Writing an AI policy for a small law firm
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Writing an AI policy for a small law firm means naming the approved tools, which client data may go into each, who reviews output, and how access, retention and backups work. Keep it short and review it when guidance changes. Not legal advice.
Olares One → Private AI for law firms → Document Q&A · drafting · local models → Client data stays in the firm
Why should a small law firm put its AI rules in writing?
A written policy lets a firm make AI decisions once, so each lawyer does not make them alone. It should be short enough that people read it, and reviewed whenever the bar or regulator updates its guidance. This page is general information, not legal advice.
What should the policy cover?
The policy should name the approved AI tools, say which client information may go into each, require a lawyer to review every output, and set rules for accounts, retention, remote access, client communication and incidents. A firm may allow more on a local server than in a cloud tool.
- No AI output reaches a client or a court until a lawyer has checked it.
- Each person has one account, few people have admin rights, and accounts close when someone leaves.
- Chats and uploads are kept for a set period, and a named person deletes them.
- The policy says whether lawyers may use the AI from outside the office.
- The firm decides whether and how it tells clients about AI use, in line with its regulator's guidance.
- Everyone knows what to do if data goes into the wrong tool.
How does an AI policy for a small law firm apply to a local server?
On Olares One, the policy can point to real settings. Each person has a separate account through the LarePass app, and Olares' FAQ lists three roles, Super Admin, Admin and Member. The person who activates the box becomes Super Admin, so the policy should name that person.
Keep admin rights to one or two people. Backups are automatic and encrypted, so name who checks them. Remote access uses a built-in VPN, so state whether it is on. Activation and Olares Market need internet, so record when the box goes online. Olares' FAQ says the file system does not use full-disk encryption by default, so say where the box sits and who has physical access.
We would write the policy before the box goes live. A firm already using AI tools informally should write it now.
How does a firm keep the policy current?
A firm keeps the policy current by setting a review date, recording which models are approved, since output changes between model versions, and collecting examples of good and bad output to train new staff. Bar and regulator guidance on AI keeps changing, so the review date matters.
Related reading: client confidentiality and AI tools and cloud legal AI tools or local AI.
Questions & answers
Does a small firm need a written AI policy?
Check your regulator's guidance. Where none is required, a written policy still keeps lawyers consistent and helps if a client asks how the firm uses AI.
Who should own the AI policy?
A partner, working with whoever runs the AI server. On Olares One, the person who activated the box holds the Super Admin role, so involve them.
Sources for this entry
- Olares One FAQ (Olares docs) (Company-published)
- Olares One product page (Company-published)
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Cite this entry
Best Private AI for Lawyers. “Writing an AI policy for a small law firm.” Content reviewed 13 November 2026.
https://bestprivateaiforlawyers.com/law-firm-ai-policy/