In my own work I've been building toward it. I've built Jellyfish GPT (built on GPT-5), which can already take batches of files and turn them into structured briefs, risks, and decisions - that's publicly available now. Alongside it, I've been running a prototype memory spine that powers the Canonical Drive.
For everyday work, that means I can clean and structure files before major design sessions - like the archived files I had and used for a pre-design demo I just ran of Jellyfish- so all the material is tagged and retrievable. Internally I'm also testing a more robust version built in Firebase Studio that expands the Canonical Drive toward automatically organizing whole archives, not just new work (think google drive, dropbox, local). Happy to share the demo video links.
Original Message:
Sent: 09-18-2025 07:35 PM
From: Ashish Agrawal Assoc. AIA
Subject: One Canonical Drive Instead of Folders?
Hi Chris,
I agree with your POV about relying on metadata for content retrieval vs relying on memory to traverse an organized structure. How can I get my hands on this "canonical drive"?
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Ashish Agrawal Assoc. AIA
RARA Designz
Chantilly VA
Original Message:
Sent: 09-17-2025 11:24 PM
From: Christopher Bailow
Subject: One Canonical Drive Instead of Folders?
Thanks for sharing the Notion resources, Carlos - and Hongwoo, your stack example is a great reminder of how resourceful small firms can be when weaving tools together.
I'd offer one distinction that might be useful for the group:
Notion Portals & DIY Stacks
These lower setup costs and centralize information, but they still rely on folders, tables, and team discipline to stay organized. Knowledge reuse across projects is often limited because information remains siloed.
Canonical Drive Approach
What I've been testing is a bit different:
No folders, no trees - everything lives in one canonical space.
AI-native retrieval - drawings, submittals, or records are surfaced by meaning and context, not by navigation.
Cross-project memory - the system gets smarter with each project, building a reusable library of firm knowledge.
Less overhead - instead of maintaining portals or templates, organization emerges automatically through tagging and automation.
In short: Notion is an app you configure, while the Canonical Drive is an infrastructure you inhabit. The goal isn't just centralization, but freeing up practice leaders and staff from the overhead of organization itself.
Curious if others have experimented with setups along these lines.
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Christopher Bailow
Bailow.ai | Bailow Architects
Boston, MA
Original Message:
Sent: 09-17-2025 05:58 PM
From: Carlos Cabrera Munoz
Subject: One Canonical Drive Instead of Folders?
I had mentioned Notion on a previous discussion in TAP. Expanding a bit more on this, I would like to share the following Notion Portals / Templates.
I would like to notify that, I do not get any commission for sharing these. I'm only sharing them, to advance our collective professional services even if by a small fraction, and also because I've found the way they are setup, to be really useful.
As Hongwoo Alan Joen, AIA, says; these can be a good resource for small to mid size offices, who would like to setup a cost effective solution.
Office Portal (free)
https://architect-entrepreneur.teachable.com/p/30x40-s-notion-template
Client Portal (paid)
https://initiatearchitecture.com/products/notion-client-portal-v2
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Carlos E. Cabrera Munoz, Intl. Assoc. AIA
Original Message:
Sent: 09-16-2025 06:06 PM
From: Hongwoo Joen AIA
Subject: One Canonical Drive Instead of Folders?
Im writing this on my cell phone. Sorry for any typos, if any.
Try Notion or similar platform as an integrated information, basically data extractions with multiple different filtering, multiple tags and data tables.
Also try an automation app with a platform intergrating your AIs, communications and cloud server.
Already some said Notion is outdated and moving on different platforms but it is great for architect firms, particularly for small firms, to manage extensive architectural info, and communications, records, multi related informations.
The first step will be setting up a cloud server.
I'm using Notion with Make(data and communication), Miro(design meeting and collaboration), google docs and sheets, bluebeam, and good notes and Mopholio on ipad.
Hongwoo Alan Joen, AIAPrincipal
3810 Wilshire Blvd. Suite 703
Los Angeles, CA 90010
Cell : +1 213.785.4879
Original Message:
Sent: 9/16/2025 1:49:00 PM
From: W. V. Travis AIA
Subject: RE: One Canonical Drive Instead of Folders?
Original Message:
Sent: 9/8/2025 8:42:00 PM
From: Edmond G. Gauvreau FAIA
Subject: RE: One Canonical Drive Instead of Folders?
Chris,
Keep us posted on how this works out.
Ed
Original Message:
Sent: 9/7/2025 10:26:00 PM
From: Christopher M. Bailow
Subject: One Canonical Drive Instead of Folders?
In my practice, I've been testing an AI-native system that eliminates folders and file trees altogether. Instead, everything lives in one canonical drive that's tagged and retrievable by meaning.
The idea is simple: no matter where a drawing, submittal, or record originated, you can surface it instantly - without hunting through nested directories. Over time, the system builds a cross-project memory that makes old knowledge easier to reuse.
Has anyone else tried or seen approaches like this in architectural practice?
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Christopher Bailow
Principal, Bailow Architects / Bailow.ai
Boston, MA
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