Add KCI processing job docs scaffold

docs/kci-processing-jobs/README.md

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+# KCI Processing Jobs Documentation
+
+This folder documents KCI jobs and processes used to process files, PDFs, imports, exports, scheduled work, cleanup tasks, and related operational workflows.
+
+The goal is to make each job understandable, supportable, verifiable, and safer to change.
+
+## Start Here
+
+- [Job Inventory](job-inventory.md)
+- [Job Runbook Template](job-runbook-template.md)
+- [File Processing Conventions](file-processing-conventions.md)
+- [Troubleshooting Guide](troubleshooting-guide.md)
+
+## Job Runbooks
+
+- [Mail Manager](jobs/mail-manager.md)
+- [Purple Envelope](jobs/purple-envelope.md)
+
+## Documentation Rules
+
+- Do not store passwords, credentials, private keys, connection strings, or sensitive customer data in these files.
+- Mark unknowns clearly instead of guessing.
+- Separate environment-specific details when production, test, and local behavior differ.
+- For every job, define how success is verified.
+- For file-processing jobs, document input locations, output locations, naming conventions, retention, and reprocessing rules.
+
+## Suggested Documentation Flow
+
+1. Add the job to [Job Inventory](job-inventory.md).
+2. Copy [Job Runbook Template](job-runbook-template.md) into `jobs/<job-name>.md`.
+3. Fill in verified facts first.
+4. Mark unresolved items as `Unknown`.
+5. Review security notes before committing.
+6. Have someone familiar with the job validate the runbook.

docs/kci-processing-jobs/file-processing-conventions.md

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+# File Processing Conventions
+
+Use this file to document conventions shared by KCI processing jobs.
+
+Mark unknowns instead of guessing.
+
+## File Locations
+
+| Location Type | Path or Description | Environment | Notes |
+| --- | --- | --- | --- |
+| Input | Unknown | Unknown | Unknown |
+| Output | Unknown | Unknown | Unknown |
+| Archive | Unknown | Unknown | Unknown |
+| Error / reject | Unknown | Unknown | Unknown |
+| Logs | Unknown | Unknown | Unknown |
+
+## File Naming
+
+Document any naming conventions used by processing jobs.
+
+Examples to fill in:
+
+- Prefix:
+- Date format:
+- Sequence number:
+- Customer/account identifier:
+- Extension:
+- Temporary file naming:
+- Completed file naming:
+- Error file naming:
+
+## File States
+
+Recommended state model:
+
+```text
+received
+validated
+processing
+processed
+archived
+rejected
+error
+```
+
+Document the actual KCI state model when known.
+
+## PDF Processing Notes
+
+Capture shared PDF rules here:
+
+- Expected PDF source:
+- Required page size:
+- Required orientation:
+- Naming rules:
+- Merge/split rules:
+- OCR rules:
+- Validation rules:
+- Output destination:
+
+## Retention
+
+| File Type | Retention Period | Cleanup Method | Owner |
+| --- | --- | --- | --- |
+| Input files | Unknown | Unknown | Unknown |
+| Output files | Unknown | Unknown | Unknown |
+| Logs | Unknown | Unknown | Unknown |
+| Error files | Unknown | Unknown | Unknown |
+
+## Reprocessing Principles
+
+Before rerunning a job, identify:
+
+- original input file
+- output files from the failed or partial run
+- database records created or changed
+- archive state
+- downstream systems already notified
+- duplicate risks
+
+Do not rerun a job until duplicate and partial-processing risks are understood.
+
+## Security And Privacy
+
+- Do not put customer data samples in documentation unless they are sanitized.
+- Do not commit credentials or connection strings.
+- Document where configuration lives without exposing secret values.
+- Avoid copying full production paths if they reveal sensitive structure; use environment labels when needed.

docs/kci-processing-jobs/job-inventory.md

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+# KCI Processing Job Inventory
+
+Use this file as the high-level map of KCI processing jobs.
+
+Do not put full procedures here. Link to the detailed runbook for each job.
+
+| Job | Purpose | Trigger | Schedule | Environment | Owner | Runbook | Status |
+| --- | --- | --- | --- | --- | --- | --- | --- |
+| Mail Manager | Unknown | Unknown | Unknown | Unknown | Unknown | [Runbook](jobs/mail-manager.md) | Draft |
+| Purple Envelope | Unknown | Unknown | Unknown | Unknown | Unknown | [Runbook](jobs/purple-envelope.md) | Draft |
+
+## Status Values
+
+- `Draft`: runbook exists but facts are incomplete.
+- `Verified`: runbook was reviewed by someone familiar with the job.
+- `Needs Review`: job has changed or important facts are uncertain.
+- `Deprecated`: job no longer runs but is kept for history.
+
+## Inventory Checklist
+
+For each job, confirm:
+
+- [ ] Purpose is known.
+- [ ] Trigger is known.
+- [ ] Schedule is known.
+- [ ] Runtime location is known.
+- [ ] Inputs are documented.
+- [ ] Outputs are documented.
+- [ ] Success criteria are documented.
+- [ ] Failure handling is documented.
+- [ ] Reprocessing rules are documented.
+- [ ] Owner or escalation contact is documented.

