Form · AI decision systems
Approved AI tools register (template with field guide)
Register template recording every AI tool and embedded AI feature the firm uses: owner, approved uses, information classes, data location, training and retention terms, risk rating, assessments, approvals and review dates.
- Kind
- Form. A form to complete, or a guide to completing an official one.
- Where it applies
- Australia
- AI use
- Yellow AI can help in set ways. A lawyer checks specific points before use.
- Law stated as at
- 17 October 2026
- Status
- Maintained. Checked against the cited sources on 17 October 2026.
- Version
- 1
- Source
- Written for this library
When to use it
Set up before approving the first AI tool and keep it current; the firm AI use policy treats the register as the single list of what may be used. Include embedded AI features in standard software, not just stand-alone tools.
How AI may be used
AI can populate register fields from vendor documentation and contracts for checking, but the AI Responsible Partner decides approvals, information classes and risk ratings.
AI may
- Extract data location, retention, training, sub-processor and security certification details from vendor contracts and documentation into the register fields.
- Flag fields where the vendor documents are silent or inconsistent.
- List review dates falling due and tools whose contracts or models have changed.
AI must not
- Must not approve a tool or assign an information class or risk rating.
- Must not rely on vendor marketing pages in place of contract terms.
- Must not mark a field verified.
The lawyer checks
- Each entry's contractual facts are checked against the signed terms.
- Embedded AI features in existing software are captured.
- Approvals, assessments and review dates are complete and current.
Method: how the Green, Yellow and Red levels are decided. This is guidance for planning, not legal advice.
Official form
Open the official form. Always use the current version from the issuer.
Read the full text
The full text is for signed-in accounts. It is free. When you sign in you can:
- read the whole precedent, with its drafting notes beside it;
- copy it, or download it as a Word file or Markdown;
- add it to your firm’s knowledge base, so colleagues can find it;
- let the AI tools you connect read it from that knowledge base.
The summary, the law it rests on and the AI-use guidance above stay public. Privacy.
More in AI decision systems
- Law firm AI use policy (master firm policy)
- AI vendor due-diligence questionnaire for law firms (master version)
- AI incident response procedure for law firms (master procedure for all AI incidents)
- AI decision system impact and fairness assessment (firm or client systems)
- Privacy policy clause on automated decisions (APP 1.7 to 1.9, from 10 December 2026)
All precedents for AI decision systems · Tasks and AI use in this area