Visual Aid · Binder Policy

Preserve originals cheaply.
Keep only useful working copies in active storage.

Binder should preserve the meaningful information first, reduce routine records when appropriate, consolidate repetitive histories, and move original source files to inexpensive cold storage without losing provenance.

Minimum useful fidelityKeep each document at the lowest active-storage fidelity that still preserves its practical, legal, historical, and evidentiary value.
Reduction before bloatRoutine statements can become compact structured data or Markdown while the untouched original remains recoverable.
No lost provenanceEvery reduced or consolidated record remains traceable to the archived digital original.

End-to-end storage workflow

Every document enters the same controlled flow, but the retention outcome depends on the document's value.

01

Receive

  • Mail scan, upload, portal download, or import
  • Original enters Binder Inbox
  • Temporary active copy can live in Supabase
02

Review & extract

  • Identify the document and event
  • Capture dates, amounts, usage, fees, status, and unique notes
  • Link to the correct record or module
03

Retention decision

  • Keep full active
  • Reduce to compact Binder record
  • Consolidate repetitive series
04

Archive queue

  • Metadata complete
  • Original labeled
  • Placed in Ready for Cold Storage batch
05

Cold-store original

  • Move source file to cheap archive media
  • Keep searchable Binder record active
  • Preserve retrieval reference

Policy lanes

Different document patterns receive different default handling.

Lane A — Full active documentExact wording matters

Keep the original readily available when the exact source remains operationally important.

ExamplesIRS notices, filed tax returns, executed legal documents, titles, active disputes, open claims.
Lane B — Reduced documentFacts matter more than form

Keep the extracted meaning active and move the source PDF to cold archive.

ExamplesUtility statements, resolved routine notices, recurring household paperwork.
Lane C — Consolidated recordMany documents tell one story

Combine repetitive source records into one durable long-term history.

ExamplesYears of investment statements, utility trends, maintenance histories, recurring account snapshots.

Storage tiers

Different layers of value live in different storage tiers.

Tier 1
Active
Supabase / active Binder environment

Current, unresolved, frequently accessed, or high-value working copies. Supports preview, OCR, and workflows.

Tier 2
Reduced record
Binder metadata + Markdown / structured data

Compact searchable meaning of the document, including timeline, facts, links, and provenance.

Tier 3
Cold original
Cheap digital archive

Flash drives, NAS, or another low-cost archive medium retain the untouched source files without consuming expensive active storage.

How the policy changes by document

The important distinction is whether the future value is the exact document, its extracted facts, or the history created by many similar documents.

Electric statement

Routine, re-obtainable, and mostly valuable for the data it contains.

1
Scan & reviewCapture service period, kWh usage, solar credits, amount due, due date, fees, and anything unusual.
2
ReduceStore those facts as a compact Binder record or Markdown entry.
3
Archive originalMove the PDF to a cold-storage batch.
4
Normal future useSearch the reduced record first; retrieve the original only if proof is needed.

IRS notice

Higher-stakes, where exact wording, dates, and evidentiary value remain important.

1
Scan & reviewCapture notice type, amount, response date, tax year, and related matter.
2
Keep full activeRetain the PDF while the matter is open or relevant.
3
Add structured support dataBinder still keeps metadata, actions, and relationship links.
4
Archive laterMove the source to cold storage after resolution and policy approval.

Decision matrix

Binder should repeatedly ask what level of active fidelity is justified.

Document patternDefault handlingWhy
Routine statement / billReduce + archive originalUsually re-obtainable and repetitive; the extracted facts are normally what matter.
Repetitive multi-year historyConsolidate + archive source setA combined history is more useful than dozens of separate old PDFs.
High-stakes notice / disputeKeep full activeExact wording and source evidence still matter directly.
Executed legal / title / core identityFull-fidelity retentionThese remain core provenance records and should never depend on only a reduced summary.

Binder design principles

This policy is structural, not a side feature.

Preserve meaning first

Extract and preserve the information the document actually contributes.

Keep expensive storage lean

Premium active storage is for current, unresolved, or high-value working files.

Archive originals cheaply

Reduction changes active-storage treatment, not whether the original is digitally preserved.

Avoid cleanup debt

Continuous reduction and archiving prevents a future bulk-cleanup project.

Policy name: Document Retention, Reduction, Consolidation & Archive. User-facing actions can stay simple: Reduce document, Consolidate series, and Ready for cold storage.