Renata protected review packet planning

Staff/Privacy Review Gate Criteria Matrix, Planning Only

Protected, read-only gate criteria matrix for outside-app planning. It is a static reference page, not a gate approval tool, gate closure tracker, decision record, outcome tracker, workflow system, readiness approval, assignment queue, or task system.

This is a protected, read-only staff/privacy review gate criteria matrix. It does not approve gates, close gates, track gate status, capture gate evidence, authorize implementation, record approvals, record decisions, write data, generate files, or enable live workflows.

Purpose

Organize non-live staff/privacy gate criteria that would need outside-app review before any future implementation planning, without evaluating real gate status, approving gates, closing gates, authorizing readiness, capturing evidence, routing workflows, assigning tasks, storing outcomes, or recording decisions.

Criteria are static planning references only. Nothing on this page evaluates real gates, closes gates, approves readiness, stores evidence, routes workflow, creates assignments, or authorizes implementation.

Current Gate Criteria Boundary

Gate matrix status

read-only-staff-privacy-review-gate-criteria-matrix-plan

read-only-staff-privacy-review-gate-criteria-matrix-plan

Gate approval status

not-recorded

not-recorded

Gate closure status

not-closed

not-closed

Gate status tracking

not-active

not-active

Gate evidence capture status

not-captured

not-captured

Gate evidence storage status

not-stored

not-stored

Implementation authorization status

not-authorized

not-authorized

Readiness status

not-ready

not-ready

Outcome capture status

not-captured

not-captured

Outcome storage status

not-stored

not-stored

Routing workflow status

not-active

not-active

Assignment status

not-created

not-created

Task creation status

not-created

not-created

Meeting status

not-conducted

not-conducted

Attendance capture status

not-captured

not-captured

Attendee storage status

not-stored

not-stored

Note capture status

not-captured

not-captured

Meeting-minutes storage status

not-stored

not-stored

Answer capture status

not-captured

not-captured

Question-answer storage status

not-stored

not-stored

Observation storage status

not-stored

not-stored

Evidence-gap storage status

not-stored

not-stored

Review-finding storage status

not-stored

not-stored

Approval status

not-recorded

not-recorded

Decision status

not-recorded

not-recorded

Implementation status

not-started

not-started

Live pilot decision

no-go

no-go

Intended Audience

operatorprogram-leadprivacy-ownerclinical-or-program-reviewertechnical-ownerstaff-review-leadobserver-note-taker

Role labels only. No staff names, resident names, emails, contact details, attendee lists, participant lists, or identity details are included.

Source Pages

Gate Criteria Groups

Policy gate

Criteria around content policy, consent, role boundaries, staff review procedure, escalation, retention, deletion, visibility, and distribution.

Expected non-outcome: policy planning only; no approval recorded

not-recorded not-closed not-active blocks-implementation

Privacy / identity / access gate

Criteria around identity values, pseudonymous actors, Cloudflare Access boundary, real names, emails, tokens, JWTs, raw identity headers, and actor lifecycle.

Expected non-outcome: privacy planning only; no identity capture authorized

not-recorded not-closed not-active blocks-implementation

Draft content / consent gate

Criteria around real draft content, private-only content, blocked content, subject notification, consent, opt-out, and visibility boundaries.

Expected non-outcome: no draft collection authorized

not-recorded not-closed not-active blocks-implementation

Staff review / escalation gate

Criteria around who may review drafts, reviewer permissions, harmful-content escalation, private holds, revision/block rules, and staff workload.

Expected non-outcome: no staff decision workflow authorized

not-recorded not-closed not-active blocks-implementation

Morning Sheet visibility gate

Criteria around public or semi-public visibility, approval/redaction policy, consent, private-only content, and automatic placement prohibition.

Expected non-outcome: no Morning Sheet placement authorized

not-recorded not-closed not-active blocks-implementation

Retention / deletion / audit gate

Criteria around retained content, deleted content, audit metadata, no-content audit rules, deletion requests, rollback, and audit visibility.

Expected non-outcome: no retention/deletion/audit workflow authorized

not-recorded not-closed not-active blocks-implementation

Technical architecture gate

Criteria around schema, migration review, active migration approval, protected read runtime, protected write endpoint, API boundaries, rollback, incident response, database reads/writes, and Cloudflare Access boundary.

