---
title: "Checklist before any file on a matter goes into a tool"
url: "https://ailawframework.com/precedents/confidentiality-and-client-information/matter-tool-upload-checklist"
type: "precedent"
site: "AI Law Framework"
id: "a51-matter-tool-upload-checklist"
area_id: "A51"
kind: "checklist"
ai_level: "yellow"
version: 1
task_ids: ["A51-A20260923-4", "OB-CONF-1"]
law_stated_as_at: "2026-10-22"
---

# Checklist before any file on a matter goes into a tool

> Matter-by-matter checklist before a document is put into a tool: confidentiality, court limits, personal information, overseas handling, the client's instructions, and any information barrier.

Canonical page: https://ailawframework.com/precedents/confidentiality-and-client-information/matter-tool-upload-checklist  
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: [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 6 authorities it cites, for New South Wales and Commonwealth.

## When to use it

Use for a named matter and a named tool, before the first upload and again when the tool or the instructions change. It does not approve the tool for the whole practice. That decision sits on the tools register.

## Used for these tasks

- [Build an upload checklist for a matter before any file goes into a tool](https://ailawframework.com/obligations/confidentiality-and-client-information/build-an-upload-checklist-for-a-matter-before-any-file-goes-into-a-tool.md)
- [Decide whether client material can go into a tool](https://ailawframework.com/obligations/confidentiality-and-client-information/decide-whether-client-material-can-go-into-a-tool.md)

## How AI may be used

AI may list the documents proposed for upload and the tool's recorded terms. The principal decides whether this material may go into this tool.

**AI may:**

- List the file names proposed for upload and match each to a category the principal has defined
- Quote the storage, training and location clauses from a terms document the principal supplies

**AI must not:**

- Must not decide that the upload is permitted
- Must not treat a marketing page as the contract
- Must not upload the documents in order to answer the checklist

**The lawyer checks:**

- The tool is on the firm's approved list for this class of information, or the principal has refused the upload
- Court orders, client instructions and any information barrier have been read against the actual files
- The principal has signed the decision line before any file is uploaded

## Authorities

- [Legal Profession Uniform Law Australian Solicitors' Conduct Rules 2015 (NSW) r 9.1 and r 9.2 (do not disclose client confidential information except as the rule permits)](https://classic.austlii.edu.au/au/legis/nsw/consol_reg/lpulascr2015658/s2.9.html)
- [OAIC, APP guidelines chapter 6 (use or disclose for the primary purpose unless an exception applies)](https://www.oaic.gov.au/privacy/australian-privacy-principles/australian-privacy-principles-guidelines/chapter-6-app-6-use-or-disclosure-of-personal-information)
- [OAIC, APP guidelines chapter 8 (reasonable steps before disclosure to an overseas recipient, and accountability under s 16C)](https://www.oaic.gov.au/privacy/australian-privacy-principles/australian-privacy-principles-guidelines/chapter-8-app-8-cross-border-disclosure-of-personal-information)
- [OAIC, APP guidelines chapter 11 (reasonable steps to protect personal information, including technical and organisational measures)](https://www.oaic.gov.au/privacy/australian-privacy-principles/australian-privacy-principles-guidelines/chapter-11-app-11-security-of-personal-information)
- [Statement on the use of artificial intelligence in Australian legal practice (6 December 2024): confidential information must not be put into public tools, and commercial terms must be reviewed](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/matter-tool-upload-checklist 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.*