Canonical Data Directory Map

OpenClaw Greek Accounting System — v1.1

Setup

This skill is a reference document — it defines the directory structure and naming conventions used by all other Greek accounting skills. No binaries or credentials required.

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This document defines the complete file system architecture for the OpenClaw Greek Accounting system. It is the authoritative reference for all path decisions. No skill may introduce a new top-level directory or deviate from the naming conventions defined here without a version update to this document.

v1.1 change: Added /data/memory/ — agent episodic memory, failure logs, pattern store, GitHub proposal queue, and rate-limit state. Owner: memory-feedback (Skill 19, Phase 4). All Phase 3B+ skills must include episode and failure log hooks that write into this tree.

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Root Structure

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1. /data/incoming/ — Raw Input

All documents entering the system land here first, regardless of source (email attachment, manual drop, scanner, bank download). Nothing in /data/incoming/ is processed yet.

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Naming convention for incoming files:
Files dropped here may arrive with any name. The system must NOT rename them on arrival — the original filename is preserved for audit purposes. The system assigns a canonical name only when moving to /data/processing/.

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2. /data/processing/ — In-Flight Pipeline

Temporary working space. Files here are mid-pipeline and may be incomplete. No other skill should read from /data/processing/ as a final source — always read from /data/clients/ or /data/compliance/ for canonical data.

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Cleanup policy: Files in /data/processing/ are deleted or archived after the pipeline completes successfully. They are never the canonical record.

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3. /data/clients/ — Client Master Records

The single source of truth for all client data. Every other skill that needs client information reads from here. Only the client-data-management skill writes to this tree.

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AFM format: Always EL + 9 digits, uppercase. Example: EL123456789. Never store without the EL prefix. Never use the 9-digit-only form as a directory name.

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4. /data/compliance/ — Government Filings

Stores the actual submission files (XML, PDF) generated for government platforms. The filing record lives in /data/clients/{AFM}/compliance/filings.json — this directory holds the file artefacts themselves.

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Naming convention: {AFM}_{period}_{type}.{ext} — always lowercase type, always ISO period format (YYYYMM or YYYY), always the full AFM with EL prefix.

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5. /data/banking/ — Bank Statement Pipeline

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Note: /data/alpha-bank/, /data/nbg-statements/, /data/eurobank/, /data/piraeus-bank/ used in earlier skill versions are deprecated. All bank imports go through /data/banking/imports/{bank}/.

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6. /data/ocr/ — OCR Processing Pipeline

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Note: /data/scanned-documents/ used in earlier skill versions is deprecated. All scanned input goes to /data/ocr/incoming/scanned/.

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7. /data/efka/ — EFKA Processing Pipeline

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8. /data/reports/ — Generated Reports

Human-readable reports. These are outputs, not inputs to other skills.

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Note: /data/reports/monthly-expenses.json (used in Skill 1) is deprecated. Expense data belongs in /data/clients/{AFM}/compliance/ or exported via /data/exports/.

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9. /data/exports/ — Data Leaving the System

Files generated for external consumption (Excel exports, CSV downloads, accounting software imports).

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10. /data/imports/ — Bulk Data Entering the System

Structured bulk imports (spreadsheets of client lists, employee rosters, etc.) — not raw documents (those go to /data/incoming/).

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11. /data/dashboard/ — Dashboard State

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12. /data/auth/ — Authentication & Access Control

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13. /data/backups/ — Encrypted Backups

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Naming convention: Always include date and time in backup filename. Always .enc extension for encrypted files. Encryption keys are stored outside /data/ — never adjacent to backup files.

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14. /data/gdpr-exports/ — GDPR Subject Access Exports

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15. /data/system/ — System Files

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16. /data/memory/ — Agent Memory & Feedback

The agent's episodic memory, failure capture, pattern learning store, GitHub proposal queue, and rate-limit state. Written to by all skills (episode and failure hooks) and managed by the memory-feedback skill (Skill 19). No skill other than memory-feedback reads from this tree for decision-making — it is strictly write-on-event, read-by-Skill-19.

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Episode logging trigger: Any agent action that makes a decision, produces output, or interacts with a government system. Trivial reads are not logged.

