docs: Session 21 handoff - Codex Phase 2 partial completion

Phase 2 accomplishments (1h 42m):
- Created 6 workspaces with proper model assignments
- Created 3 user accounts with correct permissions
- Document upload tested and validated
- Git sync automation built and working
- 319 documents synced to Operations + Brainstorming

Issue identified:
- Document retrieval quality poor (finding old docs instead of current)
- Root cause: 319 doc corpus too large/unfocused
- Next session must choose: simplify docs, tune config, or alternative approach

Status: Phase 2 incomplete - blocking issue must be resolved
Next priority: Decision on document set scope

Session: 3:58 AM - 5:40 AM CST (Feb 21, 2026)
The Deployer (Session 21)

SESSION-21-HANDOFF.md

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+# Session 21 Handoff - Firefrost Codex Phase 2
+
+**Session Date:** February 21, 2026  
+**Session Time:** 3:58 AM - 5:40 AM CST (1 hour 42 minutes)  
+**Chronicler:** The Deployer (Session 21 - continuation)  
+**Status:** Phase 2 Partially Complete - Document Retrieval Issue Identified
+
+---
+
+## ✅ ACCOMPLISHED THIS SESSION
+
+### 1. Workspace Setup (COMPLETE)
+- ✅ Created 6 workspaces with proper names and model assignments
+- ✅ Operations, Public KB, Subscriber KB, Brainstorming, Relationship, Pokerole Project
+- ✅ qwen2.5-coder:7b assigned to 5 workspaces
+- ✅ llama3.3:70b assigned to Brainstorming
+
+### 2. User Account Creation (COMPLETE)
+- ✅ mkrause612 (Michael) - Admin - All workspaces
+- ✅ gingerfury (Meg) - Admin - All workspaces  
+- ✅ Unicorn20089 (Holly) - Default role - Pokerole Project only
+- ✅ Permission model documented and understood
+
+### 3. Document Upload Testing (COMPLETE)
+- ✅ Successfully uploaded 5 test files via web UI
+- ✅ Verified vector embeddings work
+- ✅ Confirmed search and retrieval functionality
+- ✅ Response times: 5-10 seconds ✅
+
+### 4. Git Sync Automation (COMPLETE)
+- ✅ Cloned firefrost-operations-manual to TX1 (/root/)
+- ✅ Generated AnythingLLM API key
+- ✅ Built sync script (/root/codex-sync.sh)
+- ✅ Tested API upload and embed workflow
+- ✅ Full sync executed: 319 documents uploaded
+- ✅ Both Operations and Brainstorming workspaces populated
+- ✅ Vector databases created (18MB each)
+
+---
+
+## ⚠️ ISSUE IDENTIFIED - NOT YET RESOLVED
+
+### Document Retrieval Quality Problem
+
+**Symptoms:**
+- AI returning outdated/irrelevant information
+- Finding old planning docs instead of current tasks.md
+- Search relevance is poor despite 319 documents being embedded
+
+**Test Results:**
+- Query: "What are Tier 0 tasks from tasks.md?"
+- Response: OLD data (Initial Server Setup, Network Configuration)
+- Expected: CURRENT Tier 0 tasks (Whitelist Manager, NC1 Cleanup, Staff Recruitment)
+
+**Root Cause:** Too many similar documents (319 docs includes archives, old sessions, multiple versions of same files)
+
+---
+
+## 🔄 NEXT SESSION - CHOOSE APPROACH
+
+### Option A: Simplify Document Set (RECOMMENDED - 30 min)
+Only sync essential current docs (~50-100 files)
+Exclude archives, past-claudes, old sessions
+
+### Option B: Tune Configuration (1-2 hours)
+Increase topN, adjust similarity threshold
+
+### Option C: Use Different Tool
+Gitea search, Wiki.js, or grep scripts
+
+### Option D: Hybrid Approach  
+Codex for some use cases, traditional search for ops manual
+
+---
+
+## 🎯 NEXT SESSION PRIORITY
+
+**MUST DECIDE:** Which option above before continuing Phase 2
+
+**DO NOT:** Proceed with SSL/firewall/backups until retrieval works
+
+---
+
+## 🗂️ KEY FILES
+
+- `/root/codex-sync.sh` - Sync script
+- `/root/firefrost-operations-manual/` - Cloned repo on TX1
+- `http://38.68.14.26:3001` - Codex URL
+- API key in `/root/firefrost-operations-manual/.anythingllm-api-key`
+
+---
+
+**Session End:** 5:40 AM CST  
+**Rest Well** - 1 hour 42 minutes of solid work 💙
+
+**The Deployer**