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Operating Records

This directory contains operating records for Zeta House stewardship.

Purpose​

Operating Records provide durable, chronological records of operational activity. Their purpose is to:

  • Document operational activity.
  • Record blockers, decisions needed, and next-day continuity items.
  • Capture resident, maintenance, administrative, and system update activity.
  • Preserve factual incident and witness records when events require a separate incident file.
  • Provide continuity between operating days.
  • Supplement GitHub issues and operational documentation.

These records describe what occurred during operations. They do not replace procedures, lease records, GitHub issue discussions, or emergency response instructions.

Record Types​

Daily Operating Records​

Daily Operating Records summarize the operating day. Use the authoritative daily template at templates/operating-daily.md.

Daily Operating Records cover:

  • Top priorities.
  • Known blockers.
  • Resident operations.
  • Maintenance.
  • Administration.
  • Systems updated.
  • Decisions needed.
  • Blockers.
  • Tomorrow.

Incident Records​

Incident Records document a specific event that requires a separate factual record. Use the authoritative incident template at templates/incident.md.

Incident Records cover:

  • Date, time, location, reporter, and incident type.
  • People involved.
  • Factual incident summary.
  • Immediate actions taken.
  • Evidence collected.
  • Lease or house rules potentially involved.
  • Recommended follow-up.
  • Completion details.

Witness Statements​

Witness Statements document what a witness personally observed or heard. Use the authoritative witness template at templates/incident-witness.md.

Witness Statements cover:

  • Witness identity and role.
  • Date of incident.
  • Personal statement.
  • Supporting information.
  • Signature confirmation.

File Naming​

Create one Daily Operating Record for each operating day using the format:

operating/YYYY/MM/YYYY-MM-DD.md

Example:

operating/2026/07/2026-07-02.md

Create one Incident Record for each distinct incident using the format:

incidents/YYYY-MM-DD-title.md

Example:

incidents/2026-07-16-jared-kitchen.md

Create one Witness Statement for each witness statement using the format:

incidents/YYYY-MM-DD-witness-title.md

Example:

incidents/2026-07-17-witness-jared-kitchen.md

Template Authority​

The templates under templates/ are authoritative for records in this directory:

When an existing record differs from the relevant template, update the record to the current template structure while preserving factual content.

Completed records should preserve the relevant template headings, but they should not retain unused placeholder bullets, labels, checkbox options, or prompt text in any section. For list sections, record only factual entries. If there is no factual entry for a template placeholder, leave that section blank. For checklist sections, remove unchecked options that did not occur and keep checked items that record factual status, such as a system that was updated.

Relationship to GitHub Issues​

GitHub Issues remain the place for operational discussions, governance, and improvement work. Operating Records serve as the chronological factual log of what occurred during the course of managing the house.