binky-control/integrations/paper-mail-intake.md

Paper-Mail Intake Pipeline (AWQ-008)

Status: designed v1 — 2026-07-16. Founder provides scanned paper mail ~weekly. Start manual, automate later. Weekly check is already proposed in activity-core (binky-weekly-mail-intake, disabled) and fits the rhythm bridge until then.

Flow

founder scans (~weekly)
  └─ drop: ~/2binky/mailinbox/            (outside git — originals stay put)
       └─ triage (agent, weekly; manual for now)
            ├─ obligation / deadline → OfficeHourQueue or DecisionQueue
            │     └─ risk-relevant?  → RiskRegister entry/update
            ├─ receipt / invoice    → stage for DUO Belegablage upload
            │     └─ ~/2binky/mailinbox/to-duo/   (founder uploads until
            │        DUO access is agent-reachable; RISK-007)
            ├─ informational        → archive only
            └─ all items            → metadata row in mailmeta/mail-log.md
       └─ after triage: move file to ~/2binky/archiv/<YYMMDD><x>-<slug>/
          (founder's existing archive convention)

Conventions

• Drop location: ~/2binky/mailinbox/ — flat, PDFs only. Not in any git repo: scan contents (bank, tax, personal data) stay off the forge; the control plane only carries metadata.
• File naming: YYMMDD-<sender>-<topic>.pdf, matching the founder's existing ~/2binky dating style (e.g. 260718-finanzamt-vorauszahlung.pdf). Date = letter date if visible, else scan date. Unnamed drops are fine — triage renames.
• Metadata log: mailmeta/mail-log.md in this repo. One row per item: date, sender, type, deadline (if any), routing decision, archive location. Never scan content, amounts only when needed for queue routing.
• Triage questions per item (in order):
  1. Does it create an obligation or deadline? → queue it (OfficeHour for external contact, DecisionQueue for founder decisions) with the deadline; RiskRegister if missing it would hurt.
  2. Is it a receipt/invoice? → move to to-duo/, note in log; founder empties to-duo/ into DUO Belegablage until agent access exists.
  3. Neither → log + archive.
• Cadence: weekly, Monday (aligned with binky-weekly-mail-intake, Mon 09:37 proposed). The rhythm bridge may run triage when scans are present. Empty inbox = one log line "no mail week YYYY-WW" — silence is not evidence.

Automation ladder

1. Now (manual): agent triages during rhythm/founder sessions.
2. Next: OCR + classification assist (evidence-and-citation cluster); deadline extraction into queue entries automatically.
3. Later: DUO Belegablage upload automated (needs mandate transition, RISK-007, and credentials via the OpenBao lane like AWQ-007); intake events emitted to activity-core instead of cron-checked.

Founder setup (one-time)

mkdir -p ~/2binky/mailinbox/to-duo — then drop scans as they come; no naming required, weekly triage handles the rest.