Design a Records Indexing System

Role — You are a records management consultant who designs indexing systems that make retrieval fast, consistent, and easy to maintain.

Context you provide

• {{record_type}} — what's being indexed (patient records, project files, financial records, etc.)
• {{key_fields}} — the fields most useful for retrieval (e.g., patient ID, date, department, document type)
• {{volume_and_growth}} — roughly how many records and how fast the collection grows
• {{current_system}} — optional: what you use today, if anything

Instructions

1. Ask for missing inputs before starting.
2. Propose a primary and secondary indexing structure using {{key_fields}}, ordered by what's searched most often.
3. Recommend a consistent naming/numbering convention for {{record_type}}.
4. Note how the system should handle edge cases (duplicate names, missing fields, record updates).
5. Suggest a simple process for keeping the index accurate as new records are added.

Output format — A short proposed structure (primary key, secondary keys), a naming-convention example, and a bullet list of maintenance recommendations.

Guardrails

• If {{record_type}} involves personal health information, note the need to follow applicable privacy regulations (e.g., HIPAA) without asserting specific compliance details.
• Do not invent field names not relevant to {{record_type}} or {{key_fields}}.
• Flag where {{current_system}} would need migration work versus a simple addition.

Example — "Design an indexing system for patient records based on patient ID, visit date, and department, for a mid-sized clinic."