diff --git a/src/core/shared/schema/drive.rs b/src/core/shared/schema/drive.rs
index fc06b425..de8c727e 100644
--- a/src/core/shared/schema/drive.rs
+++ b/src/core/shared/schema/drive.rs
@@ -2,47 +2,6 @@ use chrono::{DateTime, Utc};
 use diesel::prelude::*;
 use uuid::Uuid;
 
-#[derive(Queryable, Insertable, AsChangeset, Debug, Clone)]
-#[diesel(table_name = drive_files)]
-pub struct DriveFile {
-    pub id: Uuid,
-    pub bot_id: Uuid,
-    pub file_path: String,
-    pub file_type: String,
-    pub etag: Option<String>,
-    pub last_modified: Option<DateTime<Utc>>,
-    pub file_size: Option<i64>,
-    pub indexed: bool,
-    pub fail_count: i32,
-    pub last_failed_at: Option<DateTime<Utc>>,
-    pub created_at: DateTime<Utc>,
-    pub updated_at: DateTime<Utc>,
-}
-
-#[derive(Insertable, Debug)]
-#[diesel(table_name = drive_files)]
-pub struct NewDriveFile {
-    pub bot_id: Uuid,
-    pub file_path: String,
-    pub file_type: String,
-    pub etag: Option<String>,
-    pub last_modified: Option<DateTime<Utc>>,
-    pub file_size: Option<i64>,
-    pub indexed: bool,
-}
-
-#[derive(AsChangeset, Debug)]
-#[diesel(table_name = drive_files)]
-pub struct DriveFileUpdate {
-    pub etag: Option<String>,
-    pub last_modified: Option<DateTime<Utc>>,
-    pub file_size: Option<i64>,
-    pub indexed: Option<bool>,
-    pub fail_count: Option<i32>,
-    pub last_failed_at: Option<DateTime<Utc>>,
-    pub updated_at: DateTime<Utc>,
-}
-
 diesel::table! {
     drive_files (id) {
         id -> Uuid,
@@ -59,3 +18,47 @@ diesel::table! {
         updated_at -> Timestamptz,
     }
 }
+
+// Query-only struct (no defaults needed)
+#[derive(Queryable, Debug, Clone)]
+pub struct DriveFile {
+    pub id: Uuid,
+    pub bot_id: Uuid,
+    pub file_path: String,
+    pub file_type: String,
+    pub etag: Option<String>,
+    pub last_modified: Option<DateTime<Utc>>,
+    pub file_size: Option<i64>,
+    pub indexed: bool,
+    pub fail_count: i32,
+    pub last_failed_at: Option<DateTime<Utc>>,
+    pub created_at: DateTime<Utc>,
+    pub updated_at: DateTime<Utc>,
+}
+
+// Insert struct - uses diesel defaults
+#[derive(Insertable, Debug)]
+#[diesel(table_name = drive_files)]
+pub struct NewDriveFile {
+    pub bot_id: Uuid,
+    pub file_path: String,
+    pub file_type: String,
+    pub etag: Option<String>,
+    pub last_modified: Option<DateTime<Utc>>,
+    pub file_size: Option<i64>,
+    pub indexed: Option<bool>,
+    pub fail_count: Option<i32>,
+}
+
+// Update struct
+#[derive(AsChangeset, Debug)]
+#[diesel(table_name = drive_files)]
+pub struct DriveFileUpdate {
+    pub etag: Option<String>,
+    pub last_modified: Option<DateTime<Utc>>,
+    pub file_size: Option<i64>,
+    pub indexed: Option<bool>,
+    pub fail_count: Option<i32>,
+    pub last_failed_at: Option<DateTime<Utc>>,
+    pub updated_at: DateTime<Utc>,
+}
diff --git a/src/drive/drive_files.rs b/src/drive/drive_files.rs
new file mode 100644
index 00000000..2e57ac15
--- /dev/null
+++ b/src/drive/drive_files.rs
@@ -0,0 +1,174 @@
+use crate::core::shared::DbPool;
+use chrono::{DateTime, Utc};
+use diesel::dsl::{max, sql};
+use diesel::prelude::*;
+use uuid::Uuid;
+
+diesel::table! {
+    drive_files (id) {
+        id -> Uuid,
+        bot_id -> Uuid,
+        file_path -> Text,
+        file_type -> Varchar,
+        etag -> Nullable<Text>,
+        last_modified -> Nullable<Timestamptz>,
+        file_size -> Nullable<Int8>,
+        indexed -> Bool,
+        fail_count -> Int4,
+        last_failed_at -> Nullable<Timestamptz>,
+        created_at -> Timestamptz,
+        updated_at -> Timestamptz,
+    }
+}
+
+pub mod dsl {
+    pub use super::drive_files::*;
+}
+
+#[derive(Queryable, Debug, Clone)]
+pub struct DriveFile {
+    pub id: Uuid,
+    pub bot_id: Uuid,
+    pub file_path: String,
+    pub file_type: String,
+    pub etag: Option<String>,
+    pub last_modified: Option<DateTime<Utc>>,
+    pub file_size: Option<i64>,
+    pub indexed: bool,
+    pub fail_count: i32,
+    pub last_failed_at: Option<DateTime<Utc>>,
+    pub created_at: DateTime<Utc>,
+    pub updated_at: DateTime<Utc>,
+}
+
+pub struct DriveFileRepository {
+    pool: DbPool,
+}
+
+impl DriveFileRepository {
+    pub fn new(pool: DbPool) -> Self {
+        Self { pool }
