---
title: "Controls standard: AI tools and trust records (read-only access, no payment functions, audit trail)"
url: "https://ailawframework.com/precedents/trust-accounting-and-handling-client-money/ai-trust-records-controls-standard"
type: "precedent"
site: "AI Law Framework"
id: "a41-ai-trust-records-controls-standard"
area_id: "A41"
kind: "policy"
ai_level: "red"
version: 1
law_stated_as_at: "2026-10-17"
---

# Controls standard: AI tools and trust records (read-only access, no payment functions, audit trail)

> A firm standard for any AI tool, agent or AI feature that touches trust records: permitted and prohibited uses, read-only access with no payment or posting rights, logging and back-ups, human review, vendor checks,…

Canonical page: https://ailawframework.com/precedents/trust-accounting-and-handling-client-money/ai-trust-records-controls-standard  
Law stated as at: 2026-10-17

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

A firm standard for any AI tool, agent or AI feature that touches trust records: permitted and prohibited uses, read-only access with no payment or posting rights, logging and back-ups, human review, vendor checks, external examiner access and irregularity reporting.

## Key facts

- Kind: Policy. A policy or procedure for a firm or client.
- Practice area: [Trust accounting & handling client money](https://ailawframework.com/precedents/trust-accounting-and-handling-client-money.md)
- Jurisdictions: New South Wales, Victoria, Western Australia
- AI level: Red. Keep AI out of the decisive steps. A lawyer does the work.
- Law stated as at: 2026-10-17
- Status: Maintained. Checked on 2026-10-17 against the 9 authorities it cites, for New South Wales, Victoria and Western Australia.

## When to use it

Use before turning on AI features in trust accounting or practice management software, connecting an AI agent to the trust account or bank feeds, or using AI to prepare reconciliations or inspection packs. Approve each tool under it.

## How AI may be used

Lawyer-led. AI may read trust records to suggest matches, flag anomalies and assemble packs, but has no ability to post entries, change payee details or move money. Principals authorise every payment and sign every reconciliation.

**AI may:**

- Read exported or read-only trust data to suggest reconciliation matches and flag anomalies.
- Draft notices of withdrawal, receipts and inspection pack indexes for a person to check.
- Search records to answer a principal's or external examiner's questions, citing the record relied on.

**AI must not:**

- Must not hold credentials, tokens or API scopes that can post entries, change master data or initiate, approve or release payments.
- Must not edit or delete finalised trust records or monthly copies.
- Must not send trust data to a tool or location that is not approved for it.

**The lawyer checks:**

- Access settings for every AI tool and service account were checked as read-only and are reviewed quarterly.
- AI-suggested items accepted into trust records are traceable to the person who accepted them.
- The external examiner can see how AI was used and inspect the logs.

## Authorities

- [Legal Profession Uniform Law s 138 (holding and disbursing trust money)](https://legislation.nsw.gov.au/view/html/inforce/current/act-2014-16a)
- [Legal Profession Uniform Law s 147 (trust records: permanent form, true position, can be examined, 7 years, back-ups)](https://legislation.nsw.gov.au/view/html/inforce/current/act-2014-16a)
- [Legal Profession Uniform Law ss 148 and 154 (deficiency; reporting irregularities)](https://legislation.nsw.gov.au/view/html/inforce/current/act-2014-16a)
- [Legal Profession Uniform General Rules 2015 rr 38 to 41 (computerised accounting systems)](https://legislation.nsw.gov.au/view/html/inforce/current/sl-2015-0246)
- [Legal Profession Uniform General Rules 2015 r 43 (method of payment; who may authorise)](https://legislation.nsw.gov.au/view/html/inforce/current/sl-2015-0246)
- [Legal Profession Uniform General Rules 2015 r 48 (monthly reconciliation)](https://legislation.nsw.gov.au/view/html/inforce/current/sl-2015-0246)
- [Legal Profession Uniform General Rules 2015 r 50(2) (annual notice of authorised signatories)](https://legislation.nsw.gov.au/view/html/inforce/current/sl-2015-0246)
- [Privacy Act 1988 (Cth) Sch 1 APPs 8 and 11](https://www.legislation.gov.au/C2004A03712/latest/text)
- [Legal Profession Uniform Law Australian Solicitors' Conduct Rules 2015 r 9 (confidentiality)](https://legislation.nsw.gov.au/view/html/inforce/current/sl-2015-0244)

## 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/trust-accounting-and-handling-client-money/ai-trust-records-controls-standard 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.*