Identify the material and purpose
State the task and document classes before selecting files. Review attachments and embedded content, not only the main document title.
A public contract and a confidential client investigation can require different handling even when the same analysis feature is used.
Check the matter restrictions
Review client instructions, engagement terms, protective orders where relevant, and the firm's policies. Identify the person authorised to resolve an exception.
ABA Formal Opinion 512 discusses confidentiality and other duties under the Model Rules. Check the actual jurisdiction's rules and circumstances rather than treating the opinion as a universal approval.
Understand the processing arrangement
Verify data use, retention, access, onward providers, and service configuration. Keep marketing summaries separate from applicable contractual terms.
A no-training promise is relevant but does not answer every confidentiality or processing question.
Test a mixed folder
Suppose a permitted commercial agreement is stored with privileged advice and identity documents. The folder's broad category should not determine the handling of every file.
Use the approved selection, redaction, or escalation process. Do not upload uncertain material while waiting for the review decision.
Record the permission boundary
Save the approved task, inputs, workspace, recipients, and conditions. Give users a practical route for new or unusual documents.
Revisit the decision when the purpose or service changes. The approval should describe the actual use rather than grant indefinite permission for every AI task.
Sources and next steps
This is an editorial workflow guide for legal professionals. The suggested checks are our practical recommendations, not a statement that a regulator requires a particular software workflow.
Explore File Library and Collaboration, or review Judicio's regional coverage and limitations. Check the underlying source and your organisation's approved process before relying on an output.