+    }
+
+    pub fn get_file_state(&self, bot_id: Uuid, file_path: &str) -> Option<DriveFile> {
+        let mut conn = match self.pool.get() {
+            Ok(c) => c,
+            Err(_) => return None,
+        };
+
+        drive_files::table
+            .filter(
+                drive_files::bot_id
+                    .eq(bot_id)
+                    .and(drive_files::file_path.eq(file_path)),
+            )
+            .first(&mut conn)
+            .ok()
+    }
+
+    pub fn upsert_file(
+        &self,
+        bot_id: Uuid,
+        file_path: &str,
+        file_type: &str,
+        etag: Option<String>,
+        last_modified: Option<DateTime<Utc>>,
+    ) -> Result<(), String> {
+        let mut conn = self.pool.get().map_err(|e| e.to_string())?;
+
+        let now = Utc::now();
+
+        diesel::insert_into(drive_files::table)
+            .values((
+                drive_files::bot_id.eq(bot_id),
+                drive_files::file_path.eq(file_path),
+                drive_files::file_type.eq(file_type),
+                drive_files::etag.eq(etag),
+                drive_files::last_modified.eq(last_modified),
+                drive_files::indexed.eq(false),
+                drive_files::fail_count.eq(0),
+                drive_files::created_at.eq(now),
+                drive_files::updated_at.eq(now),
+            ))
+            .on_conflict((drive_files::bot_id, drive_files::file_path))
+            .do_update()
+            .set((
+                drive_files::etag.eq(etag),
+                drive_files::last_modified.eq(last_modified),
+                drive_files::updated_at.eq(now),
+            ))
+            .execute(&mut conn)
+            .map_err(|e| e.to_string())?;
+
+        Ok(())
+    }
+
+    pub fn mark_indexed(&self, bot_id: Uuid, file_path: &str) -> Result<(), String> {
+        let mut conn = self.pool.get().map_err(|e| e.to_string())?;
+
+        diesel::update(drive_files::table)
+            .filter(
+                drive_files::bot_id
+                    .eq(bot_id)
+                    .and(drive_files::file_path.eq(file_path)),
+            )
+            .set((
+                drive_files::indexed.eq(true),
+                drive_files::fail_count.eq(0),
+                drive_files::updated_at.eq(Utc::now()),
+            ))
+            .execute(&mut conn)
+            .map_err(|e| e.to_string())?;
+
+        Ok(())
+    }
+
+    pub fn mark_failed(&self, bot_id: Uuid, file_path: &str) -> Result<(), String> {
+        let mut conn = self.pool.get().map_err(|e| e.to_string())?;
+
+        diesel::update(drive_files::table)
+            .filter(
+                drive_files::bot_id
+                    .eq(bot_id)
+                    .and(drive_files::file_path.eq(file_path)),
+            )
+            .set((
+                drive_files::fail_count.eq(sql("fail_count + 1")),
+                drive_files::last_failed_at.eq(Some(Utc::now())),
+                drive_files::updated_at.eq(Utc::now()),
+            ))
+            .execute(&mut conn)
+            .map_err(|e| e.to_string())?;
+
+        Ok(())
+    }
+
+    pub fn get_max_fail_count(&self, bot_id: Uuid) -> i32 {
+        let mut conn = match self.pool.get() {
+            Ok(c) => c,
+            Err(_) => return 0,
+        };
+
+        drive_files::table
+            .filter(drive_files::bot_id.eq(bot_id))
+            .select(max(drive_files::fail_count))
+            .first(&mut conn)
+            .unwrap_or(0)
+    }
+
+    pub fn get_files_to_index(&self, bot_id: Uuid) -> Vec<DriveFile> {
+        let mut conn = match self.pool.get() {
+            Ok(c) => c,
+            Err(_) => return vec![],
+        };
+
+        drive_files::table
+            .filter(
+                drive_files::bot_id
+                    .eq(bot_id)
+                    .and(drive_files::indexed.eq(false)),
+            )
+            .load(&mut conn)
+            .unwrap_or_default()
+    }
+}
diff --git a/src/drive/drive_monitor/mod.rs b/src/drive/drive_monitor/mod.rs
index 38ef17f5..30903396 100644
--- a/src/drive/drive_monitor/mod.rs
+++ b/src/drive/drive_monitor/mod.rs
@@ -23,6 +23,9 @@ use tokio::time::Duration;
 use serde::{Deserialize, Serialize};
 use tokio::fs as tokio_fs;
 
