I provide and create a clean markdown file called 06_Current_Risks_and_Tensions.md.

Extract current risks, tensions, blockers, concerns, or fragility points.

For each risk or tension, include:

• Risk title
• Description
• Related project or area
• Why it matters
• People or organizations involved, if appropriate
• Possible impact
• Suggested review timeframe
• Status: Active / Needs Review / Possibly Resolved
• Sensitivity level: Standard / Sensitive / Restricted / Needs Review

Do not dramatize or exaggerate. Do not include private conflict details unless clearly approved. Use careful, neutral language. ```

Meeting Summaries

``` Review the meeting notes or transcript I provide and create a clean markdown file called 08_Recent_Meeting_Summaries.md.

For each meeting, include:

• Meeting title
• Date
• Participants, if known
• Short summary
• Key decisions
• Open tasks
• Risks or tensions mentioned
• Projects discussed
• People or organizations mentioned
• Follow-up needed
• Questions Sera should be able to answer from this meeting

Do not include long transcript excerpts. Summarize clearly and preserve only useful institutional memory. ```

---

What to send before the Launch Meeting

Send Saberra one of the following:

• Best: a zip file of markdown files.
• Also okay: a Google Drive folder with markdown files or Google Docs.
• Also okay: a few pasted notes, links, or documents we can review together live.

---

What NOT to send yet

Please do not send entire Google Drive folders, years of old archives, random meeting dumps, unreviewed WhatsApp exports, old project plans that may no longer be true, sensitive HR or legal material, donor banking or payment data, private interpersonal conflict threads, or anything you would not want reviewed as organizational memory.

---

The 3-question check

Before sending any seed file, ask:

1. Is this current or still useful?
2. Has a human reviewed it?
3. Would this help Sera answer a real question later?

If yes, send it. If no, hold it for later.

---

What we will do in the Launch Meeting

We will review the seed files, decide what belongs in Sera first, identify anything sensitive or unclear, add the first clean data into the system, check how Sera interprets it, create the first layer of trusted memory, and decide the ongoing data-seeding rhythm.

The goal is not volume. The goal is trust. This prep sheet is only ever needed once, at the start.

Key points

The One Rule: do not send Sera everything - send what is current, reviewed, and useful. Your existing AI drafts the seed files from your current materials; you review; Saberra seeds the reviewed files. Recommended package is up to ten short markdown files (Organization Overview, Current Projects, Key People & Organizations, Current Decisions, Open Tasks & Commitments, Current Risks & Tensions, Current Policies & Agreements, Recent Meeting Summaries, Funding & Grant Context, Questions We Want Sera To Answer); 3-5 clean files is enough to start. Includes a step-by-step master prompt (one file at a time, human approves each) plus focused per-topic prompts. What NOT to send: whole Drive folders, old archives, unreviewed dumps, sensitive HR/legal/financial material. The 3-question check before sending any file: is it current, has a human reviewed it, would it help Sera answer a real question.