{"id":"sec-it-backup-recovery-checklist","audience":"it-security","category":"security","track":"security","technique":"grounding","title":"Turn backup notes into a checklist with owners","free":false,"task":"Turn the file server's backup notes into a recurring checklist. Write exactly 6 numbered checklist items, each ending with '(Owner: name, how often)', using the newest setup where the notes were updated. Only owners named in the notes. Plain text, under 120 words.","materialLabel":"Backup notes for FS-01 (attached to your prompt automatically)","material":"FS-01 file server - backup notes (Gabe Torres, IT)\n\n- Nightly incremental backup to NAS-02 at 23:00. Gabe reads the job report every morning and re-runs any failed job.\n- Weekly full backup every Sunday at 02:00 to NAS-02.\n- Offsite copy to the cloud vault: weekly, Sundays after the full backup.\n  UPDATE Oct 1, 2026: offsite copy now runs DAILY at 04:00 after the nightly job. Gabe checks it with the morning report.\n- Backups on the cloud vault are locked for 30 days, so nobody can delete them, even admins.\n- Restore test every quarter: Lin Zhao restores 5 random files and one whole folder to a test machine and logs how long it took. Last test (Sept) took 42 minutes.\n- Backup admin accounts: only Gabe and Lin. Lin reviews who has access every 6 months.\n- Alert emails for failed jobs go to it-alerts@harborline.example.com. Lin checks that the alerts still arrive once a month by forcing a test failure.\n- Ideas for later (not approved): move NAS-02 to the other building; try a second cloud provider.","rules":[{"type":"numberedItems","count":6},{"type":"plainText"},{"type":"maxWords","max":120}],"mistakes":[{"title":"A generic checklist","why":"The AI writes industry best practices like the 3-2-1 rule instead of your actual setup.","fix":"Say: \"Use only the backup notes. Only owners named there.\"","checks":["r0"]},{"title":"Using the old schedule","why":"The AI keeps the weekly offsite copy and misses the Oct 1 update.","fix":"Add: \"Where the notes were updated, use the newest setup.\"","checks":["r1"]},{"title":"Adding the wish list","why":"The AI turns 'ideas for later' into checklist tasks.","fix":"Say: \"Skip anything marked not approved.\"","checks":["r2"]},{"title":"No owner or schedule","why":"A checklist without who and how often doesn't get done.","fix":"Show the end of each line: \"(Owner: name, how often).\"","checks":["r0","numberedItems"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for \"under 120 words\" and it often lands well over.","fix":"Ask for less than the limit and cap each line: \"each line under 15 words, under 90 words total.\"","checks":["maxWords"]},{"title":"Letting markdown in","why":"AI adds bold and headings by default, and in a printed checklist they show up as stray symbols.","fix":"Add: \"Plain text only, no bold, no headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Asks for owner and frequency","patterns":["owner","how often","frequency","schedule"]},{"label":"Uses the newest setup","patterns":["update","newest","latest","current"]},{"label":"Says exactly how many","patterns":["\\b6\\b.{0,25}(item|line|step)","exactly (6|six)"]},{"label":"Keeps it to the material","patterns":["only (use )?(the )?(facts|what|info|details)","don'?t (invent|make up|guess|add)","not in the","stick to","nothing (else|extra|outside)"]},{"label":"Asks for plain text","patterns":["plain","no bold","no markdown","no formatting","no headings"]}],"hint":"A useful checklist describes your real setup, not best practices. Point the AI at the notes, tell it the notes changed, and show how each line should end.","rubricLabels":["All 6 items end with '(Owner: name, how often)' and every owner is Gabe Torres or Lin Zhao","The offsite copy item says it runs daily (not weekly)","Includes the quarterly restore test owned by Lin, and does not include the unapproved ideas (moving NAS-02, a second cloud provider)"]}