Failure logging trigger: Any error, intent misread, missing data condition, or human correction. Always includes what_should_have_happened field.

Pattern scan schedule: Once daily at 02:00 Athens time. Never during business hours. Maximum 3 proposals per day. Maximum 2 GitHub PRs per day.

Storage limits (defaults):

• - Episodes: 500 MB max — auto-archive after 90 days
• Failures: 200 MB max
• Patterns: 50 MB max
• Proposals: 50 MB max
• Total /data/memory/: 2 GB hard ceiling — system halts memory writes at 90% capacity

GitHub integration: When a failure pattern reaches confidence threshold (≥0.85, ≥3 occurrences), memory-feedback creates a branch on GitHub and opens a pull request against the relevant SKILL.md file. Human must review and merge. Agent never pushes directly to main. Rejected PRs are logged — the same change is never re-proposed.

Rate limit tokens: Memory and reflection operations are budgeted separately from accounting operations. Default: 5,000 tokens/day for all memory processes combined.

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Global Naming Conventions

Identifiers

Identifier	Format	Example	Notes
AFM (VAT)	INLINECODE48 + 9 digits	INLINECODE49	Always uppercase EL prefix. Never 9-digit-only.
EFKA employer ID

8 digits | 12345678 | No prefix | | GEMI | 9€“12 digits | 012345678 | May have leading zeros — preserve them | | Contact ID | C + 3 digits | C001 | Per-client sequential | | Filing ID | {type}-{AFM}-{YYYY}-{MM} | VAT-EL123456789-2026-01 | | | Document ID | D + 6 digits | D000123 | Global sequential | | Audit event ID | AUD-{YYYYMMDD}-{6digits} | AUD-20260218-001234 | | | Backup ID | {type}_{YYYYMMDD}_{HHMMSS} | clients_20260218_143022 | | | Episode ID | EP-{YYYYMMDD}-{3digits} | EP-20260218-001 | Global sequential per day | | Failure ID | FAIL-{YYYYMMDD}-{3digits} | FAIL-20260218-003 | Global sequential per day | | Pattern ID | PAT-{YYYYMMDD}-{3digits} | PAT-20260218-007 | Assigned at detection | | Correction ID | COR-{YYYYMMDD}-{3digits} | COR-20260218-001 | Human-assigned | | Session ID | S{YYYYMMDD}-{3digits} | S20260218-001 | Per user session |

Date & Time Formats

| Context | Format | Example | Notes |
| File names | YYYYMMDD | 20260218 | No separators in filenames |
| File names with time | YYYYMMDD_HHMMSS | 20260218_143022 | |
| Period references | YYYY-MM | 2026-01 | Monthly periods |
| ISO timestamps (JSON) | YYYY-MM-DDTHH:MM:SSZ | 2026-02-18T14:30:00Z | Always UTC in storage |
| Display to users | DD/MM/YYYY | 18/02/2026 | Greek date format |
| CLI arguments --date | YYYY-MM-DD | 2026-02-18 | ISO for CLI args |
| CLI arguments --period | YYYY-MM | 2026-01 | |

Currency

| JSON storage | Numeric, 2dp | 12500.00 | Never include € symbol in stored values |
| File names | No currency | 12500 | Integer amounts only in filenames |
| Display to users | €XX,XXX.XX | €12,500.00 | Standard EU format |
| CLI output | EUR XX,XXX.XX | EUR 12,500.00 | ASCII-safe for terminal |

File Naming Pattern

Pattern: INLINECODE94

Examples:

• - INLINECODE95
• INLINECODE96
• INLINECODE97
• INLINECODE98

Rules:

• - Lowercase type and detail segments
• Hyphens within segments (not underscores)
• Underscores between segments
• No spaces anywhere in file names
• No Greek characters in file names — use Latin transliteration for employee names
• No special characters except hyphens and underscores

Employee Name Slugs (for file names)

Greek names in file names must be transliterated to ASCII lowercase with hyphens:

• - Νίκος Παπαδόπουλος → INLINECODE100
• INLINECODE101 → INLINECODE102
• INLINECODE103 → INLINECODE104

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Deprecated Paths — Do Not Use

These paths appear in earlier skill versions and must not be used in any new skill. When encountered in existing commands, treat as aliases that redirect to the canonical paths.

