AI Memory Setup Checklist

Updated January 2026 | 7 min read

This is the reference list for building file-based AI memory. Use it to set up your vault correctly the first time, or to audit an existing setup that isn't working properly.

Work through each section in order. Each step builds on the previous one. Skip something and you'll hit problems later.

Software Installation Checklist

□ Install Obsidian from obsidian.md
□ Create new vault in accessible location (Documents or Desktop, not buried deep)
□ Install Node.js if not already installed (required for Claude Code)
□ Install Claude Code following Anthropic's documentation
□ Test Claude Code can run from terminal
□ Verify Claude Code can access your vault folder

Folder Structure Checklist

□ Create root-level folders for major domains (3-6 folders maximum at start)
□ Name folders clearly with no special characters except hyphens and underscores
□ Keep structure flat initially (no nested sub-folders yet)
□ Create one folder for each distinct area where Claude will help

Common business folder structures:
- Clients
- Projects
- SOPs (Standard Operating Procedures)
- Brand
- Products
- Team

Common personal folder structures:
- Work
- Projects
- Learning
- Household
- Health
- Finance

CLAUDE.md Master File Checklist

□ Create CLAUDE.md file at vault root (exact filename, all caps)
□ Include WHO section (your name, role, relevant background)
□ Include WHAT section (list of domains with descriptions)
□ Include HOW section (rules, voice guidelines, preferences)
□ Include NOW section (current state, active work, recent changes)
□ Include KEY FILES section (links to important reference files)
□ Keep total length under 3,000 words initially
□ Use markdown headers (##) for sections
□ Use bullet points for lists, not long paragraphs
□ Test file by asking Claude to read it and summarize

Domain Context Files Checklist

□ Create _context.md file in each domain folder
□ Include domain description (what this folder contains)
□ Include naming conventions for files in this domain
□ Include domain-specific rules or guidelines
□ Include list of active items (clients, projects, etc.) with one-line descriptions
□ Keep each _context.md file under 1,000 words
□ Link to detailed files for complex information (don't put everything in _context.md)

Individual Record Files Checklist

For client files:
□ Client name as filename (FirstLast.md or CompanyName.md)
□ Contact information
□ Project scope or services provided
□ Client preferences and requirements
□ Communication history (major decisions only)
□ Current status and next steps

For project files:
□ Project name as filename (descriptive, no jargon)
□ Project goal and scope
□ Timeline and milestones
□ Current status
□ Blockers or open questions
□ Next actions

For SOP files:
□ Process name as filename
□ When to use this process
□ Step-by-step instructions
□ Tools and systems involved
□ Common variations or exceptions
□ Expected output or completion criteria

Naming Convention Checklist

□ Use consistent filename format across all files
□ No spaces in filenames (use hyphens or CamelCase)
□ No special characters except hyphens and underscores
□ Date format consistent (recommend YYYY-MM-DD)
□ Prefixes consistent if used (e.g., all client files start with "Client-")
□ File extensions always .md for markdown files

Good filenames:
- JohnSmith.md
- Website-Redesign-Project.md
- Client-Onboarding-SOP.md
- 2026-01-28-Meeting-Notes.md

Bad filenames:
- john smith.md (spaces)
- Project #2.md (special characters)
- SOP (old).md (ambiguous)
- notes.md (too generic)

Content Format Checklist

□ Use markdown headers for sections (##, ###)
□ Use bullet points for lists
□ Use bold for emphasis, not ALL CAPS
□ Keep paragraphs short (3-4 sentences max)
□ Use horizontal rules (---) to separate major sections
□ Include dates when referencing time-sensitive information
□ Use [[wiki-links]] to reference other files in vault

Testing Checklist

□ Start Claude Code session
□ Ask Claude to read CLAUDE.md and summarize
□ Test 3-4 domain-specific requests that require reading different files
□ Verify Claude can find and read _context.md files
□ Verify Claude can find and read individual record files
□ Test a request that requires Claude to reference multiple files
□ Test asking Claude to write a new file to your vault
□ Verify written files appear in Obsidian correctly

Maintenance Setup Checklist

□ Set calendar reminder for weekly vault review
□ Create habit of updating NOW section after significant sessions
□ Decide on backup method (cloud sync, git, manual backup)
□ Test backup and restore process once
□ Set up version control (optional but recommended)
□ Document your naming conventions somewhere in vault
□ Create template files for repeating record types

Security Checklist

□ Decide what information is too sensitive for vault
□ Create separate file for sensitive references (not synced to cloud)
□ Remove any passwords or API keys from plain text files
□ Verify cloud sync settings if using Dropbox, iCloud, or Google Drive
□ Test that .obsidian folder is included in sync (contains settings)
□ Set up encryption for sensitive files if needed
□ Review and remove any accidentally included sensitive data

Common Setup Problems and Fixes

Problem: Claude can't find files
□ Check file paths are correct (absolute paths in commands)
□ Check filename spelling and capitalization
□ Verify vault location is accessible from terminal
□ Test by manually navigating to file in terminal

Problem: Claude's responses don't reflect vault information
□ Check Claude is actually reading the files (ask Claude to quote from them)
□ Verify CLAUDE.md instructs Claude to read vault files
□ Test with explicit "read this file" commands
□ Check file contents are formatted properly (markdown works)

Problem: Information gets stale quickly
□ Set up end-of-session update habit
□ Create weekly review calendar reminder
□ Keep NOW section visible and easy to edit
□ Use date stamps on time-sensitive information

Problem: Vault becomes too complex
□ Review and archive old files monthly
□ Keep _context.md files focused (move details to separate files)
□ Limit folder depth (avoid deep nesting)
□ Remove duplicate or redundant information

Success Indicators

After two weeks, you should see:
□ Conversations start faster (no context re-explanation)
□ Claude makes fewer context errors
□ Less repetition across conversations
□ Claude's suggestions align better with your actual needs

After two months, you should see:
□ Vault has grown with new files and information
□ Update habits are established
□ Claude rarely asks for basic context
□ You reference the vault yourself for information