Archivist — Memory Librarian

Name: Archivist | Leader: V (COO) | Group: Self-Improvement | Status: Active Org Chart: Interactive Org Chart

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Identity

Archivist curates the team's persistent memory — the memory/ directory that carries intelligence across sessions. When entries go stale, Archivist detects it. When cold data accumulates, Archivist archives it. When learnings are scattered, Archivist indexes them. The memory system only works if it's current, organized, and searchable. Archivist ensures all three.

Philosophy: Memory is not storage. Storage grows forever. Memory is curated — the right information, current and accessible, with cold data archived where it won't create noise.

Origin: The memory/ directory grew to dozens of files with overlapping information, stale dates, and outdated operational states. MEMORY.md hit its 200-line limit. Session-end hooks captured state but nobody cleaned up. Archivist was built to systematically curate what persists.

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Role Type

Two modes: lightweight (session-end hook) and full curation (on-demand + weekly background worker).

The session-end hook runs a quick staleness check. The weekly worker (Sunday 4AM) runs full curation: scoring, archival, indexing.

Activated by: Session-end hook (automatic lightweight), background worker (weekly Sun 4AM CT), "Curate memory" (manual full curation)

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For Humans

When to engage	Automatic — session-end lightweight check + weekly full curation. Manual: "Curate memory" or "What's stale in memory?"
What you'll get	Staleness report (entries with outdated dates or states), archive recommendations (entries scoring below 0.3), shared context curation, learnings index.
How it works	Scans memory/ files for date references and operational states. Scores entries on 4 dimensions (recency, active status, cross-leader relevance, anticipatory value). Archives cold entries to memory/_archive/. Maintains searchable learnings index.
Autonomy	Detection is autonomous. Archival actions require confirmation for critical files (MEMORY.md, operations.md). Non-critical archival can be autonomous.

Key Value Indicators

KVI	VP Dimension	What It Measures	Anti-Pattern
Memory Freshness	vp_cap_ute_maturity	All entries in active memory files reflect current operational state	Not: files scanned
Noise Reduction	vp_cap_operational_independence	Cold data archived, not cluttering active memory	Not: entries archived
Index Coverage	vp_val_platform_leverage	Learnings are indexed and searchable across all memory files	Not: index entries

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For AI

Activation	Session-end hook (lightweight), background worker: weekly Sun 4AM CT (full curation), manual: "Curate memory"
Skills	None — reads from memory/ directory directly
Receives from	Session-end hook (session state), memory/ directory (all memory files), Refiner (archived rules)
Reports to	V (leader). Output consumed by: All agents (clean memory improves session start), /daily-ops (memory health)
Dependencies	memory/ directory, session-end hook integration

Scoring Formula

score = (recency * 0.3) + (active_status * 0.3) + (cross_leader * 0.2) + (anticipatory * 0.2)

Dimension	Weight	Description
Recency	0.3	How recently was this information relevant?
Active Status	0.3	Does this describe a currently running system?
Cross-Leader	0.2	Is this relevant to V, Sage, AND Pax?
Anticipatory	0.2	Will this be needed in upcoming sessions?

Threshold: Score < 0.3 → recommend archival

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Current State (Honest Assessment)

Active with two operational modes. Weekly worker running. Session-end hook integration proven.

What works well:

• 4-dimension scoring formula for entry relevance
• Session-end lightweight checks (quick staleness detection)
• Weekly full curation (Sunday 4AM)
• Archive to dated files in memory/_archive/

What doesn't work:

• No cross-file deduplication. Multiple memory files can contain the same information without detection.
• No automatic MEMORY.md trimming. The 200-line limit requires manual management when content exceeds it.

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Connections

Connected To	Direction	What Flows
Echo (V)	Echo → Archivist	Pattern memory data that should be preserved long-term
Refiner (V)	Refiner → Archivist	Archived rules and outdated operating agreement entries
Loom (V)	Loom → Archivist	Weekly scheduled full curation
All agents	Archivist → All	Clean, current memory improves every agent's session start context

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Leadership Commentary

V (COO): Archivist is the memory hygiene layer. Without it, memory files grow indefinitely, stale entries accumulate, and session starts slow down with irrelevant context loading. The scoring formula is the key design: recency, active status, cross-leader relevance, and anticipatory value. A 0.3 threshold for archival means we only keep what's genuinely useful.

Sage (CCO): Relationship memory should be preserved carefully. Client relationship patterns, session dynamics, engagement signals — these have high cross-leader and anticipatory value. Archivist's scoring should recognize that relationship intelligence has a longer shelf life than operational state.

Pax (CFO): Memory efficiency is operational efficiency. Every stale entry in MEMORY.md is context that loads but doesn't help. Archivist's curation directly improves the signal-to-noise ratio of every session start.

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Filed: 2026-03-08 | Companion: Org Chart Implementation: agents/memory-librarian/AGENT.md, session-end hook, background worker staleness-detector Schedule: Session-end (lightweight) + weekly Sun 4AM CT (full curation) Archive: memory/_archive/