docs/kci-processing-jobs/job-runbook-template.md

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+# Job Name
+
+Status: Draft
+
+## Purpose
+
+What business or operational outcome does this job produce?
+
+## Owner
+
+- Primary owner:
+- Backup owner:
+- Escalation contact:
+
+## Summary
+
+Short explanation of what the job does in plain language.
+
+## Trigger
+
+How does the job start?
+
+- Scheduled task:
+- SQL Agent job:
+- Service:
+- Script:
+- Manual action:
+- Application-triggered:
+- Other:
+
+## Schedule
+
+- Frequency:
+- Expected start time:
+- Expected duration:
+- Time zone:
+- Blackout windows:
+
+## Runtime Location
+
+- Server/workstation:
+- Application:
+- Script path:
+- Working directory:
+- Account/context:
+
+Do not document passwords or secrets.
+
+## Inputs
+
+| Input | Location | Format | Required | Notes |
+| --- | --- | --- | --- | --- |
+| Unknown | Unknown | Unknown | Unknown | Unknown |
+
+## Outputs
+
+| Output | Location | Format | Recipient/System | Notes |
+| --- | --- | --- | --- | --- |
+| Unknown | Unknown | Unknown | Unknown | Unknown |
+
+## Dependencies
+
+- File shares:
+- Databases:
+- External systems:
+- Printers:
+- Email:
+- Third-party tools:
+- Permissions:
+- Network access:
+
+## Processing Steps
+
+Document the expected flow.
+
+```text
+INPUT
+   ↓
+VALIDATION
+   ↓
+PROCESSING
+   ↓
+OUTPUT
+   ↓
+ARCHIVE / CLEANUP
+   ↓
+VERIFICATION
+```
+
+## Success Criteria
+
+How do we know the job worked?
+
+- Expected files created:
+- Expected records updated:
+- Expected logs:
+- Expected notifications:
+- Expected downstream result:
+
+## Failure Modes
+
+| Failure | Symptom | Likely Cause | First Check | Escalation |
+| --- | --- | --- | --- | --- |
+| Unknown | Unknown | Unknown | Unknown | Unknown |
+
+## Troubleshooting
+
+1. Check whether the job started.
+2. Check the latest log.
+3. Check input files exist and match expected naming/format.
+4. Check permissions and file locks.
+5. Check downstream/output location.
+6. Check whether the job can be safely rerun.
+
+## Reprocessing Rules
+
+- Can this job be rerun safely?
+- What must be cleaned up before rerun?
+- What files or records indicate a partial run?
+- What duplicate risks exist?
+- Who approves reprocessing?
+
+## Retention / Cleanup
+
+- Input retention:
+- Output retention:
+- Archive location:
+- Cleanup schedule:
+- Backup requirements:
+
+## Security Notes
+
+- Sensitive data handled:
+- Access restrictions:
+- Secrets/configuration location:
+- Logging restrictions:
+
+Do not include secrets in this runbook.
+
+## Change History
+
+| Date | Change | Author |
+| --- | --- | --- |
+| YYYY-MM-DD | Initial draft | Unknown |

