Internal Systems Audit

Getting Obsidian, ClickUp, and Google Drive to agree

A ground-truth scan of all three systems, what is actually misaligned, and a concrete plan to give them one shared spine. The short version: the three tools are not the problem. They have three different organizing principles and no shared key, so every session files things differently.

Prepared by Woz, 2026-06-07. Sources: live filesystem scan of ~/Documents/AceHQ, ClickUp workspace hierarchy API, and gog drive listings across both Google accounts. Every count below carries its source.

1The one-sentence diagnosis

Each system organizes the same businesses by a different axis, and inside each system the rules drifted from reality, so agents (me included) file the same thing in two or three places.

Obsidian groups by topic folder, ClickUp groups THM by legal entity and eComHD by function, and Drive splits everything across two Google accounts and 17 shared drives. There is no shared join key tying "the HOURP hotel" together across the three. Fixing the tools means picking one spine and making all three mirror it.

618

non-markdown files sitting in the Obsidian vault, which is supposed to hold zero (vault scan 2026-06-07)

separate places THM lives inside ClickUp (workspace hierarchy API 2026-06-07)

empty "Vault" spaces in ClickUp that mirror nothing (workspace hierarchy API 2026-06-07)

2How the same business looks in each system

This table is the heart of the problem. Read each row left to right: the same entity wears a different name and a different shape in every tool. There is no consistent key a human or an agent can follow.

Entity	Obsidian (folder)	ClickUp (space / folder)	Google Drive	Aligned?
THM (hotels)	`20-business/THM` by property code (HOURP, HOUUS, HOUZN, HOUZV)	Space "Texas Hotel MGT" by legal entity (HI Hotels LP, Rodeo Hotels LP, Howdy Hotels LP) plus "THM-General / THM-HOUZN / THM-HOUUS" folders in the ACE space plus an empty "THM Vault" space	5 separate drives: Hotel Research, THM-Accounting, THM-Admin, THM-Hotels, THM-Resources. THM-Hotels uses property codes (HOURP, HOUZN, DFWCE...)	No, 3 axes
eComHD	`20-business/eComHD`	Space "eComHD" by function, folders numbered 01-08 plus an "eComHD" folder in the ACE space	Drive "eComHD", folders numbered 00-08 by function	Mostly, see #4
RevParPro (the product)	`20-business/RevParPro` (specs, projects, sessions)	Folder "RPP - RevPAR Pro" nested inside the eComHD space (11 phase lists) plus an empty "RevPAR Pro Vault" space	No dedicated drive (it is a software product, lives in the code repo)	No, misfiled
MHD	`20-business/MHD` by sub-entity LLC	Space "Management HD" by sub-entity LLC plus a "Management HD" folder in the ACE space	Drive "Management HD" + a separate "Accounting" drive	Close
StickyMetrics	`20-business/StickyMetrics`	Empty "StickyMetrics Vault" space, no task space	No dedicated drive	Vault only
UF (Umbrella Fund)	`20-business/UF`	"Umbrella Fund" folder inside the ACE space	(not surfaced this scan)	Thin
Personal	`30-personal` (family, finance, health, travel, wine, home)	Scattered across the ACE space: "Personal", "Travel", "Wine Cellar" folders	Mixed into personal Drives	Scattered

Source: ClickUp get_workspace_hierarchy (14 spaces) and gog drive drives on both accounts, 2026-06-07.

3What is broken inside each system

Obsidian: two taxonomies running at once

The vault was renamed to a numbered structure (00-system, 10-agents, 20-business, 30-personal, 80-archive), but the rulebook that is supposed to govern it, 00-system/TAXONOMY.md, still describes the old structure (businesses/, personal/, references/). The rulebook and the reality disagree, which is exactly why filing drifts.

The dead folders are still being written to. In the last 7 days, new notes landed in both 30-personal/family (live) and personal/family (dead), and in both 20-business/THM (live) and businesses/THM (dead). Example stray: a 2026-06-02 HOUZN spec comparison sits in the dead businesses/THM/HOUZN/ while its sibling notes are under 20-business/THM. (vault scan, files modified <7 days)
618 non-markdown files are in the vault, which has a hard "markdown only" rule (TAXONOMY.md, Ace 2026-06-06). Breakdown: 280 .txt, 171 PDFs, 94 spreadsheets (xlsx/xlsm), 26 Python scripts, 17 images, plus JSON, logs, CSVs. Roughly 95% of them are one agent scratch directory, 20-business/THM/HOUZN/houzn-houzv-gap/, a full working folder of journals, data dumps, PDFs, and scripts that should never have been committed to the knowledge base. (vault scan, extension histogram 2026-06-07)
A nested .obsidian/ config exists inside 20-business/THM, a leftover from when THM was its own vault.

