Process Directory

1 Overview

Comprehensive process documentation for all operational workflows, automated pipelines, and client-facing procedures. Each SOP includes detailed triggers, steps, exceptions, controls, and audit artifacts following standard process documentation templates.

2 Process Categories

2.1 Data Management & Integration

• Data Ingestion Pipeline - Daily automated sync from Google Workspace, booking platforms, and external sources
• Contact Management - Unified contact index system enabling accurate attribution across all platforms
• LACRM Synchronization - 4-hour automated sync pipeline aggregating meeting data and client metrics
• Content Sync to AI Search - Automated content indexing into Foucault AI search system for intelligent knowledge discovery
• Drive Backup - Comprehensive Google Drive backup to Hetzner Object Storage with 6-hour SLA

2.2 Client Experience & Operations

• Client Onboarding - Complete client intake workflow with compliance artifact capture
• Client Review - Portfolio review scheduling and documentation procedures
• Meeting Aggregation - Multi-platform booking data normalization and client interaction tracking
• Client Forms Processing - Google Forms response collection and LACRM integration automation
• ACAT Transfer - Asset transfer coordination with custody platforms

3 Automation Architecture

Most processes are automated through the hooks system with the following common patterns:

3.1 Scheduled Operations

• Daily: Data ingestion (2 AM UTC), contact index rebuild (6 AM UTC), forms processing (4 AM UTC)
• 4-Hour Cycle: LACRM sync with meeting aggregation and contact enrichment
• Weekly: Drive backup verification, system health checks, process performance reviews

3.2 Event-Driven Processes

• Client Onboarding: Triggered by signed agreements and initial deposits
• Meeting Processing: Real-time via Cal.com webhooks, batch via CSV imports
• Contact Updates: Dynamic contact resolution and LACRM field population

3.3 Quality Controls

• Data Validation: Email format verification, contact attribution accuracy, duplicate detection
• Error Handling: Automatic retry with exponential backoff, manual escalation procedures
• Audit Logging: Complete execution tracking with timing, success/failure metrics, change attribution

4 Process Dependencies

Key system dependencies that impact multiple processes:

• Contact Index: Foundation system enabling email-to-contact mapping across all integrations
• OAuth Token Management: Google Workspace authentication for calendar, email, forms, and drive access
• LACRM API: Central client database for contact enrichment and metrics aggregation
• DuckDB Catalog: Local data warehouse enabling analytics and cross-system reporting

5 Monitoring & Health Checks

• SLA Tracking: Automated monitoring of process completion times and success rates
• Error Alerting: Immediate notifications for authentication failures, API issues, data quality problems
• Performance Metrics: Processing duration, record counts, integration success rates
• Business Impact: Client experience metrics, compliance requirement fulfillment, operational efficiency

6 Process Governance

• Documentation Standards: Structured SOP format with Mermaid diagrams, detailed controls, audit artifacts
• Review Cycles: Regular process validation (60-120 day cycles) with owner assignment and approval tracking
• Change Management: Version control for process updates, impact assessment, stakeholder communication
• Compliance Integration: Process documentation supports regulatory audit requirements and operational continuity