Organization Memory
What AppThentic keeps about each rule, how it is connected, and why it is not the same as an AI model's memory.
Organization Memory is what AppThentic builds from your systems and your people. It records not only what exists, but why it exists, who knows, who decided, and how sure anyone is.
Connected, not a pile of documents
Every piece of knowledge is linked to the things it is about.
- Rule: refunds within 30 days
- Implemented by the Payment Service, in the payments repository
- Came from company policy
- Explained by the Head of Finance, approved on 21 Jun 2026
- Affects the returns flow and the daily finance reconciliation
Ask about any one of those and the rest comes with it: the rule, where it lives, the reason, the person behind it, the evidence and the approval.
What it holds
| Kind | Example |
|---|---|
| System behaviour | Refunds are blocked after 30 days |
| Business rationale | Keeps every refund inside the payment partner’s chargeback window |
| People | Who explained it, who decided it, who else knows |
| Decisions | What was chosen, what was rejected, and when |
| Constraints and exceptions | Where the rule stops applying |
| Evidence | The code, the commit, the ticket, the owner’s own words |
| History | What changed, when, and who approved it |
| Status | Approved, Inferred, Stale, Unknown and the rest. See Rule statuses |
Not the model’s memory
Organization Memory is an explicit, persistent record. It is not a chat history, a model’s context window, a vector index or anything stored in model weights.
That matters for three reasons:
- Every answer cites its source. You can open the commit, the ticket or the owner’s answer it came from.
- One fact can be corrected on its own, without retraining anything.
- Uncertainty survives. “The original reason is unknown” is stored as exactly that, instead of being smoothed into a confident sentence.
See om for how the model uses Organization Memory without holding the facts itself.
Anyone can add what they know
Owners answer om’s questions. Anyone else can add what they know without being asked, in their own words.
Priya S., Payments lead: When a customer is refunded twice, it’s almost always a gateway retry. Check the idempotency key on both refunds before anything else.
om writes it up, Priya approves the write-up, and it is recorded as stated by her, with her name and the date. Three weeks later Priya is on leave and Tara in Support asks what to check on a double refund. om answers the way Priya would, and credits her note of 3 Oct.
What someone adds goes through the same provenance as any other answer. It is labelled as what that person said. If it touches a rule’s reason, the rule’s owner approves it before it becomes the rule’s answer. See Owners and approvals.
The note stays when Priya is busy, and when she leaves.
Only approved knowledge is authoritative
What AppThentic infers is kept, and labelled as inferred. It becomes the organization’s answer only when the person who gave the knowledge approves it. See Owners and approvals.