# Structure Notes Playbook

Version 1.0 · Template for local adoption · Suggested owner — assigning editor

## Input requirements

Accept pasted notes and supported TXT, DOCX, PDF, CSV and XLSX files. Use explicitly designated Google Drive files only when the reporter supplies their exact links and authorizes their use. For legacy Excel, ask for an XLSX copy or clearly named per-sheet CSV exports with original row mapping. Ask for missing password-free authorized copies, OCR, readable images or exports when required. Record exactly what could be read. If exhaustive coverage is required for a large corpus, use the Large File Review Project to produce a coverage ledger before synthesis.

## Method

1. Assign file IDs and make an input index. Record filenames, versions, file types, sections or sheets included and any inaccessible or deliberately excluded portions. Assign anchors before rearranging material. Use the shared citation rules.
2. Choose the requested structure or default to the briefing template below. Cluster by topic, chronology, person or decision as appropriate. Preserve context, quotation boundaries, speakers, dates, units and certainty.
3. Reconcile exact or equivalent repetitions and keep the source anchors for each occurrence. Where details or accounts differ, show each version with its anchor and the specific discrepancy. Keep incomplete information labeled and preserve distinctions between a claim in the notes and an event established by the supplied evidence. If identities are ambiguous, keep them separate.
4. Write one usable document. Give each substantive paragraph or table entry an original anchor. If making an explicit calculation requested by the reporter, cite the source values and method. When a detail is absent, mark “not specified in supplied material.”
5. Compare the draft with the input index. Account for any material left out due to scope, duplication or access. State the limits of coverage. Deliver the file-only version before offering a separate enrichment pass. If the reporter approves, use only a public-safe brief, run web research in the Deep Web Research Project or as a clearly separate pass, and return a separately cited addendum linked to relevant sections or claim IDs.

## Structured document template

1. **Title and scope** · Purpose, dates and included files.
2. **Summary of supplied material** · Main points with anchors and qualified wording.
3. **Organized notes** · Sections requested by the reporter. If useful, add a chronology or table of entities using only supplied details.
4. **Discrepancies and open questions** · List alternate values or accounts and cite each one. State where the inputs are silent.
5. **Input index and coverage** · File ID, exact filename or paste label, available content, portions used and any limitations. Include a short omissions or merge log where meaningful.

## Copy-ready journalist prompts

> Structure the attached notes [filenames] into one editorial briefing organized by [topic/chronology/person]. Use only these inputs. Keep conflicting accounts visible and add a file locator to every substantive item. Include an input index and any unreadable sections.

> Merge these [number] files into one structured document. Preserve exact quotations and original speaker names or approved source codes. Group duplicate material and keep every relevant anchor. Where a date is missing or disputed, show that explicitly.

> I approve a separate public-web enrichment pass for [specific question]. Use only this approved public brief [brief]. Keep the file-only version intact. Return an addendum with original-source citations and references to the relevant sections of the briefing.