ClickUp: THM and RevParPro live in the wrong places, plus empty shells

THM is in three places: the real "Texas Hotel MGT" space, three "THM-*" folders inside the personal "ACE" space, and an empty "THM Vault" space.
RevParPro is filed under eComHD. The "RPP - RevPAR Pro" folder with all 11 phase lists is nested in the eComHD space. RevParPro is a hotel-tech product, not an Amazon business, so this is a category error that will confuse anyone browsing.
4 empty "Vault" spaces (THM Vault, RevPAR Pro Vault, StickyMetrics Vault, AceOfBase Vault) appear to be an abandoned attempt to mirror Obsidian into ClickUp. They hold nothing. "AceOfBase" is a name that does not appear in any other system.
Meeting-list sprawl: the eComHD "08 Team Meeting" folder has 30-plus lists, one per meeting date (12/18/25, 01/08/26, ...). Meetings should be tasks inside one list, not a new list each week. (workspace hierarchy API 2026-06-07)
The personal "ACE" space mixes genuine personal items (Travel, Wine Cellar, Personal) with business duplicates (eComHD, Management HD, THM-*).

Google Drive: the most coherent of the three, just split by account

Drive is in the best shape. It is split cleanly by Google account: THM lives under ace@texashotelmgt.com (5 drives), everything else under ace@ecomhd.com (12 drives). That account boundary is reasonable and worth keeping. Two things to note:

THM-Hotels uses a consistent property-code convention (HOURP, HOUZN, HOUUS, DFWCE, DALDL, CLLUD, CLLTX, CLLSP, CLLSB, CLLAL, CFDBR), the same codes Obsidian uses. This is the natural shared key.
The eComHD drive uses the same numbered 00-08 functional folders as the eComHD ClickUp space. This is the one place all the pieces already line up, and it is the model to copy. (gog drive ls, eComHD + THM-Hotels 2026-06-07)

4The model that already works: eComHD

eComHD is the proof that congruence is achievable. Its Drive folders and its ClickUp folders use the same numbered functional spine:

Function	Drive folder	ClickUp folder
Brand Management	01 - eHD - Brand Management	01 - eHD - Brand Management
Product Development	02 - eHD - Product Development	02 - eHD - Product Development
Supply Chain	03 - eHD - Supply Chain	03 - eHD - Supply Chain
Amazon Marketing	04 - eHD - Amazon Marketing	04 - eHD - Amazon Marketing
Graphics	05 - eHD - Graphics	05 - eHD - Graphics

A person or agent who knows "03 is supply chain" finds it the same way in both tools. THM has no equivalent. The fix is to give THM (and the others) the same treatment, using the property code as the shared number.

5The recommendation: one spine, three layers

Do not try to make the three tools hold the same content. Make them hold the same spine while each plays a distinct role. Congruence is "same skeleton, different organ," not "three copies of everything."

5a. Give every system one role, and stop the overlap

System	Its one job	What does NOT belong there
Google Drive	The file store. Source documents and binaries: OMs, financials, STR reports, photos, spreadsheets, PDFs.	Tasks, decisions, analysis prose.
ClickUp	The action layer. What needs doing, by whom, by when, and its status.	Reference docs, file storage, knowledge notes.
Obsidian	The brain. Synthesis, decisions, analyses, session recaps, the connective tissue that links a Drive file to a ClickUp task.	Binaries, scratch workspaces, raw data dumps.

A single hotel then looks like this across the three: the HOURP Drive folder holds the documents, the HOURP tasks in ClickUp track the work, and an Obsidian note named for HOURP links to both and holds the thinking. Same key, three layers.

