SOAH Use of AI disclosure

SOAH Use of AI disclosure

The State Office of Administrative Hearings (SOAH) is committed to the responsible, ethical, and transparent use of technology. This disclosure provides information regarding how Artificial Intelligence (AI) is—and is not—utilized in our operations and interactions with the public.

Prohibition of AI in Adjudication and Decision-Making

No Artificial Intelligence is used in the analysis or decision-making of any administrative hearings or decisions. All adjudicatory decision-making is performed exclusively by qualified Administrative Law Judges and legal counsel. SOAH ensures that the core judicial functions of evaluating evidence, determining witness credibility, and applying the law are conducted solely through human intellect and judgment.

No AI-Driven Public Interaction

SOAH does not use AI chatbots, virtual assistants, or any automated AI systems to interact with the public, litigants, or customers. When you contact SOAH or participate in our processes, you are interacting with human staff and Administrative Law Judges.

Limited Outward-Facing Tools

The only outward-facing AI tool utilized on the SOAH website is Google Translate, provided for the convenience of our users. For important information regarding the limitations and accuracy of this tool, please refer to our Google Translate Disclaimer.

Internal Use of Software Systems

AI technology at SOAH is limited to internal-only use as an embedded feature of common commercial software systems. These include, but are not limited to:

  • Microsoft Copilot (AI-powered productivity assistance)
  • Microsoft Office (Word, Excel, Outlook, etc.)
  • Adobe Acrobat (PDF management and document productivity)
  • Westlaw (subscription-based legal research)
  • Telicon (subscription-based legislative research)

These tools are utilized by SOAH personnel for internal administrative purposes only, such as improving the clarity of written communications and publications, enhancing the readability of written decisions or orders, routine research and programming assistance, and internal data analytics.

Human Oversight and Verification

SOAH maintains strict human-in-the-loop protocols. All AI-assisted work product is:

  • Overseen and managed by human interaction.
  • Reviewed, verified, and approved by human oversight to ensure accuracy, legal integrity, and professional standards.

External Use of AI by Third Parties 

SOAH is aware that litigants, representatives, and other third parties may utilize AI tools in their interactions with this agency. For guidance and requirements regarding the use of AI in SOAH proceedings, please consult the Chief Administrative Law Judge’s Advisory on the Use of Artificial Intelligence.

Privacy Protection

SOAH protects private information through rigorous data management and strict AI safeguards. Agency policy prohibits the disclosure of private information to third-party AI systems, and all employee use of AI requires strict removal of any personally identifying information from data inputs to ensure any usage associated with the processing of sensitive or confidential information cannot be linked to individuals. Additionally, SOAH AI controls are configured to prohibit search logging, block certain confidential data entry, and to prevent data from being stored or used for any machine learning.

Information security is maintained by collecting only the data essential for official agency business that is voluntarily submitted to SOAH or through other authorized means. Access to private and sensitive information is restricted to authorized staff for official duties only Certain sensitive data—such as Social Security numbers, medical records, and student files—is protected by mandatory encryption and secure server monitoring. SOAH utilizes encrypted communications and secure tracking. When data is no longer needed and/or has been retained for the required amount of time in accordance with SOAH’s state-approved records retention policy, it is permanently destroyed via professional shredding or electronic erasure. Finally, SOAH does not disclose confidential information without express consent unless required by law or court order.

To ensure accountability, all staff undergo criminal background checks and mandatory privacy training, and policy violations result in disciplinary action or legal penalties. In the event of a suspected breach, SOAH will immediately investigate the incident to determine the scope and risks associated with the alleged breach and then notify affected individuals and the Texas Attorney General’s office.

For more information, see SOAH’s Privacy and Security Policy.

Ethics and Compliance 

SOAH prioritizes the protection of sensitive information and the maintenance of public trust in the administrative justice system. All use of AI at SOAH is governed by and subject to the State of Texas, Department of Information Resources (DIR) Code of Ethics for Responsible AI Usage (1 Tex. Admin. Code §§ 219.1-11).

Complaints

If you believe you have been impacted by a SOAH-operated AI system during the course of your interactions with SOAH, you are entitled to challenge relevant AI-driven decisions and explanations by the filings of a formal complaint in accordance with SOAH’s External Complaints Policy. For more information and instructions on how to file a formal complaint, please see SOAH’s Compact with Texans.

Disclaimer

SOAH disclaims and assumes no responsibility or liability for the use or misuse of AI, or for any AI-related conduct, by any non-SOAH actors, including opposing parties and other agencies or governmental bodies who may appear in hearings or mediations before SOAH.