Document Type: Standard
Status: Governance Standard
Authority: MWMS HeadOffice
Applies To: Entire MWMS ecosystem
Version: v1.2
Last Reviewed: 2026-03-15
Parent: MWMS Canon
Purpose
The MWMS Decision Record System defines how important decisions within the MWMS ecosystem are documented and preserved.
The system ensures that decisions are recorded together with the reasoning that led to them.
This allows the organisation to:
• maintain institutional memory
• review past strategies
• learn from successes and failures
• support data-driven decision making
Scope
This standard applies to:
• major decisions affecting the MWMS ecosystem
• cross-brain strategic and structural decisions
• documented reasoning behind important decisions
• long-term storage and review of formal decisions
• traceability between decisions and later structural changes
This document governs when Decision Records are required, what they must contain, and how they support organisational memory.
It does not govern:
• routine operational micro-decisions
• canon editing rules by themselves
• capital allocation authority by itself
• brain-specific operating procedures by themselves
• task execution logging by itself
• implementation of storage systems by itself
Those remain governed by HeadOffice, Finance Brain, the Canon Editing Protocol, task systems, and related MWMS governance documents.
Definition / Rules
Core Principle
Important decisions must never rely solely on memory or conversation.
Decisions must be documented in a Decision Record.
Each record captures:
• the decision made
• the reasoning behind the decision
• the data used
• the expected outcome
This creates a permanent organisational memory.
Decision Authority
Decision Records may originate from:
• Human Executive Authority
(Martyn Walker & M)
• HeadOffice
• authorised Brains operating within their scope
All decisions affecting the MWMS ecosystem must be recorded.
When a Decision Record Is Required
A Decision Record should be created when decisions involve:
• strategic direction
• new system architecture
• Brain creation or retirement
• major marketing strategies
• financial commitments
• significant operational changes
Routine operational decisions do not require a formal record.
Decision Record Structure
Each Decision Record must contain the following fields:
• Decision ID
• Decision Date
• Decision Authority
• Affected Brain(s)
• Decision Summary
• Reasoning
• Data or Evidence Used
• Expected Outcome
• Decision Status
• Review Outcome
These fields ensure that each decision is fully traceable and can be reviewed over time.
Decision Status
Each Decision Record must include a status classification.
Possible statuses include:
• Active
• Superseded
• Reversed
This allows the organisation to track which decisions remain in force.
Review Outcome
When a decision is reviewed, the outcome should be recorded.
Possible outcomes include:
• Confirmed
• Needs Adjustment
• Failed
This supports long-term organisational learning.
Example Decision Record
Decision ID
DR-2026-001
Decision Date
2026-03-05
Decision Authority
HeadOffice
Affected Brains
Affiliate Brain
Media Buying Brain
Decision Summary
Adopt structured offer testing methodology for affiliate campaigns.
Reasoning
Previous testing lacked standardisation, resulting in inconsistent performance evaluation.
Data or Evidence Used
Campaign performance reports from prior testing cycles.
Expected Outcome
Improved campaign evaluation and more consistent scaling decisions.
Decision Status
Active
Review Outcome
Pending
Decision Storage
Decision Records should be stored in a central location where they can be easily reviewed.
Possible storage methods include:
• HeadOffice reporting system
• system database records
• structured documentation
The storage system must allow future retrieval and review.
Decision Review
Important decisions may be reviewed periodically to evaluate outcomes.
During review, the following questions should be asked:
• Did the expected outcome occur?
• Were the assumptions correct?
• What lessons can be learned?
These insights support continuous improvement within the MWMS ecosystem.
Canon Integration
If a Decision Record results in structural change to MWMS governance or architecture, the associated Canon Change Log entry must reference the Decision ID.
This ensures traceability between strategic decisions and structural system changes.
Governance Rule
Major decisions affecting the MWMS ecosystem must be recorded.
Failure to document decisions may result in:
• loss of organisational knowledge
• repeated mistakes
• unclear strategic direction
The Decision Record System protects the ecosystem from these risks.
Outcome
The MWMS Decision Record System creates a structured memory for the MWMS organisation.
It allows the system to learn from experience and refine future strategies.
This transforms MWMS from a collection of tools into a knowledge-driven organisation.
Final Rule
If a decision is important enough to shape structure, strategy, capital, or long-term direction, it is important enough to record.
Undocumented major decisions are governance weakness.
Drift Protection
The system must prevent:
• major decisions being left in chat, memory, or conversation only
• strategic changes occurring without a retrievable decision record
• reasoning being lost after implementation
• outcomes being judged later without knowing the original assumptions
• structural changes occurring without Decision ID traceability
• repeated mistakes caused by missing institutional memory
Decision memory must remain explicit, reviewable, and durable.
Architectural Intent
MWMS – Decision Record System exists to preserve formal organisational memory across the MWMS ecosystem.
Its role is to ensure that important decisions are not just made, but captured with context, evidence, expectation, and reviewability so MWMS can compound learning instead of repeatedly rediscovering the same lessons.
Change Log
Version: v1.2
Date: 2026-03-15
Author: MWMS HeadOffice
Change: Rebuilt page to align with the locked MWMS document standard for this cleanup pass. Preserved the original purpose, core principle, decision authority model, record triggers, record structure, status and review classifications, example record, storage logic, review process, Canon integration rule, governance rule, and intended organisational outcome. Added Document Type, Parent, Scope, Definition / Rules structure, Final Rule, Drift Protection, and Architectural Intent sections.
Version: v1.1
Date: 2026-03-13
Author: MWMS HeadOffice
Change: Structured governance version of the MWMS Decision Record System defining how important decisions are documented and preserved.
Version: v1.0
Date: Earlier version
Author: MWMS HeadOffice
Change: Initial concept for a formal decision memory system inside MWMS.
END – MWMS – DECISION RECORD SYSTEM v1.2