5b. Lock the shared spine

Top level = the entity list, identical in all three: THM, eComHD, MHD, RevParPro, StickyMetrics, UF, Party Prints, NeoTeams, Personal. No entity should appear under another (RevParPro stops being a child of eComHD).
For THM, the property code is the universal join key: HOURP, HOUZN, HOUUS, etc. Drive and Obsidian already use it. ClickUp should adopt it too, either by reorganizing the "Texas Hotel MGT" space by property or by tagging every task with its property code. Keep the LP-entity grouping only where accounting genuinely needs it.
One source-of-truth map note in Obsidian that ties each property code to its LP legal entity and its H### deal code (for example HOURP maps to Rodeo Hotels LP, confirmed by the HOURP HCAD record). This is the Rosetta Stone the three systems currently lack. (HOURP-to-Rodeo link from memory reference_hourp_hcad_2026; HI Hotels LP and Howdy Hotels LP property mappings still need confirming, marked open below)

5c. Decide what ClickUp's empty "Vault" spaces were for

The four empty "* Vault" spaces suggest someone wanted ClickUp to also be the knowledge base. My recommendation is no: Obsidian is the brain, ClickUp is the action layer. Delete the four empty spaces rather than populate them. If you want ClickUp tasks to reach knowledge, link out to the Obsidian note instead of duplicating it.

6The cleanup, in priority order

These are the concrete moves. Roughly top to bottom by impact-per-effort. I can execute any of these on your say-so; none are destructive without your go-ahead.

Update TAXONOMY.md to match the numbered reality, then delete the dead trees.

Rewrite the rulebook to describe 20-business / 30-personal / 10-agents / 00-system as it actually is. Then merge the handful of stray recent notes out of businesses/ and personal/ into their live equivalents and delete the dead folders. This is the single highest-leverage fix because the stale rulebook is the root cause of the double-filing. root cause

Evict the 618 non-markdown files from the vault.

Move the houzn-houzv-gap/ scratch workspace (about 95% of the violations) to the THM-Hotels Drive under HOUZN, or delete it if it was throwaway analysis. Sweep the remaining txt/PDF/xlsx out the same way. Remove the nested .obsidian/ inside 20-business/THM. md-only rule

Move RevParPro out of the eComHD ClickUp space.

Promote "RPP - RevPAR Pro" to its own top-level space (or reuse the empty "RevPAR Pro Vault" space, renamed). It is a hotel-tech product, not an Amazon brand. miscategorized

Consolidate THM in ClickUp to one space.

Fold the "THM-General / THM-HOUZN / THM-HOUUS" folders from the personal ACE space into "Texas Hotel MGT", and delete the empty "THM Vault" space. Decide on property-code organization while you are in there. 3 places to 1

Delete the 4 empty "Vault" spaces.

THM Vault, RevPAR Pro Vault, StickyMetrics Vault, AceOfBase Vault hold nothing and imply a structure that does not exist. cruft

Collapse the eComHD meeting-list sprawl.

Turn the 30-plus dated lists in "08 Team Meeting" into tasks inside one or two recurring lists (one for PPC/BM, one for Supply Chain). tidy

Write the property-code map note and the spine into the rulebook.

One Obsidian note mapping property code to LP entity to H### deal code, plus a short "where things go" section in TAXONOMY.md covering all three systems, not just the vault. This is what keeps it congruent after the cleanup. durable

7Open items I did not assume

Property-to-LP-entity map beyond HOURP. HOURP maps to Rodeo Hotels LP (confirmed via HCAD record). The mappings for HI Hotels LP and Howdy Hotels LP to their property codes (HOUUS, HOUZN, and the College Station / Dallas cluster) need confirming before I write the source-of-truth map. I did not guess them.
"AceOfBase" Vault space. This name appears nowhere else. Before deleting, worth a one-line confirm that it is not a planned project.
UF and StickyMetrics task homes. Both are thin in ClickUp (UF is a folder in the personal space, StickyMetrics has only an empty vault space). If they need active task tracking, they should get proper spaces under the spine.
I scanned the top level of the primary drives (THM-Hotels, eComHD, Management HD) but did not crawl all 17 drives deeply. The congruence plan does not depend on that, but a full Drive audit can follow if you want it.

Workspace Congruence Audit. Prepared by Woz for Ace, 2026-06-07. Ground truth from a live scan of the Obsidian vault at ~/Documents/AceHQ, the ClickUp workspace hierarchy API (14 spaces), and gog drive listings on the ace@texashotelmgt.com and ace@ecomhd.com accounts. Counts reflect the state at scan time and will change as the cleanup runs. No numbers were estimated; unconfirmed items are marked open above.