{"id":"res-off-records-retention-box","audience":"office","category":"research","technique":"grounding","title":"Look up how long to keep each file in a storage box","free":false,"task":"You're clearing out a storage box with 5 kinds of records and need the retention period for each from the company policy. You want exactly 5 numbered lines in the form \"Record: keep X years (Sec. N)\", using the March amendment where it changes the policy, and \"Not listed\" for any record type the policy doesn't cover. Plain text, nothing else.","materialLabel":"The retention policy, an amendment, and your box list (attached to your prompt automatically)","material":"HOLLOWAY DENTAL GROUP - RECORDS RETENTION POLICY (2024)\nSec. 1. Vendor invoices and receipts: keep 5 years after the fiscal year ends.\nSec. 2. Payroll records and timesheets: keep 4 years.\nSec. 3. Signed employee handbooks acknowledgment forms: keep for length of employment plus 3 years.\nSec. 4. Patient appointment logs: keep 6 years.\nSec. 5. General correspondence: keep 2 years.\nRecords past their retention period are shredded by the approved vendor. Do not throw them in recycling.\n\n-----\nAMENDMENT (approved March 2026, from Practice Administrator Joan Mills):\n\"Effective now, Sec. 1 is changed: vendor invoices and receipts are kept 7 years after the fiscal year ends. Nothing else changes.\"\n\n-----\nBOX 14 contents (labeled \"Admin 2019-2021\"):\n- Vendor invoices 2019\n- Timesheets 2020\n- Holiday party sign-up sheets 2021\n- General correspondence 2021\n- Patient appointment logs 2019","rules":[{"type":"numberedItems","count":5},{"type":"plainText"}],"mistakes":[{"title":"Missing the amendment","why":"The amendment sits below the policy, and the AI often answers from Sec. 1 as written.","fix":"Say: \"Where the March amendment changes a section, use the amendment.\"","checks":["r0"]},{"title":"Guessing for unlisted records","why":"The AI files the party sign-up sheets under 'general correspondence' or makes up a period.","fix":"Add: \"If the policy doesn't list a record type, write Not listed.\"","checks":["r1"]},{"title":"No line shape","why":"The AI explains each record in a paragraph and adds shredding advice.","fix":"Show it: \"Format: Record: keep X years (Sec. N).\"","checks":["r2"]},{"title":"Not saying how many","why":"The AI decides the length itself and usually returns more lines, one per record than you can use.","fix":"Be exact: \"exactly 5 numbered lines, one per record.\"","checks":["numberedItems"]},{"title":"Getting markdown back","why":"AI defaults to bold labels and headings, which show up as stray symbols in a label printed for the box.","fix":"Ask for \"plain text, no bold, no headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Handles the amendment","patterns":["amend","march","7 years"]},{"label":"Says what to do when it's missing","patterns":["not listed","doesn't (list|cover)","does not (list|cover)","(don't|do not) guess"]},{"label":"Gives the line shape","patterns":["keep \\w+ years","sec\\.?\\s*n","\\(sec","format"]},{"label":"Says exactly how many","patterns":["\\b(5|five)\\b.{0,25}(line|record)","exactly \\d+"]},{"label":"Asks for plain text","patterns":["plain","no bold","no markdown","no formatting","no headings"]}],"hint":"Policies get amended, and not everything in a box is covered. Tell the AI which version wins, what to write when a record isn't listed, and show the line you want.","rubricLabels":["Vendor invoices show 7 years (the March 2026 amendment), not 5","Timesheets 4 years (Sec. 2), general correspondence 2 years (Sec. 5) and patient appointment logs 6 years (Sec. 4), each with the matching section, and holiday party sign-up sheets marked Not listed","Outputs only the 5 lines in the 'Record: keep X years (Sec. N)' form: no intro, no advice on shredding, no calculation of disposal dates unless asked"]}