{"id":"legalops-retention-policy-employee-faq","audience":"legal","category":"legal-compliance","track":"legal","level":"intermediate","technique":"grounding","title":"Answer employee questions from the retention policy","free":false,"task":"Write an FAQ answering the four employee questions in the material, using only the policy excerpt and the update. Format each as \"Q: ...\" then \"A: ...\", in the order asked, with answers under 30 words each. Use the changed email period from the update. If the policy does not answer something, the answer is exactly: Please ask Legal Ops. Plain text. Legal Ops reviews before sending.","materialLabel":"Questions, policy excerpt and update (attached to your prompt automatically)","material":"Employee questions (from the intranet comment box):\n(1) How long is my email kept? (2) How long do we keep signed vendor contracts? (3) I got a legal hold notice but the schedule says to delete. What do I do? (4) How long do we keep customer complaint logs?\n\nLarkspur Logistics - Records Retention Policy (excerpt)\n- Email: kept 3 years, then deleted automatically.\n- Signed vendor contracts: kept 7 years after the contract ends.\n- Expense reports: kept 5 years.\n- Drafts and working copies: delete once the final version is saved.\n- Legal hold: if Legal Ops sends you a hold notice, do not delete anything the notice covers, even if the schedule says it is due for deletion. Ask Legal Ops if you are unsure what is covered.\n\nUpdate from Legal Ops (Oct 28): Email retention changes from 3 years to 2 years starting Jan 1. All other periods are unchanged.\n\nTip from a team lead: \"Contracts are safe to delete after 5 years, everyone does it.\" (not from the policy)","rules":[{"type":"maxWords","max":150},{"type":"plainText"}],"mistakes":[{"title":"Old email period","why":"The AI uses 3 years from the excerpt.","fix":"Say: \"Use the changed period from the Oct 28 update.\"","checks":["r1"]},{"title":"Guessing at complaint logs","why":"The AI invents a period.","fix":"Say: \"If the policy does not say, answer exactly: Please ask Legal Ops.\"","checks":["r2"]},{"title":"Wrong format","why":"The AI writes paragraphs or adds questions.","fix":"Say: \"Exactly four Q:/A: pairs in the order asked.\"","checks":["r0"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for a total word limit and it often lands over it.","fix":"Cap each part instead, for example: \"each line under 15 words.\"","checks":["maxWords"]},{"title":"Markdown","why":"The AI bolds words or adds headings.","fix":"Say: \"Plain text, no bold, no headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Q and A format","patterns":["q:","a:"]},{"label":"Use the update","patterns":["update","oct 28","changed"]},{"label":"Exact fallback","patterns":["please ask legal ops"]},{"label":"Answer length","patterns":["under \\d+ words"]},{"label":"Policy only","patterns":["only the policy","only facts","only the"]}],"hint":"Ask for Q/A format, the updated email period and an exact fallback line.","mission":"Answer four employee questions from the retention policy.","musts":["Use the Oct 28 update","Fallback: ask Legal Ops","Exactly four pairs"],"rubricLabels":["Has exactly four Q/A pairs in the order asked, each starting with \"Q:\" and \"A:\"","Says email is kept 2 years from Jan 1 (not 3), signed vendor contracts are kept 7 years after the contract ends, and that a hold notice means not deleting what it covers and asking Legal Ops if unsure","The complaint log answer is exactly \"Please ask Legal Ops.\" and nothing says contracts can be deleted after 5 years"]}