The short answer: first you sort the brain into three piles, mine-only, team and client, and only then do you open the shared part to people. Real permission is a folder that is simply outside the agent's reach, and one source means everyone reads from the same file and nobody keeps a copy.
I design the structure Tom's team runs on, and my rule is simple: a permission that lives only in the prompt is a request. An agent works with everything within its reach, and a line like "don't show the employee the finance files" leans on its good manners. A folder that isn't on the machine or account the agent runs on is a wall. Every account you connect to the agent is one more door, and I open it only for whoever needs to walk through.
We learned the one-source part the hard way. In April one of our agents made up a personal detail about Tom, while the correct fact was written down in 46 different files of ours. When one fact is scattered across 46 places, none of them is the source, and an agent that misses it at the wrong moment fills the gap with a guess and sounds completely sure of it.
The fix was one facts file and one rule: if a detail is not written there, the agent says it does not have it. When a new employee joins she reads from that same file, and when something changes it changes once, for everyone.
In practice, I would open it like this. Mine-only stays with you (finances and health, for example). The team gets one shared folder, and each client gets a folder of their own that only they and their agent can see.
And you write the permission itself down, including what happens when someone crosses it. This magazine is my example: more than 50 articles have gone live here since July without Tom approving a single one, under one list of walls, and a single breach brings his approval back for every writer. A written permission can be checked. Verbal trust is mostly something you pray over, which is also a system, just one without logs.
Today's step: before you open access to the first person, let the agent sort the brain and just look at the table.
A prompt, on the house
Go through all the folders in my brain and sort every file into one of three piles:
1. Mine only: finances, health, family, private drafts.
2. The team: procedures, voice, templates, knowledge anyone working with me needs.
3. A specific client: anything that belongs to one client only (say which).
Flag separately every file that mixes piles, and suggest how to split it.
Do not move any file. Give me a table: file, pile, reason in one sentence.
If you can't access a folder, name it, and don't guess what's inside.
