Mauricio Tapia.
Course index

Chapter 04 / 14 · Work with judgment

AI needs to know what stays and what changes

Organize instructions, history and current state to avoid acting on outdated agreements.

Reading: 3 min · Suggested practice: 15–25 min

By the end of this chapter

Build updatable context that preserves history and distinguishes current facts from background.

In this chapter

Five practical layers

This course uses five layers as a practical framework, not a universal technical standard. Permanent instructions define purpose and rules. Memory keeps useful background and agreements. A task specifies the current action. A campaign combines a temporary objective with multiple actions. State identifies the current situation and outstanding work.

For example: rules require sources; memory defines a qualified opportunity; a campaign improves follow-up over eight weeks; state contains three pending decisions; the task prepares tomorrow's meeting. Mixing them makes it difficult to update a date without changing a useful rule.

Memory is not automatic truth

Background needs an origin, date and validity condition. A preference for November delivery may have changed since a call. Memory records what was known rather than overruling newer evidence.

Separate past events from future commitments. Requesting a proposal is an event. Approving it is an expectation unless supported. State should record proposal requested, approval pending and the next check.

Update without deleting history

Keep earlier events while updating current state. For a postponed meeting, preserve the original date, the change notice and the newly confirmed date. History explains delays and prevents follow-up based on superseded information.

For conflicting records, compare source, date, scope and authority. A newer email may change a meeting date without replacing a signed contract. If evidence cannot resolve a conflict, identify the question and the person able to clarify it.

A manageable context package

Supply purpose, selected sources, rules and a dated state. Avoid irrelevant accumulation. To resume work, summarize decisions, evidence, outstanding work and restrictions. Consult original records when the decision requires them.

Periodically review validity and retention. The process owner validates important changes. AI can propose updates, but official records need a known procedure.

Worked case

At Andina Equipos an October 2 note proposes a meeting on the 8th. An October 4 email confirms the 10th at 09:00. Current state is a confirmed meeting on the 10th; history retains the earlier proposal.

A poor update deletes both events and says “meeting pending,” or keeps the 8th as confirmed. A good update includes the new date, source and a preparation task before the 10th.

Practice instructions

Update state as of the specified date using the supplied records.
Separate past events, confirmed commitments and expectations.
Preserve history when dates change. Cite evidence for each update.
List conflicts requiring human resolution.

Your turn

Classify: “do not send without approval”; “customer requested a proposal yesterday”; “review key accounts throughout October”; “technical approval is still pending”; “prepare the summary.” Design a record for a changed date.

Show the commented solution

These are a permanent rule, an event for history/memory, a campaign, state and a task. Events can inform state without being identical. A change record includes old date, new date, evidence, update date and owner. Proposed dates remain proposals until confirmed.

Evaluate your work

  • State has an as-of date.
  • Relevant history is retained.
  • Expectations are not agreements.
  • Conflicts have an owner.

Before moving on

Check your exercise against the criteria. Keep sources and your changes: they will support the final project.

Editorial review: September 29, 2026 · All case examples and figures are fictional. Study times are estimates.