---
title: "Approved AI tools register (template with field guide)"
url: "https://ailawframework.com/precedents/ai-decision-systems/approved-ai-tools-register"
type: "precedent"
site: "AI Law Framework"
id: "a45-approved-ai-tools-register"
area_id: "A45"
kind: "form"
ai_level: "yellow"
version: 1
law_stated_as_at: "2026-10-17"
---

# 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…

Canonical page: https://ailawframework.com/precedents/ai-decision-systems/approved-ai-tools-register  
Law stated as at: 2026-10-17

Site index for agents: https://ailawframework.com/llms.txt

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.

## Key facts

- Kind: Form. A form to complete, or a guide to completing an official one.
- Practice area: [AI decision systems](https://ailawframework.com/precedents/ai-decision-systems.md)
- Jurisdictions: Australia
- AI level: Yellow. AI can help in set ways. A lawyer checks specific points before use.
- Law stated as at: 2026-10-17
- Status: Maintained. Checked on 2026-10-17 against the 5 authorities it cites, for Australia.

## 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.

## Authorities

- [National AI Centre, AI systems register (guidance and template)](https://www.ai.gov.au/staying-safe-and-responsible/essential-ai-practices/ai-systems-register)
- [National AI Centre, Guidance for AI adoption: foundations (six essential practices)](https://www.ai.gov.au/staying-safe-and-responsible/essential-ai-practices/guidance-ai-adoption-foundations)
- [Statement on the use of artificial intelligence in Australian legal practice (Law Society of NSW, Legal Practice Board of WA and Victorian Legal Services Board + Commissioner, 6 December 2024)](https://lsbc.vic.gov.au/news-updates/news/statement-use-artificial-intelligence-australian-legal-practice)
- [Privacy Act 1988 (Cth) Sch 1 APPs 1, 8 and 11](https://www.legislation.gov.au/C2004A03712/latest/text)
- [Legal Profession Uniform Law Australian Solicitors' Conduct Rules 2015 rr 9 and 37](https://legislation.nsw.gov.au/view/html/inforce/current/sl-2015-0244#rule.9)

## Official form

[Official form](https://www.ai.gov.au/staying-safe-and-responsible/essential-ai-practices/ai-systems-register)

## Full text and drafting notes

The full text and the drafting notes are not part of this public page. Signed-in firm accounts can read them at https://ailawframework.com/precedents/ai-decision-systems/approved-ai-tools-register and through the signed-in MCP connector https://ailawframework.com/mcp/firm.

*Practice guidance for planning and review. Confirm current primary sources and the requirements of the actual matter. This is general information, not legal advice.*