docs/kci-processing-jobs/jobs/mail-manager.md

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+# Mail Manager
+
+Status: Draft
+
+## Purpose
+
+Unknown.
+
+Initial note: this job/process may need scheduled backup and/or deletion of Mail Manager jobs.
+
+## Owner
+
+- Primary owner: Unknown
+- Backup owner: Unknown
+- Escalation contact: Unknown
+
+## Summary
+
+Unknown.
+
+## Trigger
+
+- Scheduled task: Unknown
+- SQL Agent job: Unknown
+- Service: Unknown
+- Script: Unknown
+- Manual action: Unknown
+- Application-triggered: Unknown
+- Other: Unknown
+
+## Schedule
+
+- Frequency: Unknown
+- Expected start time: Unknown
+- Expected duration: Unknown
+- Time zone: Unknown
+- Blackout windows: Unknown
+
+## Runtime Location
+
+- Server/workstation: Unknown
+- Application: Unknown
+- Script path: Unknown
+- Working directory: Unknown
+- Account/context: Unknown
+
+Do not document passwords or secrets.
+
+## Inputs
+
+| Input | Location | Format | Required | Notes |
+| --- | --- | --- | --- | --- |
+| Mail Manager jobs | Unknown | Unknown | Unknown | Need to define source and selection criteria. |
+
+## Outputs
+
+| Output | Location | Format | Recipient/System | Notes |
+| --- | --- | --- | --- | --- |
+| Backup/archive | Unknown | Unknown | Unknown | Need to define backup destination and retention. |
+
+## Dependencies
+
+- File shares: Unknown
+- Databases: Unknown
+- External systems: Unknown
+- Permissions: Unknown
+- Network access: Unknown
+
+## Processing Steps
+
+Draft expected flow:
+
+```text
+identify eligible Mail Manager jobs
+   ↓
+backup/archive selected jobs
+   ↓
+verify backup exists and is usable
+   ↓
+delete or mark original jobs according to retention rule
+   ↓
+log result
+```
+
+## Success Criteria
+
+- Selected jobs are backed up before deletion.
+- Backup location contains expected job data.
+- Deleted jobs match the approved criteria.
+- Job history/logs show success.
+- No unexpected jobs are removed.
+
+## Failure Modes
+
+| Failure | Symptom | Likely Cause | First Check | Escalation |
+| --- | --- | --- | --- | --- |
+| Backup fails | Jobs are not archived | Path, permissions, disk space, lock | Check backup destination and logs | Unknown |
+| Delete criteria wrong | Too many or too few jobs selected | Missing retention rule | Review selection query/path/filter | Unknown |
+| Scheduled task fails | Cleanup does not run | Task disabled, credentials, path | Check task history | Unknown |
+
+## Troubleshooting
+
+1. Check scheduled task history.
+2. Confirm source job location.
+3. Confirm backup location is reachable.
+4. Confirm selection/deletion criteria.
+5. Confirm backup verification method.
+6. Confirm whether partial cleanup occurred.
+
+## Reprocessing Rules
+
+- Can this job be rerun safely? Unknown.
+- What must be cleaned up before rerun? Unknown.
+- What duplicate risks exist? Unknown.
+- Who approves reprocessing? Unknown.
+
+## Retention / Cleanup
+
+- Input retention: Unknown
+- Output retention: Unknown
+- Archive location: Unknown
+- Cleanup schedule: Unknown
+- Backup requirements: Unknown
+
+## Security Notes
+
+- Sensitive data handled: Unknown
+- Access restrictions: Unknown
+- Secrets/configuration location: Unknown
+- Logging restrictions: Do not log credentials or sensitive content.
+
+## Open Questions
+
+- What exactly counts as a Mail Manager job?
+- Where are Mail Manager jobs stored?
+- What should be backed up?
+- Where should backups go?
+- What retention rule determines deletion?
+- Should deletion run automatically or require manual approval at first?
+- How should backup integrity be verified?
+
+## Change History
+
+| Date | Change | Author |
+| --- | --- | --- |
+| 2026-09-01 | Initial draft scaffold | Codex |

