AI memory tool for consultants managing client documents

How should a consultant separate projects?

Use one Central Brain project per client, engagement or access boundary rather than one shared project for every engagement.

Choose a dedicated source folder and prepared-output location for each project. Give folders clear names that do not expose unnecessary confidential information. Keep engagement-level access, retention, backup and deletion instructions with the project operating record. Do not place a file in the project merely because it might be useful; confirm that the engagement permits its use.

Project-specific connections should point only to the intended project. If a supported AI tool is used for several clients, verify the active project before retrieval or checkpointing. A technical boundary helps limit scope, but the person remains responsible for choosing the correct project and account.

What should be saved as durable consulting memory?

Save established decisions, verified facts, open questions, todos, session summaries and a concise project brief, not raw speculation or every line of conversation.

A useful checkpoint states what was decided, who or what established it, when it applies, and what remains unresolved. A useful open question identifies the owner and next step. A useful project brief summarizes objectives, current status, constraints, key sources, recent decisions and immediate work without trying to replace the underlying files.

Central Brain's memory tools recall saved memory (memory_recall), append notes (memory_checkpoint), and replace the project brief while marking older notes as compacted rather than deleting them (memory_compact). Memory is stored as readable local files, so the consultant can inspect the record. Review and correct memory before relying on it; a durable mistake is still a mistake.

How does the start-of-session and end-of-session loop work?

Begin by recalling the project brief and relevant notes; end by checkpointing only the durable changes the next session needs.

At the start, confirm the client and project, review the brief, recall recent decisions and open items, and search the project files for the task at hand. During the session, distinguish a proposed idea from an approved decision. At the end, record established changes, update open questions and todos, and compact the brief when it no longer reflects the project.

This loop reduces repeated explanation, but it does not guarantee that a connected AI tool will call every tool or use every retrieved item correctly. Make the expected loop part of the project instructions and review material outputs against client sources.

What are the confidentiality and handoff limits?

Local project storage narrows the default boundary, but client confidentiality still depends on the device, folders, backups, accounts, transmissions, people and providers involved.

Keygen, which handles Central Brain licensing, receives licensing and device data, not documents. Connected AI tools receive the context they retrieve. Optional cloud connections and synced storage receive the data used with them. People or software with access to the workstation or storage may also access the project. Do not use sensitive or regulated client data until the engagement owner has approved the complete workflow.

For handoff, deliver only the materials the agreement requires, in an agreed format and through an approved channel. Explain which records are source documents, prepared output and memory notes. Central Brain does not by itself define the client's retention, deletion, confidentiality or records-management obligations. Review the canonical security guide before establishing the process.

What should a consultant validate before using project memory?

Validate separation, recall accuracy, source access, account boundaries, backup, deletion and the engagement's rules with non-sensitive test data first.

Create two test clients with deliberately different facts. Confirm that searches and memory recall stay within the selected projects and that project connections point to the correct folders. Try to provoke a mistake by switching projects between sessions. Verify that the visible project identity is sufficient for the working practice.

Then test backup and restore, removal of obsolete files, correction of an inaccurate memory, and closing an engagement. Document who approves deletion and which artifacts remain. For a file-search pilot within one approved client project, continue to the private business-file guide.

Close a client engagement with a reviewable handoff

Keep each engagement in its own project. A useful closeout record names the approved deliverables, the decisions behind them, their supporting source versions and the questions that remain open. Remove obsolete working assumptions from the current brief while retaining the record needed by your agreed retention process.

Before reusing a connected assistant for another client, verify the project root and run a harmless recall check. Use the same separation in source folders, prepared outputs, memory records and backups. Project organization helps retrieval stay focused; it does not replace operating-system permissions or client authorization.

1. Review saved decisions against the final deliverables.
2. Identify who owns the handoff and which files may be shared.
3. Back up the approved project using your established process and test a restore.
4. Start the next engagement with its own project configuration and verify the boundary.