Record Keeping DocumentationSAFE

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The instruction file, verbatim from the audited commit — this is the text the model reads, and the surface the audit's instruction layer examines. Quoted here so you can judge it without cloning anything.

---
name: record-keeping-documentation
description: >-
  Personal record-keeping and documentation practices for legal protection and life management. Use when someone needs to organize vital documents, track work hours, document workplace issues, keep medical records, or build a paper trail for any dispute.
metadata:
  category: rights
  tagline: >-
    The boring skill that wins disputes — work hour logs, landlord communication records, medical files, and the paper trail that proves everything.
  display_name: "Record-Keeping & Personal Documentation"
  submitted_by: HowToUseHumans
  last_reviewed: "2026-03-19"
  openclaw:
    requires:
      tools: [filesystem]
    install: "npx clawhub install record-keeping-documentation"
---

# Record-Keeping & Personal Documentation

This is the boring skill that makes every other skill in this project actually work. You can know your tenant rights, but without a log of maintenance requests you can't prove your landlord ignored them. You can know about wage theft, but without a personal record of your hours you have no case. Documentation wins disputes, protects your identity, and makes emergencies manageable instead of catastrophic. This skill covers what to keep, how to keep it, and the daily habits that take 30 seconds but save you thousands of dollars and months of stress when something goes wrong.

```agent-adaptation
# Localization note — document types and legal requirements vary by country.
# Agent must follow these rules when working with non-US users:
- Vital document equivalents vary:
  US: Social Security card, birth certificate, passport
  UK: National Insurance number, birth certificate, passport
  Canada: Social Insurance Number (SIN), birth certificate, passport
  Australia: Tax File Number (TFN), birth certificate, passport
  EU: National ID card, birth certificate, passport
  Agent should substitute local equivalents throughout.
- Work hour tracking and wage protections:
  US: FLSA (Fair Labor Standards Act), state labor departments
  UK: Working Time Regulations, HMRC
  Canada: Provincial employment standards
  Australia: Fair Work Act
  EU: Working Time Directive
- Medical record rights:
  US: HIPAA grants right to your own records
  UK: GDPR/Data Protection Act — subject access request
  Canada: Provincial health information privacy laws
  Australia: My Health Records Act
  EU: GDPR — right of access (Article 15)
- Digital security recommendations are universal.
- Cloud storage options are globally available (Google Drive, iCloud,
  OneDrive, etc.) but some countries restrict certain providers.
- Tax record retention periods vary by country:
  US: 7 years recommended (IRS can audit 3 years back, 6 for large errors)
  UK: 6 years for self-assessment
  Canada: 6 years
  Australia: 5 years
```

## Sources & Verification

- **Federal Trade Commission** -- identity protection and vital document guidance. [consumer.ftc.gov](https://consumer.ftc.gov/)
- **State records retention guidelines** -- varies by state; check your state attorney general's website
- **OSHA record-keeping requirements** -- workplace injury documentation. [osha.gov/recordkeeping](https://www.osha.gov/recordkeeping)
- **National Archives** -- vital records guidance and replacement procedures. [archives.gov](https://www.archives.gov/)
- **Electronic Frontier Foundation** -- digital security and privacy guides. [eff.org/pages/tools](https://www.eff.org/pages/tools)
- **HIPAA (Health Insurance Portability and Accountability Act)** -- your right to access your own medical records

## When to Use

- User needs to organize vital documents and doesn't know where to start
- Someone is building a case for a dispute (landlord, employer, medical, insurance)
- User wants to track work hours for wage theft protection
- Someone needs to document a workplace issue (injury, harassment, safety)
- User wants to set up a personal record-keeping system
- Someone lost documents and needs to rebuild their paper trail
- User wants to protect themselves from identity theft through better document management

## Instructions

### Step 1: Secure your vital documents

**Agent action**: Walk the user through the vital document inventory. Most people don't have these organized, and not having them causes cascading problems in emergencies.

```
VITAL DOCUMENT CHECKLIST:

Identity: birth certificate (certified copy), Social Security card
  (or national ID), passport, driver's license copy, immigration docs
Financial: tax returns (last 7 years), bank/investment account info,
  retirement docs, loan documents, credit card info
Legal: will/trust, advance directive, power of attorney, marriage/divorce
  certificates, custody documents
Property: vehicle titles, deed/mortgage, current lease, insurance policies
Insurance: health, life, disability, home/renter's, auto
Medical: vaccination records, medication list, surgical history, allergies

STORAGE — THE 3-2-1 RULE:
3 copies of everything critical, 2 different storage types, 1 off-site

-> Originals: fireproof safe or bank safe deposit box
-> Physical copies: sealed waterproof bag at a trusted person's home
-> Digital copies: encrypted cloud backup (Google Drive, iCloud,
   OneDrive — all free tiers work)

Scan everything with your phone camera or a free scanning app
(Adobe Scan, Microsoft Lens). Both sides of cards, every page.
Save as PDF with clear file names.
```

### Step 2: Build the paper trail habit

**Agent action**: Teach the foundational habits that make documentation automatic, not burdensome.

```
THE 3 DOCUMENTATION HABITS:

HABIT 1: THE "SENT AN EMAIL" RULE

Every important verbal conversation gets a follow-up email
or text within 24 hours:

"Hi [name], just to confirm what we discussed today:
[specific details of what was agreed, promised, or stated].
Please let me know if I got anything wrong."

This creates a timestamped record of:
-> What was said
-> What was agreed to
-> That the other party had a chance to correct it

If they do

SAFEgrade B · trust 89/100 Nothing in the source contradicts what it says it does. Grade A is reserved for packages that have also passed the behavioural sandbox.

What the source does

Filesystem

none-observed

Network

none-observed

Shell

none-observed

Dependencies

pinned

Secrets in source

none-found

Findings (1)

<key>k5Ey9KFlkqpj+SDkUw+5ED9lTA3En/qUi0zdrydUCH3kMWTE3Eh65NXnFCaxlY2omY2JHnlEoK7Li7oOEvM7eG5VPdcO/sFlMfoCRdnLYdepJ+uLzYwOWR8W4yQVve/clxVFTVRL4DFleKInGdpAxIbHZT2yi4ADAMENls1N1XSLojRuqXePXDeAT/4Mv4TTx0s

Gates applied: no_behavioural_pass.