MEETING-ORGANIZATION-PROTOCOL.md

Meeting Corpus Organization

Created: Feb 15, 2026
Purpose: Maintain clean organizational boundaries for meeting transcripts across business units

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Directory Structure

/home/node/.openclaw/workspace/reference/
├── meetings/                    # ZTAG business meetings ONLY
│   ├── source_docs/
│   │   └── meeting_index.csv   # 413 ZTAG meetings (Sept 2024 - Feb 2026)
│   ├── reports/
│   └── scripts/
├── gantom/                      # Gantom Lighting business
│   ├── meetings/
│   │   └── gantom_meeting_index.csv  # Gantom meetings (weekly huddles, strategic)
│   └── [other Gantom docs]
└── personal/                    # Quan personal meetings (to be created)
    └── [personal meeting transcripts]

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Classification Rules

ZTAG Meetings → /reference/meetings/

Includes:

• ZTAG product development (Zeus v3, Code 5)
• ZTAG operations (training, customer support, sales)
• ZTAG team meetings (Steven, Tin, Kristin, Malachi, developers)
• ZTAG partner/customer meetings
• ZTAG strategic planning (EOS, L10s)
• After-school/education sector meetings

Examples:

• "Steven and Tin training policy discussion"
• "Malachi Ryan Dev Meeting"
• "Partner discovery call with [school district]"
• "Code 5 architecture review"

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Gantom Meetings → /reference/gantom/meetings/

Includes:

• Gantom weekly huddles
• Gantom strategic planning
• Gantom operations (manufacturing, supply chain, tariffs)
• Gantom team meetings (Philip, Vania, Michael)
• Gantom partner meetings (Junitel/Jerry when Gantom-focused)

Examples:

• "Gantom Weekly Huddle"
• "Meeting with Philip, Vania, and Michael - Gantom | Future Plans"
• "Gantom tariff strategy discussion"

Note: Jerry/Junitel meetings may be ZTAG or Gantom depending on context:

• If discussing ZTAG manufacturing/QC → ZTAG
• If discussing Gantom manufacturing/strategy → Gantom

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Quan Personal → /reference/personal/ (to be created)

Includes:

• Family matters
• Personal appointments (passport, medical, etc.)
• Personal finance
• Non-business travel planning
• Personal relationships (not business-related)

Examples:

• "Passport appointment prep"
• "Family vacation planning"
• "Personal tax discussion"

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Maintenance Protocol

When Adding New Meetings

1. Identify business unit (ZTAG vs Gantom vs Personal)
2. Add to appropriate CSV index with metadata:
   • Date, Time
   • Meeting Topic
   • Summary (<100 words)
   • Link to transcript (if available)
3. Cross-reference if meeting spans multiple business units (add to both with note)

When Reclassifying Meetings

1. Extract from source CSV (grep or manual)
2. Add to target CSV (with header if new file)
3. Remove from source CSV (grep -v)
4. Verify counts (wc -l before/after)
5. Document reason in commit message

Weekly Maintenance (Fridays)

• Check for new Fathom transcripts in Google Drive
• Classify and add to appropriate index
• Verify no misclassified meetings (spot-check 5-10 recent entries)
• Update meeting count metrics in quarterly reports

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Current Status (Feb 15, 2026)

Category	Location	Count	Date Range
ZTAG	/reference/meetings/	413	Sept 2024 - Feb 2026
Gantom	/reference/gantom/meetings/	1	May 2025
Personal	Not yet created	0	N/A

Total institutional memory: 414 meetings

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Rationale

Why separate?

• Focus: ZTAG is primary business, gets deepest analysis
• Confidentiality: Gantom has separate stakeholders (Philip, Vania)
• Privacy: Personal meetings contain sensitive info
• Scale: ZTAG corpus will grow faster (3-5 meetings/week vs 1 Gantom/week)
• Analysis: Different metrics/KPIs per business unit

Why not further subdivision?

• Keep it simple: 3 top-level categories sufficient
• Use grep/search for deeper filtering (e.g., "Steven training meetings")
• Subdirectories only if corpus exceeds 1000 meetings per category

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Tools

Search Across All Meetings

# Search ZTAG meetings
grep -i "keyword" /home/node/.openclaw/workspace/reference/meetings/source_docs/meeting_index.csv

# Search Gantom meetings
grep -i "keyword" /home/node/.openclaw/workspace/reference/gantom/meetings/gantom_meeting_index.csv

# Search all meetings (once personal is created)
find /home/node/.openclaw/workspace/reference -name "*meeting_index.csv" -exec grep -i "keyword" {} +

Extract Meetings by Date Range

# ZTAG meetings in January 2026
awk -F',' '$1 ~ /^2026-01/ {print}' /home/node/.openclaw/workspace/reference/meetings/source_docs/meeting_index.csv

Count Meetings by Category

# Weekly Gantom huddles
grep -i "weekly huddle" /home/node/.openclaw/workspace/reference/gantom/meetings/gantom_meeting_index.csv | wc -l

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Migration History

Feb 15, 2026:

• Created /reference/gantom/meetings/ directory
• Moved 1 Gantom meeting from ZTAG corpus (May 20, 2025 with Philip/Vania/Michael on tariffs)
• ZTAG corpus: 414 → 413 meetings
• Gantom corpus: 0 → 1 meeting
• Documented classification protocol

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Future Enhancements

If corpus grows beyond 1000 meetings per category:

• Consider year-based subdirectories (meetings/2024/, meetings/2025/)
• Implement quarterly archives for older meetings
• Create indexed search database (SQLite or ChromaDB)

If cross-business meetings become common:

• Add "tags" field to CSV for multi-category classification
• Create junction tables for many-to-many relationships

If privacy becomes critical:

• Encrypt personal meeting index
• Implement access control for Gantom meetings (if external stakeholders)

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Owner: Minnie
Last Updated: Feb 15, 2026
Next Review: May 15, 2026 (quarterly)