Form · Confidentiality & client information
Inventory of systems that can see client material
Inventory of every system that can see client material, including practice software, email, portals and AI tools, with access, location, training use and whether it is approved.
- Kind
- Form. A form to complete, or a guide to completing an official one.
- Where it applies
- New South Wales, Commonwealth
- AI use
- Yellow You and the tool draft together, with you directing. You check every statement you rely on.
- Law stated as at
- 22 October 2026
- Status
- Maintained. Checked on 22 October 2026 against the 5 authorities it cites, for New South Wales and Commonwealth.
- Version
- 1
- Source
- Written for this library
When to use it
Use when building or updating the list of systems that can see client material, including systems that are not marketed as AI. Do not use it as approval of a system. Approval is a separate decision.
Used for these tasks
Each task page says how far AI may help with the task and what the lawyer must review.
How AI may be used
AI may add systems from a list the principal supplies, such as a software register or invoices. The principal confirms what each system can see and whether it is approved.
AI may
- Turn a supplied list of vendors into draft rows with blank access and location fields
- Flag a row with no owner or no review date
AI must not
- Must not mark a system as approved
- Must not guess the location or the training terms from the vendor's name
- Must not drop a system because it is not described as AI
The lawyer checks
- Email, document management, e-discovery, transcription, portals and AI features inside ordinary software are included, not only standalone AI products
- Each row states who can access client material and whether it can leave the practice
- A principal has reviewed the inventory and set the next review date
Method: how the Green, Yellow and Red levels are decided. This is guidance for planning, not legal advice.
Read the full text
The full text is available after you log in. It is free. When you log 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.
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