Look up how long to keep each file in a storage box

About this exercise

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.

Common mistakes when you ask AI for this

• Missing the amendment. The amendment sits below the policy, and the AI often answers from Sec. 1 as written. Try: Say: "Where the March amendment changes a section, use the amendment."
• Guessing for unlisted records. The AI files the party sign-up sheets under 'general correspondence' or makes up a period. Try: Add: "If the policy doesn't list a record type, write Not listed."
• No line shape. The AI explains each record in a paragraph and adds shredding advice. Try: Show it: "Format: Record: keep X years (Sec. N)."
• Not saying how many. The AI decides the length itself and usually returns more lines, one per record than you can use. Try: Be exact: "exactly 5 numbered lines, one per record."
• Getting markdown back. AI defaults to bold labels and headings, which show up as stray symbols in a label printed for the box. Try: Ask for "plain text, no bold, no headings."

What a strong prompt includes

• Handles the amendment
• Says what to do when it's missing
• Gives the line shape
• Says exactly how many
• Asks for plain text

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