# Obligation & Renewal Tracking

Convert obligations and renewal dates pulled from contracts into durable memory records plus scheduled board tasks that fire at 90, 60, and 30 days before each deadline.

## When to use

- After a contract or agreement has been reviewed and its key dates (renewal, termination notice, expiration) and obligations (deliverables, payment terms, compliance duties) have been identified.
- When a counterparty relationship needs ongoing tracking so nobody misses a renewal or notice-period deadline.
- When existing tracked obligations need their schedules audited or refreshed.
- When a renewal window is closing and counsel needs a heads-up with enough lead time to act.

## Tools

- `update-memory`
- `create-task`
- `create-schedule`
- `list-schedules`
- `send-message`

## Playbook

1. For each obligation or renewal date extracted from a contract, record a concise structured note with `update-memory` — capture the counterparty name, obligation type, key date, and notice-period length. Never store the underlying contract text or clause language in the memory note; the source document stays in the file store or CLM (contract lifecycle management) system, referenced only by an ID or link.
2. Compute the 90-day, 60-day, and 30-day checkpoint dates relative to the renewal or deadline date.
3. For each checkpoint, register a recurring reminder with `create-schedule` (or a one-time future run if the deadline is fixed) so the board is notified automatically as the date approaches.
4. Before adding a new schedule, call `list-schedules` to confirm a duplicate reminder for the same obligation does not already exist, and to avoid double-booking checkpoints for a previously tracked renewal.
5. At each checkpoint, use `create-task` to open a board task assigned for human counsel review. Title the task with the counterparty and obligation type only (e.g. "Renewal review: Acme Corp — services agreement"), never with confidential deal terms. Mark the task approval-gated: it cannot be marked complete without a licensed human signing off.
6. In the task description, include the plain-English summary of the obligation and a clear statement: "This is not legal advice — attorney review required before any action is taken."
7. If the checkpoint task is not claimed or actioned within a reasonable window of the deadline, escalate by using `send-message` to notify a human directly, naming the counterparty, the obligation, and the days remaining.
8. If a renewal or obligation surfaces a need to notify or negotiate with the counterparty or a regulator, do not do so yourself — create a task for a human to handle that outreach, and stop.
9. Once counsel has reviewed and closed out the checkpoint, update the memory note via `update-memory` to reflect the new status (e.g. renewed, terminated, renegotiated) so the next cycle starts from accurate data.

## Failure modes

- Storing contract clause text or full obligation language directly in a memory note or task title instead of keeping it in the file store or CLM and referencing it by link — treat any such text as a defect to fix immediately.
- Creating duplicate schedules for the same obligation because `list-schedules` was skipped before `create-schedule`.
- Letting a checkpoint task auto-complete or closing it without a human review, which removes the required attorney sign-off gate.
- Drafting or sending any communication to a counterparty or regulator instead of routing that action to a human via a task or `send-message`.

## Done when

- Every tracked obligation has a memory record plus 90/60/30-day scheduled checkpoints verified against `list-schedules` with no duplicates.
- Each checkpoint task is sitting in front of a human reviewer with the required "not legal advice" note, and none has been auto-completed without sign-off.