Organizational Memory Map
Decide what knowledge AI should preserve, retrieve, refresh, forget, and cite.
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The exact sections inside the download.
Step 1 — Inventory of what must be memorized
Inventory what must be memorized. Not all contexts should become memory. Start by separating durable knowledge from session context and sensitive information that should never persist. Memory sources: Durable knowledge sources — policies, service descriptions, manuals, decisions, product facts, operating rules. Temporary context sources — session details, recent messages, draft requests, case-specific notes. Entries not to store — identifiers, sensitive personal information not relevant, confidential attachments, unapproved strategy. Memory value checks — knowledge improves decisions or repetitive flows; the source is authorized; the owner can update or remove knowledge; the system can cite or explain the origin; memory has a clear expiration, revision, or refresh rule.
Step 2 — Define retrieval rules
Memory is only useful if retrieval is precise. Define when knowledge should be retrieved in context, how conflicts are resolved, and what evidence should appear.
Step 3 — Create the memory cadence
Memory quality degrades when ownership is uncertain. A cadence keeps alignment with how the organization decides and operates. Memory operations — Owner, Revision rule, Expiration rule, Feedback loop, Audit trail.
Memory source inventory
Durable: policies, service descriptions, manuals, decisions, product facts, operational rules. Temporary context: session details, recent messages, draft requests, case-specific notes. Entries to never store: identifiers, sensitive personal information not relevant, confidential attachments, unapproved strategy.
Retrieval rules
Define triggers, scope, ranking, conflict rules and the associated citation.
Cadence and governance
Owner, revision cadence, expiration rule, feedback loop, and audit trail.
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Frame the decision
Name the real operating need before designing a solution.
Treat memory as infrastructure, not as conversation history. Map durable knowledge, temporary context, retrieval rules, refresh cadence, ownership, and deletion boundaries.
Name the workflow, decision, or recurring operational outcome supported by this resource.
Describe what is slow, inconsistent, risky, costly, or unclear today.
How to use it
Start with one real decision.
Complete the canvas with the workflow owner, then use the blank areas to expose missing context and controls.