TL;DR: The firms winning with AI in 2025 pair experimentation with clear guardrails. Use the two‑page policy below to standardize usage across practices—confidentiality, citations, approvals, logging, and evaluation—so your attorneys can move fast without risking ethics or reputation.
Updated: August 2025
Introduction
Most lawyers now use AI weekly. What separates leaders from laggards isn’t tool choice—it’s policy. A short, practical policy gives partners confidence, protects clients, and prevents headline‑risk from hallucinated citations or data leaks.
Below is a tight, two‑page AI policy you can adopt as‑is or tailor by practice. It focuses on clarity, accountability, and measurable quality.
The 2‑Page AI Policy (Copy/Paste)
1) Purpose & Scope
This policy governs the responsible use of generative AI by [Firm Name] attorneys, staff, contractors, and vendors when handling client matters and firm business. It applies to all practice groups and all AI systems used for research, drafting, analysis, or administrative work.
2) Definitions
-
Generative AI (AI): Systems that generate text, code, or media from prompts.
-
Authoritative Sources: Primary and secondary legal materials or firm‑approved knowledge bases.
-
AI Workspace: A firm‑approved, authenticated environment with logging and data protections.
3) Approved Use Cases
-
Research briefs, issue spotting, and summaries with citations.
-
First‑draft memos, motions, emails, and contract clauses.
-
Contract review against playbooks; extraction of key terms.
-
Transcript, deposition, and discovery summaries.
-
Administrative tasks: outlines, checklists, and meeting notes.
4) Prohibited Use
-
Uploading confidential client data to non‑approved tools or personal accounts.
-
Filing, serving, or sending AI‑generated work product without human review.
-
Using AI to impersonate clients or opposing counsel.
-
Relying on AI outputs without citations and verification.
5) Confidentiality & Data Handling
-
Use firm‑approved AI workspaces only.
-
Do not include names, unique identifiers, or privileged facts unless the workspace is configured for confidential processing.
-
Apply retention, redaction, and matter‑number tagging consistent with firm policy.
6) Accuracy, Citations, and Verification
-
Citations are mandatory for any legal assertion.
-
Quotes must be verbatim with pincites or section references.
-
Lawyers must verify all assertions and citations before client delivery or filing.
-
If AI provides conflicting analysis, escalate to supervising attorney.
7) Human in the Loop
-
A licensed attorney must review, edit, and approve AI‑assisted work.
-
Supervising partners remain accountable for content quality and ethical compliance.
8) Logging & Audit
-
All AI sessions for client matters must run in logged workspaces.
-
Record: matter number, user, date/time, prompt summary, output location.
-
Keep logs per retention policy; make available to GC/Risk upon request.
9) Security & Access
-
Access via SSO and firm devices.
-
Vendors must meet firm security standards (encryption, SOC 2 or equivalent, data residency where applicable).
-
Disable training on firm data unless expressly approved by GC/Risk.
10) Evaluation & Acceptance Tests
Before client delivery or filing, AI‑assisted outputs must pass:
-
Citation check: sources exist, are current, and accurately quoted.
-
Jurisdiction check: authorities match forum and issue.
-
Conflicts check: positions align with client interests and prior filings.
-
Red‑flag scan: privilege, PII/PHI, protective orders.
11) Roles & Escalation
-
AI Program Owner: sets standards, approves tools, monitors metrics.
-
Practice AI Leads: maintain playbooks and train superusers.
-
GC/Risk: resolves policy questions; handles incidents and client disclosures.
-
Help Desk/IT: supports access, integrations, and logging.
12) Training & Playbooks
-
All fee‑earners complete annual AI training.
-
Practice groups maintain prompt/playbook libraries (versioned).
-
Use only the current playbook for a matter type; propose changes through Practice AI Lead.
13) Incident Response
-
Report suspected AI‑related issues to GC/Risk within 24 hours (mis‑citation, data exposure, model anomaly).
-
GC/Risk coordinates remediation, client notification if required, and corrective actions.
14) Client Communication
-
Do not represent AI as a substitute for legal judgment.
-
Disclose AI assistance when client guidelines require or when it materially affects staffing, cost, or method of work.
15) Versioning
-
Policy owner updates this document at least quarterly or upon material changes to tools, law, or client requirements.
-
Version and effective date appear at the end of this policy.
Version: 1.0 Effective: [Date] Owner: [Title/Name]
Rollout Checklist (One Page)
-
Name the AI Program Owner and Practice AI Leads.
-
Publish this policy on the intranet; circulate a 2‑paragraph summary firm‑wide.
-
Approve and list AI workspaces; deprecate unapproved tools.
-
Create matter‑number logging in AI workspaces.
-
Stand up playbook libraries per practice (research, contracting, litigation).
-
Launch superuser cohorts (5–12 people each) with protected time.
-
Implement acceptance tests for top 3 use cases in each practice.
-
Add an AI field to after‑action reviews and client feedback forms.
-
Schedule quarterly business reviews covering metrics and incidents.
Prompts & Playbooks (Starter Kit)
Research brief (first draft):
“Draft a one‑page research brief on [issue] for [jurisdiction]. List controlling statute(s), leading cases since 2020, and key tests. Provide pincites for quotes. Conclude with two counterarguments and risk notes.”
50‑state survey (grid):
“Create a table with a row per state answering: rule, leading authority, last updated date, and compliance risk for [issue]. Include exact citations and short quotes for each entry.”
Contract playbook check:
“Compare the draft to Playbook v[version]. Flag deviations for indemnity, cap, MFN, assignment, governing law, and notice. Provide suggested redlines with rationale and cite the relevant playbook rule.”
Transcript digest:
“Summarize each witness in three bullets: admissions relevant to [issue], contradictions, and credibility notes. Include page‑line citations for each point.”
Metrics to Track (90 Days)
-
Time‑to‑first‑draft (target 30–50% faster).
-
Defect rate after acceptance tests (target <2%; 0% after partner review).
-
Adoption: % of eligible matters using a playbook.
-
Write‑offs: reduction where playbooks apply.
-
Training completion and number of certified superusers.
-
Incidents: mis‑citations, data issues, and remediation time.
FAQ (for Partners and Practice Leads)
Do we need to tell clients we use AI?
Follow client guidelines. Disclose when it materially affects staffing, costs, or method, or when requested.
Can associates submit AI‑generated sections?
Yes, after they verify citations, ensure jurisdictional fit, and pass acceptance tests. Partner review remains mandatory.
What about consumer AI accounts?
Not permitted for client work. Use only firm‑approved workspaces with logging and data protections.
Who owns updating playbooks?
Practice AI Leads, with monthly review and quarterly sign‑off by the AI Program Owner.
Conclusion
A great policy is short, actionable, and enforced. With this two‑page model, your firm can move from ad‑hoc experimentation to repeatable, auditable, and client‑safe AI adoption—without slowing attorneys down. Publish it, train to it, measure it, and improve it every quarter. That’s how firms win the AI race in 2025.