Fable
The archive learns to put the files on the table first
There was an old archive in the city. When the curator was young, he had an excellent memory: almost whenever anyone asked when a certain street had been repaired, whether a certain shop owed taxes, or which ship had docked last month, he could answer. Everyone thought he was like a living ledger.
Later the city grew. New districts kept appearing, caravans came and went every day, and the regulations changed once a season. The curator could still recount many old stories, but he began to make mistakes on details: he said last year's bridge tax was this year's, and attached the name of an old dock's ship to the new dock.
Someone advised him to memorize more. So the curator memorized new files every night. In the short term it seemed useful, but in the second month new regulations arrived, and in the third month new land deeds. The more he memorized, the more there was, and the more chaotic it became.
Another approach was to have the scribe cram all the files into his study. The result was worse. Every time someone asked a question, the curator was faced with a room full of paper scrolls, could not find the key points, and answered even more slowly.
One day, a young copyist changed his approach. When someone came to ask, "Can the shops on East Bridge put up awnings this year?" he no longer hauled out the entire archive, nor let the curator answer from memory. Instead, he first went to find three types of files: this year's market regulations, the East Bridge land deeds, and the most recent urban management ruling.
He spread these pages on the curator's desk and said: look at these first, then answer. After reading, the curator said: the north side of East Bridge cannot be built on; the south side can have temporary structures, but market days must be avoided. The questioner pressed: why? The curator no longer said 'I remember,' but pointed it out: here is this year's new regulation, here is the property boundary, and here is the handling result of a similar case last month.
Later the archive set a new rule: any question that was changeable, very detailed, or involved responsibility could not rely only on the old knowledge in the curator's head. First find the relevant evidence, put it on the table, then have the curator organize it into a comprehensible passage. The scribes also left footnotes for each answer. If an answer came from an old regulation, mark it as old; if new files conflicted with each other, state the conflict first rather than forcing a smooth-sounding sentence. Evidence not only helped answer, it also constrained the answer. The archive also ruled that when no evidence could be found, the answer was that no evidence could be found. A blank is more honest than fabrication, and it also gives direction for later supplementation.
Only then did city people realize that the director's greatest skill was not remembering all the paper, but connecting scattered evidence into a credible answer once the right paper was placed before him.