File Structure Proposal — Personal Digital Foundation

Audience: Chief of Staff → Cody
Date: 2026-08-22
Status: Proposal for keep/change (not yet SoT)
Basis: Docs 00, 01, 02, 05, 14 + Golf/Health pilot trees under grok-inbox / grok-output

1) Whole-library target tree (top levels only)

A. Mac Home — control plane & staging (not cloud-synced)

/Users/codycook/
├── AI Exchange/                 # Manual Grok Bot staging only; copies, never sole originals
│   ├── Grok Inbox/
│   ├── Grok Output/
│   └── Grok Archive/
├── Local-Only/                  # Outside iCloud / OneDrive / Drive / Dropbox / Git
│   ├── Private Archive.sparsebundle
│   ├── Migration Staging—Ordinary/
│   └── README—Storage Rules.md
├── Capture Staging/             # Screenshots & phone exports before triage (not Desktop)
│   └── Screenshots/
└── (Desktop, Downloads)         # Transient only — never treat as SoT or Bot source

| Top level | One-sentence role | |---

0) Locked principle — minimal working surface (2026-08-22)

Cody has serious document creep. Goal: the fewest possible docs in active/working folders.

Layer	Role	Doc count mindset
Working (Active Projects / current Areas)	Only what you touch this month	Ruthlessly small
Reference (PARA Resources / Knowledge)	Living notes you actually reopen	Few, curated MD — not binders
Cold archive (Drive archive / local cold store)	Searchable if ever needed; assume you never look again	Vast majority of historical PDFs/scans/exports

Rules of thumb: 1. Prefer one living MD over a pile of source PDFs in the working tree (sources → archive or attachments). 2. Default disposition for “might need someday” = archive, not “leave in working.” 3. Archive drive/shelf is for retrieval by search, not browsing. No obligation to curate inside it. 4. Private/sensitive still follows Private (No AI) / Private Archive rules — cold ≠ dump into Bot intake. 5. Grok Inbox/Output stay staging; they are not a second working library.

(Full OneDrive/vault deep dive still paused — this principle applies when that thread resumes.)

|---| | AI Exchange | Human-selected copies for cloud Bot work; low-risk staging, not durable SoT. | | Local-Only / Private Archive | Encrypted container for identity, tax, medical masters, recovery — no cloud, no agents. | | Capture Staging | Temporary landing for screenshots/exports before Inbox or Photos disposition. | | Desktop / Downloads | Scratch only; incomplete dumps are never the library. |

B. Personal Obsidian vault (Personal Brain)

Personal Brain/
├── 00 Inbox/                    # Durable capture queue (phone/Mac → here)
├── 10 Active Projects/          # Only current outcomes
├── 20 Knowledge/                # Stable homes when obvious (shallow)
│   ├── Health/                  # Accepted living MD notes (few)
│   └── Golf/                    # Accepted living MD notes (few)
├── 80 AI Views/                 # Replaceable indexes / compilations / Context set
├── 90 Archive/                  # Retained inactive notes
└── 99 Attachments/              # Configured single attachment root

Top level	One-sentence role
00 Inbox	Capture-first landing; organize later via search/AI.
10 Active Projects	Work with a current outcome only.
20 Knowledge	Durable topic homes (Health, Golf, …) without deep taxonomy.
80 AI Views	Generated derivatives + small AI Context set; rebuildable.
90 Archive / 99 Attachments	Inactive retention and one media root.

C. AI Exchange detail (Mac Home)

AI Exchange/
├── Grok Inbox/
│   ├── health/intake/…          # Pilot: copies for Health agent
│   ├── golf/intake/…            # Pilot: copies for Golf agent
│   └── _batches/YYYY-MM-DD/     # Future one-off batches (optional)
├── Grok Output/
│   ├── health/                  # Reviewable MD note sets
│   ├── golf/
│   └── digital-foundation/      # Plan derivatives (this file)
└── Grok Archive/
    └── YYYY-MM/                 # Consumed inbox + accepted/rejected outputs after review

Folder	One-sentence role
Grok Inbox	Approved copies only; Bot never owns the original.
Grok Output	Reviewable MD (and rare manifests) before vault accept.
Grok Archive	Short audit trail of finished exchanges; prune after vault + backup verified.

