Can AI turn an information-handling policy into practical checks for an aged care team?
The Question Access, consent, accuracy and confidentiality each need attention in an information-handling policy. Can AI turn the wording into practical checks without folding those different responsibilities into one tick box?
The problem
When reviewing a process, you need to see what the policy says about each responsibility. “Handle information correctly” is too broad to check. A useful table keeps actions separate, shows the section behind each one and makes missing details visible for the policy owner to resolve.
What's real
The Aged Care Quality and Safety Commission's Outcome 2.7 distinguishes access to appropriate information, informed consent, accurate and current information, confidentiality and secure records [1]. Vendor guides document working with uploaded text [2–4], with a distinct Microsoft licensed work-data route [5]. AI can omit a responsibility or merge separate checks, so review its table against the source. OAIC recommends testing and human oversight [6].
Practical use
Pick your text. Use the OAIC's summary of the Australian Privacy Principles [7] and copy principles 10 to 13: quality, security, access and correction. Or use your own information-handling policy in an approved tool.
Keep the original beside you. You'll check every row against it.
Ask for actions, not a summary. Use columns for action, policy section, who does it, by when, conditions or exceptions, and anything unclear. Give each responsibility its own rows.
Keep the gaps honest. The principles say what must happen, such as taking reasonable steps to keep personal information accurate, up to date and complete, but not who does it or by when. Expect plenty of “not stated”: those are the decisions your own policy has to make. These four principles don't cover consent, so if the AI adds a consent row, it has filled a gap rather than read the source.
Check both ways. Match every row to its principle, then read each principle against the table.
Before anyone uses it: if it's your own policy, the policy owner resolves unclear wording, confirms it applies to your services and approves the checks. If it's the public summary, treat the table as practice.
Test it and report back
Try it this week. Did it work? If not, why do you think? If it did, what did it solve? Tell us how it went on our LinkedIn post: https://www.linkedin.com/feed/update/urn:li:activity:7516647563098394626 did access, accuracy, security and correction stay separate? Prefer to keep it private? Send us an email: hello@25hours.ai.
Calls to action
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Want to see what this could look like for your team? Book a 20-minute catch-up and tell us where you are with AI and where you're stuck. Start with tailored training in information-policy checks.
Exercise block
Use an AI tool your organisation has approved, such as Microsoft 365 Copilot, ChatGPT or Claude.
No policy handy? Use our public example: the OAIC's summary of the Australian Privacy Principles.
It's public, so you can paste it into any tool, including free ones. Copy principles 10 to 13.Using your own organisation's policy? Only use a tool your organisation has approved for internal documents (usually a licensed workplace tool, not a free personal account), and follow your organisation's AI, privacy and information security policies. If you're not sure, check with your IT or privacy team first, or use the public example.
Whatever you use, check the output against the original before you rely on it. This exercise is for practice, not legal or compliance advice.
Free ChatGPT / Microsoft Copilot / Claude:
“Turn the policy text below into a checklist table with these columns: action, policy section, who does it, by when, conditions or exceptions, anything unclear. Use only the text below. If the text doesn't say who or when, write ‘not stated’. Give each principle its own rows. Don't add anything the text doesn't cover.” [paste the text]
Microsoft 365 Copilot (licensed):
Same prompt as above. To use your own policy, type / and select the file from SharePoint or OneDrive instead of pasting.
ChatGPT / Claude paid plans:
Same prompt as above. If your organisation allows it, you can upload your policy file instead of pasting.
Agent tools:
An agent could extract checks from an approved information policy and send them to its owner for review, leaving access permissions and clinical decisions with your staff. If you'd like to see this set up for your team, book a catch-up.
What a good table shows (Privacy Principles example)
Quality (principle 10): take reasonable steps so personal information is accurate, up to date and complete. Who: the organisation, no named role. By when: not stated.
Security (principle 11): take reasonable steps to protect personal information from misuse, interference and loss.
Access (principle 12): give people access to their information unless a specific exception applies; the exception sits in the conditions column.
Correction (principle 13): a separate row from access. No consent row, because these four principles don't cover it.
Why it works
Separate rows stop different responsibilities merging into one tick box.
“Not stated” shows where the principles leave decisions to your own policy.
Two-way checking catches added rows as well as missing ones.
If it doesn't work (Troubleshooting)
If the tool tries to open the link, or says it can't, paste the text instead.
If it cuts off or drops details, paste a smaller section.
If it adds a role, deadline or action, ask it to quote the source sentence for that row. If it can't, delete the row.
Keep real resident, client, worker and health information out of free tools. The table isn't a clinical decision or a compliance verdict; take privacy questions to your privacy officer.
Data-handling note
Before you try this: free and personal AI tools may use what you paste to improve their models, depending on your settings. Don't paste personal, health, student, resident or client information. Use a de-identified sample, or your organisation's licensed tool if it has one.
Sources
Aged Care Quality and Safety Commission — Information management; updated 29/06/2026. agedcarequality.gov.au
OpenAI — Uploading files and audio to ChatGPT; undated. help.openai.com
Microsoft — File upload in Microsoft Copilot; undated. support.microsoft.com
Anthropic — Upload files to Claude; 23/07/2026. support.claude.com
Microsoft — How Copilot Chat works with and without a Microsoft 365 Copilot licence; undated. support.microsoft.com
OAIC — Guidance on privacy and the use of commercially available AI products; updated 17/01/2025. oaic.gov.au
OAIC — Australian Privacy Principles quick reference; updated 16/01/2025. oaic.gov.au
Disclosure: This blog was conceptualised and planned by the 25 hours AI team and then researched and drafted with AI assistance. Once the structure, content, and resources were reviewed, verified and tested, the team finalised and publishes the content. Images that were generated with AI were conceptualised and sketched by the team prior to AI generation.