Firm workspace memory
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.
Private client document bodies, client-identifying facts and confidential instructions are disabled as persistent memory unless separately approved under private-data controls. No memory item can move across firm or workspace boundaries.
Memory categories
6
Approved records
5
Action controls
4
Blocked boundaries
3
Each lane is workspace-scoped, review-owned and limited to operational memory that a firm can inspect.
Workspace-specific drafting, review, formatting and notification preferences approved by the user or firm admin.
Examples
Exclusions
Sensitive personal traits; Private client facts outside the approved matter workspace
Owner: Workspace admin
Repeated operational patterns observed across approved matter metadata and reviewer-confirmed outcomes.
Examples
Exclusions
Client-identifying narrative; Document body memory
Owner: Legal operations lead
Named reviewer standards for escalation, source sufficiency and export readiness within the firm workspace.
Examples
Exclusions
Unreviewed AI preferences; External recipient assumptions
Owner: Review queue owner
Firm-approved operating decisions that standardise how Mike.ai prepares supervised legal operations work.
Examples
Exclusions
Legal advice without reviewer approval; Informal habits not adopted by the firm
Owner: Firm playbook owner
Workspace folder, metadata, review-gate and source-class conventions used to keep evidence traceable.
Examples
Exclusions
Raw file contents; Unapproved connector imports
Owner: Source vault owner
Commercial assumptions the firm accepts for measuring workflow value and monthly operational return.
Examples
Exclusions
Billing activation; Client fee promises
Owner: Commercial owner
Each item carries a firm ID, workspace ID, category, state and metadata source reference before it can be inspected, edited, deleted or exported.
proposed
1
approved
5
rejected
1
expired
1
user-preferences
Use source summary, missing evidence, reviewer decision, then ROI/control readback for completion packs.
Source reference: Workspace export policy metadata
Tenant scope
firm-sample-001
workspace-sample-001
Body persisted: no
matter-patterns
Flag lender condition evidence as a recurring completion blocker until a reviewer confirms the source map.
Source reference: Review action metadata for lender readiness
Tenant scope
firm-sample-001
workspace-sample-001
Body persisted: no
reviewer-expectations
Partner review is required before external export where high-risk source, title, funds or tax rows remain open.
Source reference: Reviewer gate metadata
Tenant scope
firm-sample-001
workspace-sample-001
Body persisted: no
firm-playbook-decisions
Do not promote informal wording into the firm playbook until a reviewer approves it.
Source reference: Playbook decision metadata
Tenant scope
firm-sample-001
workspace-sample-001
Body persisted: no
source-map-conventions
Retain the old folder label in audit history only; do not use it for new source-map imports.
Source reference: Source-map convention metadata
Tenant scope
firm-sample-001
workspace-sample-001
Body persisted: no
roi-assumptions
Use the approved internal reviewer-time band when calculating monthly operational return.
Source reference: ROI assumption metadata
Tenant scope
firm-sample-001
workspace-sample-001
Body persisted: no
source-map-conventions
Use one approved source folder per matter stage and record version, checksum and insufficiency state before review.
Source reference: Approved SharePoint folder convention metadata
Tenant scope
firm-sample-001
workspace-sample-001
Body persisted: no
firm-playbook-decisions
Resolve funds, lender, title and completion-date blockers before preparing an external readiness note.
Source reference: Approved conveyancing playbook metadata
Tenant scope
firm-sample-001
workspace-sample-001
Body persisted: no
These controls keep memory narrow, inspectable and removable.
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.
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.
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.
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.
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.
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.