Paperless Canonical Ingestion

Paperless Canonical Ingestion

Outcome

Create and maintain a Paperless corpus that is canonical, deduplicated, and queryable by agent role.

Source Discovery (read-only)

• Google Drive: search_drive_files, list_drive_items, get_drive_file_download_url
• Gmail: search_gmail_messages, get_gmail_message_content, get_gmail_attachment_content
• Microsoft: office-mcp.files with search, get, download
• Paperless: search_documents, get_document, post_document, update_document, bulk_edit_documents

Workflow

1. Define scope and query set.

• Start from explicit folders, entities, and case names in the request.
• Expand with keyword variants (tax years, policy numbers, case IDs, entity aliases).

2. Collect candidate files.

• Pull metadata first: filename, path/link, modified date, sender/issuer, mime type.
• Download only shortlisted files needed for canonical comparison or ingest.

3. Canonicalize duplicates and near-duplicates.

• Use normalized filename stem + issuer + date + page count + first-page text similarity.
• Treat variants as duplicates when differences are forwarding wrappers, scan quality, or cosmetic edits.
• Keep one canonical file per logical document set.
• Record why non-canonical copies were skipped.

4. Rank canonical candidates (highest wins).

• executed/signed/final > draft.
• authority-issued original > forwarded attachment.
• complete packet > partial extract.
• machine-readable PDF > low-quality image scan (unless scan is the only executed copy).
• newest corrected version > older versions (unless chronology itself is legally important).

5. Upsert into Paperless.

• If a logical document already exists: use update_document for metadata normalization.
• If not present: ingest with post_document.
• Normalize title, document_type, correspondent, and tags using references/filing-matrix.md.

6. Apply ownership routing.

• Add owner tags so downstream task routing is deterministic.
• Use these role tags: owner-estate, owner-hc, owner-io, owner-cos, owner-hd, owner-wellness.
• Use multiple owner tags when the document has cross-functional impact.

7. Verify and report.

• Re-query by entity/case tags and spot-check duplicates.
• Return summary: uploaded, updated, skipped_duplicate, needs_user_decision.

Canonical Baseline Seed Pack

When seeding family-office context, prioritize these categories:

• Estate core: will, irrevocable trust, POA, healthcare directives.
• Tax core: latest 3 years personal/entity returns, notices/orders, appeals, payment proofs.
• Entity core: formation docs, operating agreements, annual reports, key minutes/resolutions.
• Property core: deed/title, mortgage/loan docs, insurance declarations, major service contracts.
• Risk core: active policies, material liabilities, active litigation/case packets.

Guardrails

• Do not perform Microsoft write operations.
• Do not delete source files from Drive/OneDrive/SharePoint/Gmail.
• Do not ingest both canonical and clearly duplicate variants.
• Prefer update_document over re-upload when Paperless already has the canonical file.

Completion Checklist

• Canonical selected for each logical document set.
• Paperless metadata normalized (title, document_type, correspondent, tags).
• Owner-routing tags applied for all seeded records.
• Duplicate decisions documented in the final summary.
• Ambiguities surfaced explicitly for user decision.

References

• Filing and owner-routing matrix: references/filing-matrix.md