11 Jun 2025

Managing Records Created with AI Technologies in Government

NAA released updated guidance to help agencies manage records using AI.

As AI technologies become more embedded in everyday business processes, government agencies are increasingly generating records through both generative AI (such as Microsoft 365 Copilot or ChatGPT) and traditional AI (such as fraud detection or data analytics systems). The National Archives of Australia has released updated guidance to help agencies identify, assess, and manage records created by or relating to these technologies in accordance with the Archives Act 1983. This includes recognising AI-generated content as official records and applying appropriate retention and disposal policies based on the record’s purpose, value, and associated risks.

Agencies must ensure that AI-generated outputs—especially those informing decisions or forming part of final documents—are reviewed, retained, and managed appropriately. While some AI outputs, like preliminary drafts or automated summaries, may be considered low-value and eligible for destruction under normal administrative practices, higher-risk content or outputs used as final records may require supporting metadata, prompts, and inputs to be retained for accountability. Where AI is integrated into business systems or decision-making tools, agencies must ensure that sufficient documentation and system design records are maintained to demonstrate how decisions are made.

In addition to managing AI-generated records, agencies are also responsible for preserving records related to the planning, procurement, implementation, and governance of AI technologies. This includes contracts, system specifications, training materials, and AI policies. Agencies are encouraged to take a risk-based approach, embed AI recordkeeping requirements into their information governance frameworks, and ensure staff are adequately trained. As the use of AI continues to grow and evolve, agencies must remain vigilant in applying consistent, accountable information management practices to ensure transparency and compliance.