---
title: "Inventory of systems that can see client material"
url: "https://ailawframework.com/precedents/confidentiality-and-client-information/client-material-systems-inventory"
type: "precedent"
site: "AI Law Framework"
id: "a51-client-material-systems-inventory"
area_id: "A51"
kind: "form"
ai_level: "yellow"
version: 1
task_ids: ["A51-A20260923-1"]
law_stated_as_at: "2026-10-22"
---

# 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.

Canonical page: https://ailawframework.com/precedents/confidentiality-and-client-information/client-material-systems-inventory  
Law stated as at: 2026-10-22

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

## Key facts

- Kind: Form. A form to complete, or a guide to completing an official one.
- Practice area: [Confidentiality & client information](https://ailawframework.com/precedents/confidentiality-and-client-information.md)
- Jurisdictions: New South Wales, Commonwealth
- 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 5 authorities it cites, for New South Wales and Commonwealth.

## 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

- [Build an inventory of tools that can see client material](https://ailawframework.com/obligations/confidentiality-and-client-information/build-an-inventory-of-tools-that-can-see-client-material.md)

## 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

## Authorities

- [Legal Profession Uniform Law Australian Solicitors' Conduct Rules 2015 (NSW) r 9 (client confidential information)](https://classic.austlii.edu.au/au/legis/nsw/consol_reg/lpulascr2015658/s2.9.html)
- [OAIC, APP guidelines chapter 11 (security of personal information)](https://www.oaic.gov.au/privacy/australian-privacy-principles/australian-privacy-principles-guidelines/chapter-11-app-11-security-of-personal-information)
- [OAIC, APP guidelines chapter 1 (APP 1.2 requires practices and systems that are kept under review)](https://www.oaic.gov.au/privacy/australian-privacy-principles/australian-privacy-principles-guidelines/chapter-1-app-1-open-and-transparent-management-of-personal-information)
- [Statement on the use of artificial intelligence in Australian legal practice (6 December 2024), on policies that say which tools may be used and with what information](https://www.lawsociety.com.au/sites/default/files/2024-12/LS4590_PSP_Statement_AI_LawSocietyVersion.pdf)
- [Victorian Legal Services Board + Commissioner, news item dated 6 December 2024, publishing the joint statement on the use of artificial intelligence in Australian legal practice](https://lsbc.vic.gov.au/news-updates/news/statement-use-artificial-intelligence-australian-legal-practice)

## 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/confidentiality-and-client-information/client-material-systems-inventory 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.*