Expected non-outcome: no protected API, protected route, migration, or database behavior authorized

not-recorded not-closed not-active blocks-implementation

AI-use / automation gate

Criteria around whether AI may ever process real drafts, explicit AI-use policy, automation prohibition, no automatic decisions, no automatic Morning Sheet placement, and source-boundary rules.

Expected non-outcome: no OpenAI processing of real submissions authorized

not-recorded not-closed not-active blocks-implementation

Pilot scope / support gate

Criteria around smallest safe pilot, participant scope, staff capacity, support owner, incident support, rollback path, stop path, and exit criteria.

Expected non-outcome: no live pilot authorized

not-recorded not-closed not-active blocks-implementation

Language / confusion-risk gate

Criteria around wording that could imply approval, launch readiness, clinical validation, surveillance, punishment, tracking, scoring, compliance, or resident performance judgment.

Expected non-outcome: copy revision only

not-recorded not-closed not-active blocks-implementation

Distribution / sharing / redaction gate

Criteria around packet sharing, redaction, audience, versioning, public posting prohibition, no-app distribution, and no generated share artifacts.

Expected non-outcome: no distribution workflow authorized

not-recorded not-closed not-active blocks-implementation

Stop-condition gate

Criteria around stopping review if anyone wants to enter notes, answers, outcomes, names, drafts, staff notes, approvals, decisions, protected API behavior, database writes, tracking, scoring, or Morning Sheet placement.

Expected non-outcome: implementation remains blocked

not-recorded not-closed not-active blocks-implementation

Non-eligible evidence gate

Defines material that cannot count as gate evidence: real resident data, real staff data, emails, raw identity claims, JWTs, tokens, private draft bodies, staff notes, medical/legal/insurance/trauma/substance-use details, attendance data, participation data, scoring, resident performance judgments, clinical claims, or AI analysis of real drafts.

Expected non-outcome: do not use inside the app

not-recorded not-closed not-active blocks-implementation

Static Gate Criteria Matrix

Content and consent policy completeness

policy-gate

What content, consent, review, retention, deletion, visibility, and distribution rules must be resolved before implementation planning?

Responsible role label: program-lead

Evidence to review outside the app: approved outside-app policy packet covering content, consent, role boundaries, review procedure, escalation, retention, deletion, visibility, and distribution

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: policy-planning

Expected non-outcome: policy planning only; no approval recorded

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Identity and Access boundary

privacy-identity-access-gate

What identity values may ever be stored, and what proves Cloudflare Access stays an outer boundary only?

Responsible role label: privacy-owner

Evidence to review outside the app: outside-app identity policy, no-claim-storage rule, pseudonymous actor lifecycle, role mapping boundary, and no real-name/email/token/header exposure evidence

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: privacy-planning

Expected non-outcome: privacy planning only; no identity capture authorized

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Draft content and subject consent

draft-content-consent-gate

What real draft content may ever be stored, what must stay private-only or blocked, and when is notification or consent required?

Responsible role label: clinical-or-program-reviewer

Evidence to review outside the app: outside-app draft content policy, blocked content list, private-only boundary, consent/notification policy, opt-out rule, and no real draft collection proof

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: policy-planning

Expected non-outcome: no draft collection authorized

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Staff review permissions and escalation

staff-review-escalation-gate

Who may review future drafts, what harmful-content escalation rules exist, and how are private holds or revisions handled?

Responsible role label: staff-review-lead

Evidence to review outside the app: outside-app reviewer permission policy, escalation procedure, revision/block/private-hold criteria, and workload review

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: staff-workflow-planning

Expected non-outcome: no staff decision workflow authorized

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Morning Sheet visibility and redaction

morning-sheet-visibility-gate

What can ever appear publicly or semi-publicly, who approves visibility, and what redaction/consent evidence is required?

Responsible role label: program-lead

Evidence to review outside the app: outside-app visibility policy, redaction policy, subject consent rule, public/private distinction, and no automatic placement proof

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: policy-planning

Expected non-outcome: no Morning Sheet placement authorized

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Retention, deletion, and audit minimization

retention-deletion-audit-gate

What is retained, what is deleted, what minimal audit metadata is allowed, and who can request deletion?

Responsible role label: privacy-owner

Evidence to review outside the app: outside-app retention schedule, deletion rights, no-content audit rules, audit visibility policy, rollback consequence, and minimization review

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: privacy-planning

Expected non-outcome: no retention/deletion/audit workflow authorized

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Technical implementation boundary

technical-architecture-gate

What schema, migration, protected read/write, API boundary, rollback, incident, and database evidence is required?