Deprecated	Canonical Replacement
INLINECODE105	INLINECODE106
INLINECODE107

/data/banking/imports/nbg/ |
| /data/eurobank/ | /data/banking/imports/eurobank/ |
| /data/piraeus-bank/ | /data/banking/imports/piraeus/ |
| /data/bank-imports/ | /data/banking/imports/ |
| /data/scanned-documents/ | /data/ocr/incoming/scanned/ |
| /data/email-attachments | /data/incoming/ (classified) |
| /data/email-imports/ | /data/incoming/ |
| /data/invoices | /data/incoming/invoices/ (if raw) or /data/clients/{AFM}/documents/ (if processed) |
| /data/processed/invoices/ | /data/clients/{AFM}/documents/ + registry entry |
| /data/processed/receipts/ | /data/clients/{AFM}/documents/ + registry entry |
| /data/processed/E1_2025.pdf | /data/compliance/e1/EL{AFM}_2025_e1_form.xml |
| /data/processing/classification | /data/processing/classification/ |
| /data/processing/extraction | /data/processing/ocr/extracted/ |
| /data/processing/validation | /data/processing/ocr/validated/ |
| /data/reports/monthly-expenses.json | /data/clients/{AFM}/compliance/ or /data/exports/ |
| /data/payroll/monthly.xlsx | /data/efka/payroll/input/ or /data/clients/{AFM}/payroll/ |
| /data/export/accounting-software | /data/exports/accounting-software/ |
| /data/aade-downloads/ | /data/incoming/government/ |
| /data/aade-outputs/ | /data/reports/ or /data/compliance/ (by type) |
| /data/aade-processing/ | /data/processing/compliance/ |
| /data/compliance-updates/ | /data/incoming/government/ |

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Skill Responsibility Matrix

Which skill owns (writes to) each top-level directory:

Directory	Owner Skill	Other Skills May Read
INLINECODE153	INLINECODE154	All skills
INLINECODE155

Pipeline skill handling the job | None as final source |
| /data/clients/ | client-data-management | All skills (read only) |
| /data/compliance/ | greek-compliance-aade | aade-api-monitor, efka-api-integration, dashboard |
| /data/banking/ | greek-banking-integration | accounting-workflows, dashboard |
| /data/ocr/ | greek-document-ocr | accounting-workflows, greek-email-processor |
| /data/efka/ | efka-api-integration | greek-compliance-aade, dashboard |
| /data/reports/ | dashboard-greek-accounting | All skills (read) |
| /data/reports/analytics/ | analytics-and-advisory-intelligence | conversational-ai-assistant, dashboard-greek-accounting |
| /data/reports/system/ | system-integrity-and-backup | dashboard-greek-accounting (read) |
| /data/clients/{AFM}/financial-statements/ | greek-financial-statements | conversational-ai-assistant, client-communication-engine, analytics-and-advisory-intelligence |
| /data/clients/{AFM}/correspondence/ | client-communication-engine | conversational-ai-assistant, analytics-and-advisory-intelligence |
| /data/processing/comms/ | client-communication-engine | Ephemeral drafts only — cleared after send |
| /data/backups/ | system-integrity-and-backup | All skills trigger event-driven snapshots via meta-skill |
| /data/system/integrity/ | system-integrity-and-backup | All skills write hash on canonical file write |
| /data/exports/ | Any skill (with --export) | External consumers |
| /data/imports/ | client-data-management | efka-api-integration |
| /data/dashboard/ | dashboard-greek-accounting | user-authentication-system |
| /data/auth/ | user-authentication-system | All skills (auth check) |
| /data/gdpr-exports/ | client-data-management | None |
| /data/system/ | OpenClaw system | All skills (read) |
| /data/memory/ | memory-feedback (Skill 19) | All skills write episode/failure hooks; only Skill 19 reads for analysis |

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Enforcement Rules for All Skills

