# Mike.ai firm memory control model

Positioning: Subtle workspace memory for legal operations: firm preferences, matter patterns and reviewer standards that reduce repeat setup without turning private client data into general AI memory.

Data boundary: workspace-metadata-and-approved-operating-memory

Memory lanes: 6
Memory categories: 6
Memory records: 8
Approved memory records: 5
Private data memory blocked: true
Cross-firm memory blocked: true

## Workspace Memory Lanes

- User preferences: Workspace-specific drafting, review, formatting and notification preferences approved by the user or firm admin. Owner: Workspace admin. Examples: Preferred completion-pack order; Reviewer notification cadence; Default risk-note tone and length. Exclusions: Sensitive personal traits; Private client facts outside the approved matter workspace.
- Matter patterns: Repeated operational patterns observed across approved matter metadata and reviewer-confirmed outcomes. Owner: Legal operations lead. Examples: Common missing evidence on lender-led purchases; Typical LBTT follow-up sequence; Recurring completion-day dependencies. Exclusions: Client-identifying narrative; Document body memory.
- Reviewer expectations: Named reviewer standards for escalation, source sufficiency and export readiness within the firm workspace. Owner: Review queue owner. Examples: Partner review threshold for title exceptions; Cashroom evidence required before funds release; Risk-owner sign-off before external pack export. Exclusions: Unreviewed AI preferences; External recipient assumptions.
- Firm playbook decisions: Firm-approved operating decisions that standardise how Mike.ai prepares supervised legal operations work. Owner: Firm playbook owner. Examples: Default workflow activation boundaries; Approved escalation language; Export-lock rules for high-risk items. Exclusions: Legal advice without reviewer approval; Informal habits not adopted by the firm.
- Source-map conventions: Workspace folder, metadata, review-gate and source-class conventions used to keep evidence traceable. Owner: Source vault owner. Examples: SharePoint lane names; Required metadata fields; Export-lock mapping by source class. Exclusions: Raw file contents; Unapproved connector imports.
- ROI assumptions: Commercial assumptions the firm accepts for measuring workflow value and monthly operational return. Owner: Commercial owner. Examples: Minutes saved per reviewed completion pack; Matter volume assumptions; Reviewer time value bands. Exclusions: Billing activation; Client fee promises.

## Firm Memory Register

- [approved] Completion pack order (user-preferences) for firm-sample-001/workspace-sample-001. Retention: operating-memory-12-months. Review due: 2026-12-31. Sources: admin-policy:Workspace export policy metadata.
- [proposed] Lender evidence follow-up (matter-patterns) for firm-sample-001/workspace-sample-001. Retention: operating-memory-90-days. Review due: 2026-07-31. Sources: review-action:Review action metadata for lender readiness.
- [approved] High-risk export sign-off (reviewer-expectations) for firm-sample-001/workspace-sample-001. Retention: operating-memory-12-months. Review due: 2026-12-31. Sources: review-action:Reviewer gate metadata.
- [rejected] Unapproved external wording (firm-playbook-decisions) for firm-sample-001/workspace-sample-001. Retention: rejected-memory-90-days. Review due: 2026-07-31. Sources: playbook:Playbook decision metadata.
- [expired] Retired source-map folder label (source-map-conventions) for firm-sample-001/workspace-sample-001. Retention: expired-memory-audit-only. Review due: 2026-07-31. Sources: source-map:Source-map convention metadata.
- [approved] Reviewer time value band (roi-assumptions) for firm-sample-001/workspace-sample-001. Retention: commercial-memory-12-months. Review due: 2026-12-31. Sources: roi-event:ROI assumption metadata.
- [approved] Matter folder source-map convention (source-map-conventions) for firm-sample-001/workspace-sample-001. Retention: operating-memory-12-months. Review due: 2026-12-31. Sources: source-map:Approved SharePoint folder convention metadata.
- [approved] Completion blocker review order (firm-playbook-decisions) for firm-sample-001/workspace-sample-001. Retention: operating-memory-12-months. Review due: 2026-12-31. Sources: playbook:Approved conveyancing playbook metadata.

## Actions

- Inspect: Shows the firm-scoped memory register with state, category, source reference, retention label and review owner. Roles: owner, admin, partner, fee-earner, paralegal, observer. States: proposed, approved, rejected, expired. Audit: firm-memory-inspected.
- Edit: Creates a proposed revision that must be approved before it can influence workspace behaviour. Roles: owner, admin, partner. States: proposed, approved. Audit: firm-memory-edit-proposed.
- Delete: Expires the memory item, removes it from operational use and keeps a deletion audit record. Roles: owner, admin. States: proposed, approved, rejected, expired. Audit: firm-memory-expired.
- Export: Exports the firm-scoped register for governance review without raw client document text. Roles: owner, admin, partner. States: proposed, approved, rejected, expired. Audit: firm-memory-exported.

## Controls

- [controlled] Explicit workspace consent (consent): Memory is framed as an opt-in workspace feature. A firm admin or authorised user must approve each memory lane before it is used operationally. Required evidence: Consent record with approver, lane, scope, timestamp and withdrawal path.
- [active] Scope register (scope): The memory model is limited to preferences, patterns, reviewer expectations, playbook decisions, source-map conventions and ROI assumptions. Required evidence: Published lane register and review owner for each workspace memory type.
- [controlled] Retention and removal (retention): Workspace memory must carry a retention label, review date and deletion route before production activation. Required evidence: Retention policy, deletion event, recovery/hold rule and admin review history.
- [controlled] Audit history (audit): Memory creation, update, disablement and use should be visible in an audit trail before private workspace activation. Required evidence: Audit export showing actor, change reason, affected lane and downstream use.
- [blocked] Private document memory (boundary): Private client document bodies, client-identifying facts and confidential instructions are not stored as persistent memory in the public product. Required evidence: Separate private-data approval, storage controls, retention controls, deletion drill and audit acceptance.
- [blocked] Cross-firm memory (boundary): No workspace memory is shared across firms, reused for another firm, or used as a public endorsement signal. Required evidence: Tenant isolation evidence and explicit cross-workspace prohibition in policy.

## Disabled Boundaries

- Private client document bodies are disabled as persistent memory.
- Client-identifying facts and confidential instructions are disabled unless a separate private-data approval path exists.
- Cross-firm memory, public endorsement inference and model-training reuse are disabled.

## Next Actions

- Confirm which memory lanes a firm wants enabled for controlled workspace activation.
- Attach consent, scope, retention and audit evidence before private workspace activation.
- Keep document-body memory blocked until the private-data controls are accepted.