{"id":"legalops-retention-review-checklist","audience":"legal","category":"legal-compliance","track":"legal","level":"intermediate","technique":"format","title":"Turn a retention schedule into a review checklist","free":false,"task":"Make a records review checklist from the schedule. Plain text, under 190 words. The first line is exactly: Records review checklist - for Legal Ops to confirm. Then one line per current record type, each in this form: [ ] Record type | Keep: period | Check: a question for the team. The Check is a yes/no question about whether the team follows the schedule. Do not say what the law requires.","materialLabel":"Retention schedule (attached to your prompt automatically)","material":"Orchid Valley Foods - Records Schedule v4 (Nov 2026)\n\nRecord type | Keep for | Owner\nPayroll registers | 7 years | Finance\nSupplier contracts | 6 years after end | Procurement\nJob applications (not hired) | 1 year | People Team\nCustomer complaint files | 3 years | Support\nIT access logs | 18 months | IT\nBoard minutes | Permanent | Corporate Secretary\nFax confirmation sheets | WITHDRAWN - no longer produced, row removed in v4\n\nNotes: Anything under a legal hold is kept until Legal Ops releases it. Periods are the company's own schedule; some teams ask whether they match the law, which is a question for counsel and not part of this review.","rules":[{"type":"maxWords","max":210},{"type":"plainText"}],"mistakes":[{"title":"Withdrawn row included","why":"The AI lists fax confirmation sheets.","fix":"Say: \"Skip withdrawn record types.\"","checks":["r1"]},{"title":"Legal opinions slip in","why":"The AI comments on whether periods are adequate.","fix":"Say: \"Do not say what the law requires or judge the periods.\"","checks":["r2"]},{"title":"Format drift","why":"The AI uses a table or adds a closing note.","fix":"Say: \"Each line: [ ] Record type | Keep: period | Check: question.\"","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":"Exact first line","patterns":["records review checklist - for legal ops to confirm"]},{"label":"Line format","patterns":["\\[ \\]","keep:","check:"]},{"label":"Skip withdrawn","patterns":["withdrawn","skip","current"]},{"label":"Yes/no questions","patterns":["yes/no","yes or no","question"]},{"label":"No legal claims","patterns":["law requires","do not say"]}],"hint":"Show the line format, skip withdrawn rows and ask for yes/no checks.","mission":"Turn a retention schedule into a team checklist.","musts":["Skip withdrawn rows","Yes/no check questions","No legal claims"],"rubricLabels":["The first line is exactly \"Records review checklist - for Legal Ops to confirm\" and every following line starts with \"[ ]\" and has the parts Record type | Keep: | Check:","There are exactly six record-type lines (payroll registers, supplier contracts, job applications, customer complaint files, IT access logs, board minutes) with keep periods matching the schedule, and fax confirmation sheets is not included","Each Check is a yes/no question about following the schedule, and none says what the law requires or whether a period is long enough"]}