1. 1. Never introduce a new top-level directory under /data/ without updating this document first.
2. Never write processed/canonical data to /data/processing/ — it is temporary only.
3. Never write client data outside /data/clients/{AFM}/ — client-data-management is the only writer.
4. Always use the full AFM with EL prefix in all paths, filenames, and JSON keys.
5. Always use ISO date format (YYYY-MM-DD or YYYYMMDD) in file names and JSON — never DD/MM/YYYY in stored data.
6. Never use Greek characters in file names or directory names — only in JSON values and display output.
7. Currency values in JSON are always numeric — never strings with € symbols.
8. All timestamps in JSON are UTC — display conversion to Europe/Athens happens at the output layer only.
9. The /data/processing/ tree is ephemeral — never reference it as the source of truth from another skill.
10. Deprecated paths are read-only legacy — redirect to canonical paths, never create new files at deprecated locations.

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Unified Audit Event Schema

Every skill must log significant actions using this single JSON schema. Audit events are written to /data/system/logs/audit/ and are the authoritative record for regulatory inspection.

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Required fields for all events: event_id, timestamp, skill, action, category, user.username, user.role, result.

Optional fields: client, details, before_state, after_state, approval, data_classification.

Event categories:

• - government_submission — any filing sent to AADE, EFKA, myDATA
• INLINECODE238 — create, update, or delete of client records
• INLINECODE239 — login, logout, session activity, access denial
• INLINECODE240 — OCR, classification, extraction, validation
• INLINECODE241 — statement generation, amendment, report creation
• INLINECODE242 — client correspondence sent
• INLINECODE243 — backup, integrity check, schema migration
• INLINECODE244 — lockout, 2FA failure, session revocation, permission change

Storage: /data/system/logs/audit/{YYYY-MM-DD}_audit.jsonl (one JSON object per line, append-only).

Retention: Audit logs are retained for 10 years per Greek tax law and EU regulatory requirements.

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Encryption-at-Rest Specification

Directories containing sensitive data must be encrypted at rest in production deployments. This is required for GDPR compliance (EU Regulation 2016/679, implemented in Greece by Law 4624/2019).

Directories Requiring Encryption

Directory	Classification	Encryption Required	Rationale
INLINECODE246	Restricted	Mandatory	Credential hashes, session data, 2FA secrets
INLINECODE247

Confidential | Mandatory | Financial records, PII (names, AFMs, IBANs) | | /data/compliance/ | Confidential | Mandatory | Tax filings containing financial data | | /data/efka/ | Confidential | Mandatory | Employee PII, salary data, social security numbers | | /data/banking/ | Confidential | Recommended | Bank statements, account numbers | | /data/backups/ | Confidential | Already encrypted | AES-256 via Skill 17 | | /data/gdpr-exports/ | Confidential | Mandatory | Subject access request data | | /data/processing/ | Internal | Optional | Ephemeral — deleted after pipeline | | /data/reports/ | Internal | Recommended | May contain client financial summaries | | /data/system/ | Internal | Optional | Logs and operational data |

Implementation

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Data Classification Labels

Every JSON record stored in encrypted directories should include a data_classification field:

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Valid values: public, internal, confidential, restricted.

This field enables rapid scoping during GDPR breach notification (72-hour requirement) — you can quickly determine what classification of data was exposed.

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Professional Liability Disclaimer Template

Every client-facing document generated by the system must include this disclaimer. Skills that produce client-visible output (Skills 15, 16, 18) must append this to their output templates.

Standard Disclaimer (Greek)

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Standard Disclaimer (English)

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Usage Rules

• - Financial statements (Skill 15): Include both Greek and English disclaimers in PDF footer
• Client correspondence (Skill 16): Include Greek disclaimer in email footer
• Advisory reports (Skill 18): Include English disclaimer in internal reports, Greek in client-facing
• Government submissions: Disclaimer is NOT included in filings sent to AADE/EFKA (these are formal submissions, not advisory documents)

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Input Validation Rules

All skills must validate incoming data against these rules before processing. Invalid input must be rejected with a clear error message — never silently accepted.

Identifier Validation

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Financial Value Validation

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Date and Time Validation

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String Validation

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