+#[cfg(any(feature = "research", feature = "llm"))]
+use crate::drive::drive_files::DriveFileRepository;
+
 #[cfg(any(feature = "research", feature = "llm"))]
 static LLM_STREAMING: std::sync::atomic::AtomicBool = std::sync::atomic::AtomicBool::new(false);
 
@@ -78,6 +81,8 @@ pub struct DriveMonitor {
     kb_indexed_folders: Arc<TokioRwLock<HashSet<String>>>,
     #[cfg(not(any(feature = "research", feature = "llm")))]
     _pending_kb_index: Arc<TokioRwLock<HashSet<String>>>,
+    // Database-backed file state repository
+    file_repo: Arc<DriveFileRepository>,
 }
 impl DriveMonitor {
     fn normalize_config_value(value: &str) -> String {
@@ -94,6 +99,9 @@ impl DriveMonitor {
         #[cfg(any(feature = "research", feature = "llm"))]
         let kb_manager = Arc::new(KnowledgeBaseManager::with_bot_config(work_root.clone(), state.conn.clone(), bot_id));
 
+        // Initialize DB-backed file state repository
+        let file_repo = Arc::new(DriveFileRepository::new(state.conn.clone()));
+
         Self {
             state,
             bucket_name,
@@ -113,6 +121,7 @@ impl DriveMonitor {
             kb_indexed_folders: Arc::new(TokioRwLock::new(HashSet::new())),
             #[cfg(not(any(feature = "research", feature = "llm")))]
             _pending_kb_index: Arc::new(TokioRwLock::new(HashSet::new())),
+            file_repo,
         }
     }
 
diff --git a/src/drive/mod.rs b/src/drive/mod.rs
index 0d799608..8af464dd 100644
--- a/src/drive/mod.rs
+++ b/src/drive/mod.rs
@@ -24,6 +24,9 @@ use std::sync::Arc;
 #[cfg(feature = "drive")]
 pub mod document_processing;
 
+#[cfg(feature = "drive")]
+pub mod drive_files;
+
 #[cfg(feature = "drive")]
 pub mod drive_monitor;