docs/kci-processing-jobs/jobs/purple-envelope.md

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+# Purple Envelope
+
+Status: Draft
+
+## Purpose
+
+Unknown.
+
+Initial note: Loc needs to run the Purple Envelope jobs, and the process has unresolved weirdness that needs diagnosis.
+
+## Owner
+
+- Primary owner: Unknown
+- Backup owner: Unknown
+- Escalation contact: Unknown
+- Team member involved: Loc
+
+## Summary
+
+Unknown.
+
+## Trigger
+
+- Scheduled task: Unknown
+- SQL Agent job: Unknown
+- Service: Unknown
+- Script: Unknown
+- Manual action: Unknown
+- Application-triggered: Unknown
+- Other: Unknown
+
+## Schedule
+
+- Frequency: Unknown
+- Expected start time: Unknown
+- Expected duration: Unknown
+- Time zone: Unknown
+- Blackout windows: Unknown
+
+## Runtime Location
+
+- Server/workstation: Unknown
+- Application: Unknown
+- Script path: Unknown
+- Working directory: Unknown
+- Account/context: Unknown
+
+Do not document passwords or secrets.
+
+## Inputs
+
+| Input | Location | Format | Required | Notes |
+| --- | --- | --- | --- | --- |
+| Unknown | Unknown | Unknown | Unknown | Need to identify files or batches processed by Purple Envelope. |
+
+## Outputs
+
+| Output | Location | Format | Recipient/System | Notes |
+| --- | --- | --- | --- | --- |
+| Unknown | Unknown | Unknown | Unknown | Need to identify expected output. |
+
+## Dependencies
+
+- File shares: Unknown
+- Databases: Unknown
+- External systems: Unknown
+- PDF tooling: Unknown
+- Permissions: Unknown
+- Network access: Unknown
+- Team member access/setup: Loc
+
+## Processing Steps
+
+Draft expected flow:
+
+```text
+receive or identify Purple Envelope input
+   ↓
+run expected job/process
+   ↓
+produce output
+   ↓
+verify output
+   ↓
+archive or hand off result
+```
+
+## Success Criteria
+
+- Loc can start the expected Purple Envelope job.
+- The job runs without unexpected errors.
+- Expected output is created.
+- Output is validated.
+- Any downstream handoff completes.
+- The weird behavior is either resolved or documented with a known workaround.
+
+## Failure Modes
+
+| Failure | Symptom | Likely Cause | First Check | Escalation |
+| --- | --- | --- | --- | --- |
+| Loc cannot run job | Job does not start or fails immediately | Access, setup, permissions, path, missing dependency | Compare Loc setup to known-good setup | Unknown |
+| Weird process behavior | Unexpected output or inconsistent run | Unknown | Capture exact step, input, output, and logs | Unknown |
+| Output missing | Job completes but files are absent | Wrong destination, permission, failed processing | Check logs and output path | Unknown |
+
+## Troubleshooting
+
+1. Ask Loc to capture the exact failure point.
+2. Record the input/batch used.
+3. Record the command, UI step, or job trigger Loc used.
+4. Compare Loc's environment/access to a known-good environment.
+5. Check logs for the same time window.
+6. Confirm expected output path and file naming.
+7. Decide whether this is a setup issue, data issue, process issue, or code issue.
+
+## Reprocessing Rules
+
+- Can this job be rerun safely? Unknown.
+- What must be cleaned up before rerun? Unknown.
+- What duplicate risks exist? Unknown.
+- Who approves reprocessing? Unknown.
+
+## Retention / Cleanup
+
+- Input retention: Unknown
+- Output retention: Unknown
+- Archive location: Unknown
+- Cleanup schedule: Unknown
+- Backup requirements: Unknown
+
+## Security Notes
+
+- Sensitive data handled: Unknown
+- Access restrictions: Unknown
+- Secrets/configuration location: Unknown
+- Logging restrictions: Do not log credentials or sensitive content.
+
+## Open Questions
+
+- What does Purple Envelope process?
+- What command, application, or scheduled job runs it?
+- What does Loc need in order to run it?
+- What is the exact weirdness?
+- Is there a known-good machine/user/process for comparison?
+- What output proves the job succeeded?
+- Can the job be rerun safely after a failed attempt?
+
+## Change History
+
+| Date | Change | Author |
+| --- | --- | --- |
+| 2026-09-01 | Initial draft scaffold | Codex |

docs/kci-processing-jobs/troubleshooting-guide.md

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+# KCI Processing Jobs Troubleshooting Guide
+
+Use this guide when a processing job fails, behaves strangely, or produces unexpected output.
+
+## First Questions
+
+1. Which job failed?
+2. Which environment failed?
+3. When did it last succeed?
+4. What input file or batch was involved?
+5. Did the job start, partially run, or never start?
+6. What changed recently?
+
+## Initial Checks
+
+- Confirm the trigger ran.
+- Check the job history or scheduled task history.
+- Check logs for the failed time window.
+- Confirm input files exist.
+- Confirm files are not locked.
+- Confirm expected output location is reachable.
+- Confirm the job account has required permissions.
+- Confirm disk space is sufficient.
+- Confirm required downstream systems are available.
+
+## File Processing Checks
+
+- File name matches expected pattern.
+- File extension is expected.
+- File size is reasonable.
+- File is not empty.
+- File is not still being copied.
+- File encoding or format is expected.
+- PDF can be opened and is not corrupt.
+- Required pages, forms, or records are present.
+
+## Scheduled Task Checks
+
+- Task is enabled.
+- Trigger is correct.
+- Last run time matches expectation.
+- Last run result is understood.
+- Run account is correct.
+- Working directory is correct.
+- Script path is correct.
+- Arguments are correct.
+- Highest privileges setting is correct when needed.
+- Network paths are accessible from the task account.
+
+## Safe Recovery
+
+Before rerunning:
+
+- identify whether output was partially created
+- identify whether database records were changed
+- identify whether files were moved or archived
+- identify whether downstream notifications were sent
+- confirm duplicate-processing risk
+- confirm who approves the rerun
+
+## Escalation Notes
+
+Escalate when:
+
+- customer-facing output is wrong
+- production data may be duplicated or missing
+- credentials or permissions appear broken
+- the job is repeatedly failing
+- the recovery path is unclear
+- rerunning could create duplicates
+
+## Incident Notes Template
+
+```text
+Date/time:
+Job:
+Environment:
+Input/batch:
+Observed symptom:
+Expected result:
+Last known successful run:
+Recent changes:
+Checks performed:
+Current state:
+Next action:
+Owner:
+```