Internal one-page policy for [Firm name] · effective [date]. Adapt to your practice — this template is not legal advice.
How we use AI
Our firm runs an on-premises AI appliance (the B-Ai Box) in our office for drafting, summarization, and document review. It runs on hardware we control. The rules below apply to everyone at the firm.
Privilege and confidentiality still apply to prompts and outputs stored on the Box.
The rules
Matter data stays on the Box or the authorized vault. Do not move client matter files to unmanaged locations.
No public chatbots for matter work. Do not paste client facts into ChatGPT, Claude, Gemini, or similar tools for matter work.
A lawyer approves every outbound AI-assisted email before it is sent.
AI output is a junior-associate draft. Check the law and verify every citation before relying on it or sending it.
Keep the lanes separate. The personal / admin assistant is not the matter lane; do not put matter files into the admin lane.
Mirroring is not a backup. Follow the firm's backup procedure.
Do not disable security patches or Care updates on the Box.
Questions? Ask [named partner].
What we tell clients
To protect your confidential information, this firm uses an artificial-intelligence system that runs on our own equipment in our office. Your matter files are processed on-premises and are not uploaded to outside AI services or used to train any outside model. Access is limited by matter, and any communication the system helps prepare is reviewed and approved by a lawyer before it is sent. We use these tools to work more efficiently while a lawyer remains responsible for the work and for safeguarding your information.
Professional responsibility
AI assistance does not change a lawyer's duties of competence, confidentiality, and supervision. Use of these tools is consistent with ABA Formal Opinion 512 on generative AI; a lawyer remains responsible for all work product.
Adopted by (partner)
Date
B-Ai Box — On-premises AI processing. Lawyer-supervised. Not a public chatbot. · Template provided by Banksy AI; adapt to your firm and jurisdiction. Not legal advice.