D. Private Archive (encrypted, local-only)

Private Archive/   (inside mounted sparsebundle)
├── Identity/
├── Tax/
├── Legal/
├── Medical-Masters/             # Lab/DEXA/imaging PDFs kept as legal/clinical originals
├── Financial-Sensitive/
├── Recovery/
└── Photos/Restricted/           # Identity / medical / children-sensitive — never Bot intake

Top level	One-sentence role
Medical-Masters	Keep authoritative PDFs here when retention is required; living summary stays in Obsidian MD.
Photos/Restricted	Sensitive visuals excluded from cloud AI and from Grok Inbox.
Identity / Tax / Legal / Recovery	Mount-for-task-only; ejected after use; encrypted offline backup only.

E. Cloud cold storage (not agent source)

Store	One-sentence role
iCloud Drive (Personal Brain sync only if chosen)	Vault sync convenience — not Private Archive, not AI Exchange, not full Photos dump for agents.
iCloud Photos	Personal/family viewing SoT; full originals on Mac + Time Machine; AI gets selected exports only.
Google Drive / OneDrive (personal)	Migration sources → empty after safety window; never Bot or Obsidian SoT.
Encrypted Time Machine + offline Drive B	Disaster recovery for Mac, vault, Photos originals, Private Archive backups.
Cold export packs (optional)	Periodic zip/export of inactive media to external encrypted media; not day-to-day workspace.

Explicit: No Tusker / company data anywhere in this personal stack.

2) Detailed Golf and Health slices

Health

# Staging (AI Exchange — copies)
Grok Inbox/health/
├── INVENTORY.md
└── intake/
    ├── dexa/ labs/ metabolic/ genetics/ notes/ imaging/ scans/ …
    └── (raw PDFs, zips, images — temporary working set)

# Agent output (review)
Grok Output/health/
├── 00-overview.md
├── 01-dexa-body-comp.md
├── 02-labs-timeline.md
├── 03-metabolic-cardio.md
├── 04-genetics-foundmyfitness.md
├── 05-clinician-notes-2026.md
├── 06-longevity-goals.md
└── 07-supplements-peptides.md

# After Cody keep/change → Personal Brain
Personal Brain/20 Knowledge/Health/
├── 00-overview.md               # Living snapshot
├── 01–07 …                      # Same small set (edited)
└── _sources.md                  # Optional pointer list: which masters exist + where

# Masters (not active vault clutter)
Private Archive/Medical-Masters/Health/
├── DEXA/ Labs/ Metabolic/ Genetics/ Imaging/ Clinician/
└── (keep only what Cody marks retain; drop duplicate scans after MD verified)

# Cold / drop
Grok Archive/… + DELETE-AFTER-VERIFICATION for articles, maps, training PDFs already summarized

Kind	Lives as	Notes
Living context	MD (8 files max for this pilot)	Overview + themed notes; update in place, not one MD per PDF.
Clinical originals	PDF/ZIP masters in Private Archive	DEXA, labs, genetics report, clinician notes, imaging invoices when retain.
Articles / maps / old training PDFs	Extract → MD or drop	Prefer cite + one-line takeaway in MD; do not keep every PDF in active space.
Apple Health export	Skip / out of Bot	Not in this intake path.
Photos of cards / body	Private Archive or delete	No Bot face/medical photo pipeline.

Golf

# Staging
Grok Inbox/golf/
├── INVENTORY.md
├── LATE-LABELS.md
└── intake/
    ├── videos/          # Lesson .mov + transcripts — CRITICAL background
    ├── trackman/
    ├── distances/
    ├── fittings/ equipment/ instruction/ notes/ membership/

# Agent output
Grok Output/golf/
├── 00-README.md
├── jc-video-barton-creek-lesson.md      # Primary coaching SoT among notes
├── biggest-coaching-notes-near-term.md
├── reconcile-near-term-vs-jc-video.md
├── distances-and-short-game.md
├── equipment-and-fittings.md
├── club-swing-weight.md                 # LIVE bag (Cody-confirmed)
├── reference-guide-snapshot.md
├── kerrod-gray-tilted-circle-2026-08-20.md
└── trackman-shots-compile.md

# After keep/change → Personal Brain
Personal Brain/20 Knowledge/Golf/
├── 00-README.md + living coaching set (same small MD set)
└── _media-index.md              # Paths/labels for lesson videos kept on disk

# Media originals (Mac local, not vault blob dump)
~/Local-Only/Media/Golf/         # or Personal Archive media shelf — choose one
├── Lessons/YYYY-MM-Barton-Creek-JC/   # .mov keepers + transcript MD
├── Trackman/                    # Session exports worth retaining
└── Distances/                   # Current xlsx/pdf only if still live inputs