Responsible role label: technical-owner

Evidence to review outside the app: outside-app schema package, migration review, protected runtime policy, endpoint policy, rollback plan, incident procedure, and no active route/API/read/write proof

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: technical-architecture-planning

Expected non-outcome: no protected API, protected route, migration, or database behavior authorized

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

AI-use and automation prohibition

ai-use-automation-gate

May AI ever process real drafts, and what automation must remain blocked before any future pilot?

Responsible role label: privacy-owner

Evidence to review outside the app: explicit outside-app AI-use policy or prohibition, source-boundary rule, no automatic decision policy, and no OpenAI processing proof

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: AI-use-policy-planning

Expected non-outcome: no OpenAI processing of real submissions authorized

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Pilot scope, support, and rollback

pilot-scope-support-gate

What is the smallest safe pilot, who supports incidents, and what stop or rollback path exists?

Responsible role label: program-lead

Evidence to review outside the app: outside-app pilot scope approval, support owner, incident response path, rollback criteria, exit criteria, and no live pilot proof

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: pilot-scope-planning

Expected non-outcome: no live pilot authorized

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Approval and surveillance language risk

language-confusion-risk-gate

What wording could imply approval, launch readiness, surveillance, punishment, tracking, scoring, compliance, or clinical validation?

Responsible role label: operator

Evidence to review outside the app: outside-app language review, revised no-go framing, no clinical claim language, and copy that preserves planning-only boundaries

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: language-revision-planning

Expected non-outcome: copy revision only

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Distribution and redaction boundary

distribution-sharing-redaction-gate

How may review packet material be shared, what must be redacted, and what distribution workflow remains blocked?

Responsible role label: privacy-owner

Evidence to review outside the app: outside-app sharing policy, redaction rule, audience boundary, versioning policy, public posting prohibition, no generated artifact proof, and no-app distribution rule

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: distribution-sharing-planning

Expected non-outcome: no distribution workflow authorized

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Stop-condition trigger review

stop-condition-gate

What request or uncertainty stops review and keeps implementation blocked?

Responsible role label: observer-note-taker

Evidence to review outside the app: outside-app stop-condition review for requests to enter notes, answers, names, drafts, approvals, decisions, API behavior, writes, tracking, scoring, or Morning Sheet placement

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: stop-condition-review

Expected non-outcome: implementation remains blocked

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Non-eligible evidence exclusion

non-eligible-evidence-gate

What material cannot count as gate evidence and must not be entered or used inside the app?

Responsible role label: privacy-owner

Evidence to review outside the app: outside-app exclusion review confirming real personal data, sensitive data, private drafts, staff notes, attendance, participation, scoring, clinical claims, and AI analysis of real drafts are excluded

Sufficiency cue: Sufficient only when the responsible role, decision authority, privacy boundary, implementation implication, and relevant rollback, retention, deletion, audit, consent, or incident consequence are resolved outside the app.

Insufficiency cue: Insufficient if it is unresolved, ownerless, captured inside the app, includes sensitive personal details, implies launch, or fails to distinguish blocked, private-only, and visible content.

Future planning lane: no-go-remains-blocked

Expected non-outcome: do not use inside the app

no gate approval / no gate closure / no readiness approval / no implementation authorization / no storage

Do not capture gate status, pass/fail fields, closure, evidence, notes, answers, attendance, approvals, decisions, assignments, tasks, outcomes, identities, draft content, or sensitive data in the app.

Sufficiency Guidance

  • Sufficiency is determined outside the app by the responsible role label and decision authority.
  • Sufficient evidence identifies an owner role, decision category, privacy boundary, implementation implication, rollback or incident consequence where relevant, and no sensitive personal details.
  • A criterion is not sufficient if it only says staff should decide later, implies launch, includes real people or draft content, relies on AI-generated policy judgment, or is captured only inside the app.
  • No sufficiency finding is stored, scored, closed, approved, or recorded in the app.

