Record-keeping criteria
What you can write and what you should keep are not the same thing. Once confirmed, an Effica Grove record is locked, stays in your private repository as Markdown, and is bundled up into weekly, monthly and yearly reports. There is exactly one moment to decide: before you confirm.
How far the words you write travel
Only the first leg can still be edited.
Draft
Typed by hand, short notes, material an AI gathered. Editable as often as you likeConfirmed record
Read-only. Kept as a commit in your private repositoryWeekly, monthly, yearly
Summarised from the words in your daily reports. No facts are addedSharing, PDF, book
Invited collaborators, a year exported at once. People outside your company read thisCriteria per kind of record
They sit in the same repository, but they differ in how easily they leave it.
| Record | How far it can travel | What to keep |
|---|---|---|
Diary | Yours alone. Used for neither aggregation nor export | Feelings and hesitation can stay as they are — but do not write other people's real names or your judgement of them. |
Daily report | Read by collaborators. Material for the weekly and monthly reports | Work-related facts only. Customer names, unpublished figures and credentials get dropped here. |
Weekly, monthly | Generated from daily reports. The same words are carried up | Deleting it here leaves it in the daily report. Decide what to drop before you confirm the daily report. |
Quarterly, yearly | The layer meant to leave your company as a PDF or a book | Assume it is read when you change jobs or pitch for work. Leave out proper nouns that would trouble an outside reader. |
Six principles
You can only decide before confirming
A confirmed record becomes read-only. If you hesitate while writing, it is fine to leave it as a draft.
A word in a daily report reaches the yearly one
Aggregation adds no facts — but it removes none either. If you want something gone, drop it at the lowest layer.
Other people's information is not part of your record
Summarise what others said, your judgement of them, and their personal data with the real names removed.
Not a copy of the original, but your own facts
Rather than quoting Slack or email, rewrite it as "what I did".
Your organisation's rules come first
Do not go beyond your internal information-handling rules or your NDA. A private repository is no exception.
Separate "handing over" from "keeping"
What you show an AI and what you keep in the record are separate decisions. Something you may hand over can still be left out.
Information to be especially careful with
If you find it in a draft, rewrite it or drop it before confirming.
Rewriting examples
Leaving information out still leaves plenty to work with for the weekly and yearly reports.
Daily report — a sales meeting
Tanaka said the quote for Company A would probably go through at 32 million. The executives seem reluctant.
Reviewed the quote terms for my project. Internal agreement is not settled yet, so it is on hold until next week.
Daily report — environment setup
The admin token is ghp_xxxx. Shared the staging URL https://... with the team.
Updated the authentication settings for the staging environment. Secret values are kept in the password manager, not in the record.
Diary — venting about a person
Sato's reviews are far too slow. Everyone says they are the bottleneck.
Blocked for two days waiting on review. I will change how I raise requests and how I communicate deadlines.
Five things before you press confirm
Confirming makes it read-only. This is the last place you can fix it.
No other people's real names or your judgement of them left in
No customer names, project names or unpublished figures written down
No tokens, credentials or private URLs pasted in
Written as your own work-related facts rather than as a quotation
Nothing that would trouble you once it is carried up into the weekly and yearly reports
How Effica Grove handles it
So that you can hold to these criteria, this is as far as our side touches anything.
The record of authority is your private repository
The body lives in your own GitHub as Markdown. It stays with you even if you cancel.
The audit log holds no record bodies
It records only the user, the client, the kind of operation, its target and its result.
Only you can confirm a record
No external path — the API, MCP or anything else — can confirm a record on its own.
Aggregation adds no facts
The weekly, monthly and yearly reports are bundled from the words you wrote, and nothing else.
Having an AI gather material needs a decision before you hand it over, too
"Handing it to an AI" and "keeping it in a record" are separate decisions. The collection guide covers the handing-over side.
To the collection guide
Check who can read it right now
Collaborators you invited can read your confirmed records. Set your criteria to match your readers.