--- title: "Approval and training record for a generative AI tool (United States)" url: "https://ailawframework.com/precedents/ai-decision-systems/us-generative-ai-tool-approval-record" type: "precedent" site: "AI Law Framework" id: "a45-us-generative-ai-tool-approval-record" area_id: "A45" kind: "checklist" ai_level: "yellow" version: 1 task_ids: ["A45-T1-R1", "A45-A20260923-2", "A45-A20260923-3"] law_stated_as_at: "2026-10-22" --- # Approval and training record for a generative AI tool (United States) > The record a US firm completes before a generative AI tool is put on the permitted list, covering confidentiality settings, retention, reliability, liability, notice of breach, and who has been trained. Canonical page: https://ailawframework.com/precedents/ai-decision-systems/us-generative-ai-tool-approval-record Law stated as at: 2026-10-22 Site index for agents: https://ailawframework.com/llms.txt ## Key facts - Kind: Checklist. Steps or checks to work through and tick off. - Practice area: [AI decision systems](https://ailawframework.com/precedents/ai-decision-systems.md) - Jurisdictions: United States - AI level: Yellow. You and the tool draft together, with you directing. You check every statement you rely on. - Law stated as at: 2026-10-22 - Status: Maintained. Checked on 2026-10-22 against the 7 authorities it cites, for United States. ## When to use it Use before a tool is added to the firm generative AI policy register, and again when the provider changes training, retention, access or the model. Do not use a blank record as permission to try the tool on a client matter. ## Used for these tasks - [Map automated decisions that affect individuals in the firm's or client's system](https://ailawframework.com/obligations/ai-decision-systems/map-automated-decisions-that-affect-individuals-in-the-firm-s-or-client.md) - [Draft a privacy-impact or algorithmic-impact assessment for the system](https://ailawframework.com/obligations/ai-decision-systems/draft-a-privacy-impact-or-algorithmic-impact-assessment-for-the-system.md) - [Compare the system's outputs on a test set for disparate results](https://ailawframework.com/obligations/ai-decision-systems/compare-the-system-s-outputs-on-a-test-set-for-disparate-results.md) ## How AI may be used A tool may lift clause references from vendor terms the lawyer has collected into the answer column. The lawyer decides whether the answers are good enough to approve the tool. **AI may:** - Place short quotations from the attached terms into the answer column, each with the clause name - Mark a row whose answer is "not stated" or is supported only by a sales page - List lawyers and staff who are not yet on the training acknowledgment **AI must not:** - Must not mark the tool approved - Must not fill a gap in the terms with an inference - Must not paste client information into the tool in order to test it - Must not treat a marketing claim about security as the contractual term **The lawyer checks:** - Each answer that matters is tied to a clause, not to a brochure - Self-learning and any ability to send, file or reach other systems are answered yes or no, not left blank - The lawyer has decided the information class, and Class B is refused if consent cannot be made informed - A fresh record is required when the model or the data terms change ## Authorities - [ABA Standing Committee on Ethics and Professional Responsibility, Formal Opinion 512, Generative Artificial Intelligence Tools (July 29, 2024)](https://www.americanbar.org/content/dam/aba/administrative/professional_responsibility/ethics-opinions/aba-formal-opinion-512.pdf) - [ABA Model Rules of Professional Conduct, Rule 5.3 (Responsibilities Regarding Nonlawyer Assistants)](https://www.americanbar.org/groups/professional_responsibility/publications/model_rules_of_professional_conduct/rule_5_3_responsibilities_regarding_nonlawyer_assistant/) - [ABA Model Rules of Professional Conduct, Rule 5.3, Comments 1 to 4](https://www.americanbar.org/groups/professional_responsibility/publications/model_rules_of_professional_conduct/rule_5_3_responsibilities_regarding_nonlawyer_assistant/comment_on_rule_5_3/) - [ABA Model Rules of Professional Conduct, Rule 1.6 (Confidentiality of Information)](https://www.americanbar.org/groups/professional_responsibility/publications/model_rules_of_professional_conduct/rule_1_6_confidentiality_of_information/) - [ABA Model Rules of Professional Conduct, Rule 1.6, Comments 3, 4 and 18](https://www.americanbar.org/groups/professional_responsibility/publications/model_rules_of_professional_conduct/rule_1_6_confidentiality_of_information/comment_on_rule_1_6/) - [ABA Model Rules of Professional Conduct, Rule 1.1, Comment, including Comment 8 on technology](https://www.americanbar.org/groups/professional_responsibility/publications/model_rules_of_professional_conduct/rule_1_1_competence/comment_on_rule_1_1/) - [State Bar of California, Standing Committee on Professional Responsibility and Conduct, Practical Guidance for the Use of Generative Artificial Intelligence in the Practice of Law (2026 revision, replacing the November 2023 guidance)](https://www.calbar.ca.gov/Portals/0/documents/ethics/Generative-AI-Practical-Guidance.pdf) ## 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/us-generative-ai-tool-approval-record 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.*