Insufficiency Guidance

missing owner rolemissing decision authorityunclear privacy boundaryunclear storage permissionunclear private-only versus Morning Sheet visibility boundarymissing retention/deletion consequencemissing audit/minimization consequencemissing rollback or incident consequencecontains sensitive personal detailscaptured only inside the app

Non-Eligible Evidence

real resident datareal staff dataemailsCloudflare Access claimsJWTstokensraw identity headersreal draft bodiesprivate feedbackstaff notesmedical detailslegal detailsinsurance detailstrauma detailssubstance-use disclosures from residentsattendance dataparticipation dataresident performance judgmentsclinical claimsAI analysis of real drafts

If any of these appear in real review material, they cannot count as gate evidence inside the app.

Outside-App Documentation Guidance

  • Document any gate discussion outside the app only.
  • Use role labels, not real person names.
  • Do not copy gate evidence, outcomes, notes, answers, names, draft content, or sensitive details into the app.
  • Treat this matrix as static planning reference, not a gate tracker, approval record, readiness checklist, workflow router, assignment queue, or task board.
  • Future planning prompts may be drafted only after outside-app review and must remain planning-only until separately approved.

What Not To Document

real resident datareal staff dataemailsCloudflare Access claimsJWTstokensraw identity headersreal draft bodiesprivate feedbackstaff notesmedical detailslegal detailsinsurance detailstrauma detailssubstance-use disclosures from residentsattendance dataparticipation dataresident performance judgmentsclinical claimsAI analysis of real draftsquestion answersmeeting minutesattendee listsparticipant listsgate statusgate closurereadiness approvalimplementation authorizationofficial approval decisionsofficial rejection decisionsoutcome recordsassignment recordstask recordsworkflow routing records

Stop Conditions

  • reviewer asks to enter notes into the app
  • reviewer asks to store gate evidence in the app
  • reviewer asks to approve or close a gate in the app
  • reviewer asks to mark readiness in the app
  • reviewer asks to record approval or decision in the app
  • reviewer asks to enter real names, emails, drafts, staff notes, or sensitive details
  • reviewer suggests protected APIs, protected live routes, database reads, database writes, workflow routing, tracking, scoring, or Morning Sheet placement can begin
  • reviewer treats a static criterion as implementation authorization
  • reviewer treats a planning lane as a live workflow queue

Conversion Rules For Future Planning Phases

  • a gate concern may become a future planning prompt only after outside-app review
  • no gate concern becomes implementation authorization
  • no gate concern becomes a gate approval record
  • no gate concern becomes a gate closure record
  • no gate concern becomes a readiness approval record
  • no gate concern becomes an outcome, decision, assignment, task, workflow, storage, database table, route, API, migration, read, write, or live workflow
  • policy gate concerns must remain planning-only until policy review is complete
  • privacy gate concerns must remain planning-only until privacy review is complete
  • staff workflow gate concerns must remain planning-only until staff workflow review is complete
  • technical gate concerns must remain planning-only until technical review and explicit approval are complete
  • stop-condition gate concerns keep implementation blocked

What Remains Blocked

no collection surfacesno entry controlsno long-text entry controlsno selection controlsno action controlsno exportsno downloadsno database readsno database writesno protected API routesno protected live routesno active migrationsno OpenAI submission processingno identity captureno account storageno actor storageno staff decisionsno trackingno analyticsno scoringno attendance captureno meeting-minutes storageno outcome storageno gate approvalno gate closureno gate status trackingno gate evidence captureno gate evidence storageno readiness approvalno implementation authorizationno assignment creationno task creationno workflow routingno approval recordingno decision recordingno note captureno observation storageno evidence-gap storageno review-finding storageno question-answer storageno Morning Sheet placementno participation trackingno participation analytics

Recommended Next Phase

Phase 10.21 — Staff/Privacy Review Packet Handoff Freeze, Planning Only

recommended-next

The gate criteria matrix now organizes non-live criteria that would need outside-app review before any future implementation planning. The next planning phase may freeze packet route order, review status, and handoff instructions as a no-go review artifact while keeping gate approval, gate closure, readiness approval, outcome capture, meeting-minutes capture, attendance capture, answer capture, approvals, decisions, workflow activation, protected APIs, protected live routes, reads, writes, storage, and implementation readiness blocked.

  • no gate approval
  • no gate closure
  • no readiness approval
  • no implementation authorization
  • no outcome capture
  • no workflow routing
  • no assignment creation
  • no task creation
  • no approval recording
  • no decision recording
  • no protected live routes
  • no protected API routes
  • no database reads
  • no database writes
  • no active migrations