| name | paperless-canonical-ingestion |
| description | Canonical ingestion workflow for family-office records: discover candidate files in
Google Drive, Gmail attachments, OneDrive, and SharePoint; deduplicate minor variants;
choose one canonical document; and upsert into Paperless with normalized title,
document type, correspondent, and owner-routing tags. Use when seeding Paperless,
running periodic syncs, or cleaning duplicates across storage systems.
|
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
- 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).
- 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.
- 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.
- 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).
- 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.
- 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.
- 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
