Weekly Workflow for Managing the Living Memory Hub

Weekly Workflow for Managing the Living Memory Hub

Keeping your Living Memory Hub healthy takes very little time when it is done on a rhythm. This is the recommended cadence: daily, weekly, monthly, and quarterly. Follow it and nothing important slips through the cracks.

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Daily — about 5 minutes

Four quick checks each day.

1. The Attention Brief. Sera's short, capped list of what deserves human attention right now: blocked and overdue work, open High-severity risks, decisions with nobody accountable to decide. Read it first, because it is the one list that is already prioritized for you.
2. Sensitive Review. Open the Sensitive Review database and filter for Status = Pending Review. These are time-sensitive by nature. Read each one and decide what to do. Never let them sit.
3. Meeting Assets in Manual Review. Any asset that reached Manual Review needs a human. Usually this means Sera could not access a Drive file.
4. The dashboard. A glance at the Overview and status dots tells you the system is polling and processing normally.

Weekly — 20 to 30 minutes

This is the main maintenance session.

• Clear the Memory Review Queue. Work through each proposed memory. Approve the stable institutional facts, reject the noise, and mark anything unclear as needing clarification. Aim to empty the queue every week.
• Confirm Decision Candidates. Confirm or reject the decisions that are awaiting confirmation, together with the relevant decision-maker.
• Review Canon Change Requests. These are never a solo call. Bring them to a governance conversation.
• Work the Open contradictions. Anything the nightly sweep filed into Unresolved Contradictions is two records that cannot both be true. Each one names the smallest decision that would reconcile them, which is usually a two-minute conversation with one person.
• Assign unowned Tasks. Filter Tasks for Status = Needs Owner and give each one an owner, or cancel it if it is no longer relevant.
• Scan failed Processing Events. Check anything marked failed. Most failures are transient and self-resolve on retry, so look for persistent patterns rather than one-off entries.

Monthly — about 1 hour

• Circle and role health. Review each active circle and its roles. Note vacancies and anything that has not been reviewed recently.
• Vital Signs. Check each circle's readings and their Last Measured dates. A sign nobody has measured in three cadences is either not worth keeping or not actually owned.
• The Monthly Story draft. Sera drafts it once a month into KB Drafts and emails a notice. Read it, edit it, and publish it if it is worth sending. It goes to nobody until you do.
• Knowledge Base freshness. Update or archive stale articles.
• Policy review. Bring any policy whose review date has arrived to the responsible group.

Quarterly

• Canon backlog. Review Canon Change Requests that have been pending for a long time.
• Tensions open more than 60 days. These deserve a fresh look or a decision.
• Role terms expiring within 90 days. Begin renewal or re-election early.
• Any role vacant more than 30 days. Bring it to a governance meeting.

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How to un-stick a Manual Review asset

When a meeting asset lands in Manual Review, it is almost always because Sera could not access the underlying Drive file after her retries. The fix is quick:

1. Share the Drive file with the capture identity, or move it into the organization Shared Drive where Sera already has access.
2. In Notion, set the asset's Processing Status back to Pending.

Sera picks it up again on her next poll and completes the extraction automatically. No re-sending of the email is needed.

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Get an auto-compiled governance agenda

Before a governance meeting, send an email with [Governance Agenda] in the subject line to your capture address. Sera compiles the open tensions, pending decisions, and upcoming role expirations into a formatted agenda and emails it back to you.

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A note on failures

Do not be alarmed by the occasional failed Processing Event. The system retries automatically and most failures clear themselves. Your attention is best spent on the review queues, where human judgment is what the system is actually waiting for.

Key points

Daily in five minutes, read the Attention Brief, check Sensitive Review for anything Pending Review, clear any Meeting Assets stuck in Manual Review, and glance at the dashboard. Weekly in twenty to thirty minutes, clear the Memory Review Queue, confirm Decision Candidates awaiting confirmation, review Canon Change Requests, work any Open Unresolved Contradictions, assign Tasks whose status is Needs Owner, and scan failed Processing Events. Monthly, review circle and role health, Vital Signs readings, KB freshness, policies, and the Monthly Story draft; quarterly, sweep the canon backlog, tensions open past 60 days, role terms expiring within 90 days, and any role vacant over 30 days. To un-stick a Manual Review asset, share the Drive file with the capture identity or move it to the org Shared Drive, then set Processing Status back to Pending so Sera retries. Email an agenda request subject before a governance meeting for an auto-compiled agenda, and remember most Processing Event failures are transient and self-resolve on retry.