# Archive / drop
Stale fittings & wishlist → Grok Archive or cold pack after MD flags “historical”
Membership PDF → context only, then archive
Duplicate docx when PDF exists → drop after verify

Kind	Lives as	Notes
Coaching context	MD (~10 files)	JC Video lesson is priority; near-term notes reconciled against it.
Lesson videos	Original .mov + transcript MD	Critical new-lesson background; keep labeled set; do not embed whole videos in Obsidian.
Trackman / distances workbooks	Source files if still live + compile MD	MD for coach Bot; xlsx retained only while current.
Fittings / invoices	MD summary + archive PDF if warranty/order needed	Prefer MD over retaining every scan in Knowledge.
Instruction PDFs	Pointers in MD or cold archive	Fix-Your-Sway etc. = background vs JC Video.

3) Lifecycle rules

Authoritative original (wherever it already lives)
        ↓ COPY ONLY into
AI Exchange/Grok Inbox/<domain>/intake/…
        ↓ Specialist agent (Health / Golf / …)
Few living MD notes (+ optional inventory/manifest)
        ↓ Write to
AI Exchange/Grok Output/<domain>/
        ↓ Cody keep / change / reject
Accepted MD → Personal Brain/20 Knowledge/<Domain>/
Masters to retain → Private Archive (or Local-Only Media for videos)
Staging copies → Grok Archive (or delete after vault + backup verified)
Duplicates / superseded PDFs → drop from active space (safety window first)

Rules

Copy, never move from migration sources until 30–60 day safety window + restore check.
Incomplete Desktop / OneDrive dumps are not SoT — staging trees are working sets.
Prefer a small MD set over one note per fragment; merge aggressively in Output, not in Inbox.
Originals unchanged by agents; agents return new derivatives only.
Librarian / Obsidian later — Output is the human review gate before vault accept.
Archive originals when MD is accepted and retention is justified; otherwise drop from active after verify.
AI Views are replaceable; do not treat compilations as masters.
No Tusker / company paths in Inbox, Output, vault, or Private Archive.

4) Explicit what NOT to do

Do not	Why
Bulk Desktop dump as library	Incomplete; not ownership-zoned; not recoverable design.
Point Grok Bot at OneDrive / Drive / iCloud sync folders	Sync ≠ staging; risk of wrong identity, online-only files, company bleed.
Use AI Exchange as durable SoT	Staging only; authoritative results live in Brain / Private Archive / Photos.
Full Photos library / face AI / family embeddings to Bot	Privacy-first; selected exports only; children/medical/restricted excluded.
Put Private Archive or credentials in Inbox	Deny zone; mount-for-task only.
One MD (or PDF) per fragment forever	Active space becomes unusable; merge into few living notes.
Keep every historical PDF in Knowledge/	Masters → Private Archive or cold; MD summaries stay active.
Embed lesson video libraries inside Obsidian	Videos stay in Local-Only Media; vault holds transcripts + index.
Treat Desktop staging or pilot inbox as “done migration”	Originals stay until keep/archive decision.
Mix Tusker / company data into personal stack	Hard boundary; synthetic/public/redacted only if ever needed for examples.
Auto-delete without Cody approval	Agents propose; human disposes.
Sync Private Archive or AI Exchange via iCloud/OneDrive/Drive	Breaks isolation and recovery model.

5) Open questions for Cody (max 5)

Vault sync: iCloud only for Personal Brain (Apple-first), or Obsidian Sync for cleaner Dell/export later?
Health masters: After MD keep/change, which lab/DEXA/genetics PDFs must stay in Private Archive vs delete-after-verify?
Golf lesson video home: Confirm ~/Local-Only/Media/Golf/Lessons/… (outside vault) vs another labeled shelf; any videos safe to drop after transcript?
Trackman: Keep raw session dumps long-term, or MD compile + latest N sessions only?
Medical sensitivity of Health MD in Obsidian: Accept living Health notes in Personal Brain (curated AI later), or hold Health MD in a tighter Local-Only folder until a private agent lane exists?

Appendix — Pilot evidence (current staged trees)

Domain	Inbox	Output MD set	Intent
Health	~80 files under `intake/` (labs, DEXA, metabolic, genetics, …)	8 notes (`00`–`07`)	Few context notes; originals untouched
Golf	~50+ files (videos critical; distances; fittings; trackman)	~10 notes; JC Video primary	Same pattern; live bag in `club-swing-weight.md`

This proposal freezes the shape; Cody’s keep/change on Output notes drives what enters the vault next.

Context Hub