feat(kb-management): name/acronym gate + entity-creation trigger + staleness observability

CHANGELOG.md

@@ -9,6 +9,7 @@ this project adheres to [Semantic Versioning](https://semver.org/).
 ### Added
 - **Email inbound-scan hardening** (`phases/connectors/email.md`) — three rules upstreamed from accumulated instance experience: **Automated-Alert Triage** (credential/token-expiry, quota/spend-threshold, usage, billing, and maintenance alerts are 🟢 Watching by default — promoted only on imminent functional impact, never on alarm-word tone); and **Drill Active Threads — Don't Trust the Snippet** (a search snippet previews one message, often not the latest — fetch the full thread before asserting "no reply"/"awaiting X"/"unanswered"; threads tied to an open item are mandatory drills).
 - **Action-items prioritization + task-query hardening** (`phases/core/action-items.md`) — two rules upstreamed from accumulated instance experience: a **Deadline-Distance Ceiling** (urgency is *capped* by deadline distance — 30+ days → 🟢 max, 7–30 → 🟡 max, <7 → eligible for 🔴, <3 → 🔴 when the next action is the user's; evaluate the real deadline, never the source's alarm-word tone; deprecation notices stay 🟢 until ~2–3 weeks out), and a **terminal-status filter on the ontology task query** (`query --type task --exclude-status "completed,cancelled"` instead of a bare query, so completed/cancelled task entities stop resurfacing as open work; documents the supported `--domain` / `--status` / `--deadline-before` filters).
+- **KB-management hardening** (`phases/core/kb-management.md`) — three rules upstreamed from accumulated instance experience: **Never Guess a Name or Acronym Expansion** (cite the full form from a primary source or leave it abbreviated `[unverified]` — never invent a plausible expansion, which reads as fact and propagates); an **entity-creation trigger** (mint a new entity file when a person/org/technology recurs across 3+ independent sources — enriching existing files is not a substitute for creating missing ones); and **staleness-observability + search-depth** freshness rules (every file carries a machine-readable `last_updated:` so a scan can rank and a driver can queue stale files — opportunistic-only refresh lets the long tail rot; and don't scope completeness searches to a fixed channel set / `from:me` filters — a known-to-exist fact your scan missed is a search-depth miss, not an absence).
 
 ## [0.7.2] - 2026-06-22
 

phases/core/kb-management.md

@@ -75,6 +75,12 @@ The KB is the **persistent memory** of this system. Action items are ephemeral (
 4. Add any new people to `people.md`
 5. Add any new issues to the issue tracker file
 
+**Create a new entity file (`knowledge-base/people/`, `ontology/entities/`) when:**
+- A person, organization, or technology **recurs across 3+ independent sources** (e.g. named in two meetings and a message thread, or an issue + a PR + a calendar invite). Recurrence at that threshold means it's a real entity worth tracking, not a one-off mention — the trigger is the recurrence itself; don't wait to be told.
+- It has relationships worth tracking (who it works with, what it depends on, which projects it touches).
+
+Enriching the files you already have is **not** a substitute for minting the ones you're missing: a run that goes deep on existing entities but never creates one for a person/org/tech that has clearly crossed the recurrence threshold leaves a structural gap in the graph.
+
 **Do NOT create a new file when:**
 - A topic is just a sub-item of an existing project (add it to that project's file instead)
 - It's a one-off task with no ongoing context (that's an action item, not a KB entry)
@@ -105,6 +111,10 @@ Every KB file should have a "Last updated" or "Last verified" line. The standard
 
 During consolidation KB audits, **prioritize the stalest high-priority files** when choosing what to audit.
 
+**Make staleness observable, don't just assert it.** The table above is only enforceable if each file's age is machine-readable: every KB file should carry a `last_updated:` property (and, where possible, its latest-commit date) — not just a prose "Last updated" line — so a scan can rank files by staleness and a refresh driver can queue the over-threshold ones. Freshness enforced *opportunistically* — a file refreshed only when a run happens to touch its project — lets the long tail rot: files with no recent connector activity never get picked, and nothing in the system ever *sees* them aging.
+
+**Widen discovery beyond a fixed net.** A material fact can land in an unwatched channel, an off-keyword phrasing, or a source you don't routinely scan — so don't scope KB-completeness searches to a fixed channel set or to `from:me`-style filters alone. When a fact is known to exist (referenced in a meeting, a message, or by {{USER_NAME}}) but your scan didn't surface it, treat that as a *search-depth miss*, not an absence: broaden the query (other channels, both directions, alternate terms) until you find it.
+
 ### Review Queue — `knowledge-base/review-queue.md`
 
 **When you are uncertain about something, DO NOT write it to the KB. Put it in the review queue instead.** {{USER_NAME}} will verify it and either approve it into the KB or reject it.
@@ -143,6 +153,10 @@ When writing KB content, use these markers:
 - **[contradicted]** = two sources disagree; both claims noted with sources cited — always add to review queue
 - **[speculative]** = an inferred causal/contributory link that no single source actually states; allowed only with this marker (see Causal-Claim Gate)
 
+### Never Guess a Name or Acronym Expansion
+
+When you encounter an acronym, an abbreviation, or a partial/initialled name, **never expand it from a guess** — a plausible-but-wrong expansion reads as fact and propagates across the KB. Cite the **full form from a primary source** (the sender's signature, an org's own site or docs, an issue/PR body, a calendar invite, the person's own message), or leave the token in its original abbreviated form marked `[unverified]`. The failure mode is inventing a confident full name for an acronym that actually stands for something else entirely. This applies equally to organization names, product/codenames, team names, and people's full names. If {{USER_NAME}} corrects an expansion, record the correct full form so it resolves next time.
+
 ### Causal-Claim Gate
 
 Any statement asserting that one issue / PR / metric / event **caused, contributed to, blocked, or drove** another is a high-risk inference — it reads as fact but is usually the run's own synthesis. Before writing such a cross-entity causal claim (in the KB or a DM):