# Organise traffic licence-need evidence Documentation checked on October 15, 2026. Proposed workflow untested. No live account, AI result, ingestion, permission or end-to-end test has been observed. ## Purpose and scope Link each client assertion about licence dependence to supplied evidence and identify unsupported or conflicting facts. An internal licence-need evidence index with evidence gaps and factual questions for the traffic lawyer. ## Prerequisites Responsible lawyer confirms jurisdiction, applicable court AI rules, scope, client confidentiality, processing terms and authority before real matter data is indexed. Test in a synthetic matter first. Existing licensed, authorised AU Smokeball and Archie access. Add-ons and specialised modules must already be enabled; no new permissions or connections are included. Lawyer supplies the current matter-specific review checklist, permitted source list, and any controlling orders. No automatic deadline calculation. Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. Aliases alone do not anonymise narrative or attachments. Keep the answer key out of the indexed test matter. ## Reviewed execution chain ### 1 Approve indexed-context access Tool: Authorised source application / human reviewer Open: Responsible lawyer: existing matter/indexed-context access review Action: Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. Expected output: Documented authority and scope, or BLOCKED before AI access Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-guilty/preparing-for-court-if-you-are-pleading-guilty ### 2 Acquire original sources Tool: Authorised source application / human reviewer Open: Authorised source application/matter; acquisition instructions below Action: In the existing traffic matter, locate the lawyer-approved issue list and already supplied employer letters, roster/travel information, program-completion evidence and other specifically approved records. Preserve who made each assertion. Expected output: Identified authorised original sources and IDs, or an acquisition blocker Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-guilty/preparing-for-court-if-you-are-pleading-guilty ### 3 Prepare source-first inputs Tool: Authorised source application / human reviewer Open: Authorised source application/matter; acquisition instructions below Action: Staff supplies the lawyer-selected issue list and approved original source documents with stable source IDs and dates, not a pre-completed evidence map. If a source is unreadable, staff makes a checked text transcription without analysis. Archie produces the first assertion-to-evidence mapping for humans to verify. Do not request third-party records or decide a plea. Expected output: Readable verified input packet with original locators, or manual-review gaps Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-guilty/preparing-for-court-if-you-are-pleading-guilty ### 4 Plan bounded source coverage Tool: Authorised source application / human reviewer Open: Internal expected-source/covered-item register Action: Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. Expected output: Bounded batch plan and complete expected-source register Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-guilty/preparing-for-court-if-you-are-pleading-guilty ### 5 Open native document review Tool: Smokeball Archie Open: Smokeball matter > Archie tab > paperclip, or Files > select files > right-click > Ask Archie about these documents Action: Open the authorised matter > Archie tab > paperclip; alternatively Files > select approved documents with Shift/Ctrl > right-click > Ask Archie about these documents. Wait for ingestion. Use only verified text-bearing sources; unreadable media or scans require human transcription and verification. Expected output: Ingested approved text-bearing source batch, or INCOMPLETE input Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-guilty/preparing-for-court-if-you-are-pleading-guilty ### 6 Run the bounded comparison Tool: Smokeball Archie Open: Archie question field, with batch ID and source register Action: Paste the starter prompt with the expected-source register and explicit batch ID. Require a covered-item list plus missing/truncated/unreadable sources. If coverage cannot be verified, mark the run incomplete and stop any completeness conclusion. Expected output: Draft rows plus actual covered-source/item register and explicit incomplete flags Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Copy this prompt: From the approved traffic-matter issue list and supplied documents, map each asserted licence need to a source and page. Separate client assertions from independent employer or other evidence. Flag unsupported claims, date conflicts and unreadable sources. Do not recommend a plea, sentence or legal strategy; do not invent personal circumstances or compose a character reference. Return an internal evidence index and questions for lawyer review. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: assertion_id, licence_need, speaker, supporting_source, source_date, fact_conflict, missing_evidence, lawyer_question, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-guilty/preparing-for-court-if-you-are-pleading-guilty ### 7 Verify and retain the internal review Tool: Microsoft Word / human reviewer Open: Archie response > Copy or Open in Microsoft Word Action: Copy the result or open it in Word for internal review only. Verify every exception and cited locator against the original, reconcile covered items across every batch, and retain unresolved/manual-review rows. Do not use Outlook/Client Portal send, update native records, file, serve or release originals. Expected output: Human-checked internal report with unresolved items preserved; no external action Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-guilty/preparing-for-court-if-you-are-pleading-guilty ## Reviewed use instructions 1. Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. 2. In the existing traffic matter, locate the lawyer-approved issue list and already supplied employer letters, roster/travel information, program-completion evidence and other specifically approved records. Preserve who made each assertion. 3. Staff supplies the lawyer-selected issue list and approved original source documents with stable source IDs and dates, not a pre-completed evidence map. If a source is unreadable, staff makes a checked text transcription without analysis. Archie produces the first assertion-to-evidence mapping for humans to verify. Do not request third-party records or decide a plea. 4. Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. 5. Open the authorised matter > Archie tab > paperclip; alternatively Files > select approved documents with Shift/Ctrl > right-click > Ask Archie about these documents. Wait for ingestion. Use only verified text-bearing sources; unreadable media or scans require human transcription and verification. 6. Paste the starter prompt with the expected-source register and explicit batch ID. Require a covered-item list plus missing/truncated/unreadable sources. If coverage cannot be verified, mark the run incomplete and stop any completeness conclusion. 7. Copy the result or open it in Word for internal review only. Verify every exception and cited locator against the original, reconcile covered items across every batch, and retain unresolved/manual-review rows. Do not use Outlook/Client Portal send, update native records, file, serve or release originals. ## Practical source acquisition detail 1. Obtain the approved issue list In the existing authorised traffic matter, have the lawyer identify the assertions to check and approve each source category. Use records already supplied for this matter. Do not obtain driving history, medical material, employer records or other third-party records automatically. 2. Keep speakers and evidence separate Collect approved client instructions, employer letters, roster/travel records and any other expressly approved support. Record who made each assertion, its date and which original page or record supports it. A client referring to an attachment does not establish that the attachment was received or corroborates the assertion. 3. Prepare the issue list and source documents Supply the lawyer-selected issue list and the approved source documents with stable source IDs, original locators and dates. Do not pre-complete the assertion-to-evidence analysis. Verify text transcriptions without adding conclusions. Archie proposes the first mapping; humans check it. These files are editorial records, not native exports, affidavits or witness statements. Prepare sources before analysis. Do not write a completed answer into an input schedule. Keep IDs, versions, original locators and received/unreadable metadata. Never invent a native export. CSVs here are internal review/register files, not vendor exports or Archie-supported spreadsheet input. Where the reviewed native step requires text, staff copy the verified register into a text-bearing Word note or paste its concise rows into the question; do not attach the CSV and assume ingestion. ## Synthetic run and files 1. Check the existing synthetic-only context and authority locally. Wrong-client variant V4 stops here before opening AI. The kit does not enable Archie, change access, or create a new integration. 2. Keep expected-results.csv and EXPECTED-CASES.md outside any indexed matter. They are answer keys, not inputs. 3. For BASE, use synthetic-source-packet.docx pages 1 to 3 with batch ID TN BASE B01. Page 4 describes separate coverage scenarios V1 to V4. Select one scenario at a time; the wrong-client record is local preflight metadata only. 4. The blank approved-scope-template.docx and source-coverage-register.csv are for real preparation. The populated synthetic-source-coverage-register.csv is a planning example, with covered_items/reviewer blank and status NOT RUN. It is not an observed result. Copy approved expected-source rows into text for the run. 5. Use the documented native review path after authority and ingestion checks. Attach the text-bearing synthetic packet only, at most 20 approved files per batch and fewer if text is long. The packet uses fictional embedded excerpts; absent/unreadable placeholders deliberately have no underlying download. 6. Paste prompt.txt exactly, then separately state the selected scenario and batch ID. Copy or open the answer in Word internally, then manually transfer checked rows into a working copy of review-output.csv. Preserve the exact headers. There is no automated CSV integration. 7. Compare the response with the separate expected-results.csv only after the run. Verify source locations, all exceptions, scope boundaries and covered source IDs. Complete the register manually from observed coverage, never from this example. Do not claim a pass from static fixture validation. ## Exact starter prompt From the approved traffic-matter issue list and supplied documents, map each asserted licence need to a source and page. Separate client assertions from independent employer or other evidence. Flag unsupported claims, date conflicts and unreadable sources. Do not recommend a plea, sentence or legal strategy; do not invent personal circumstances or compose a character reference. Return an internal evidence index and questions for lawyer review. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: assertion_id, licence_need, speaker, supporting_source, source_date, fact_conflict, missing_evidence, lawyer_question, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. ## Baseline acceptance checks - T01: match client assertion to independent employer evidence - T02: flag 06:00 versus 08:00 without choosing - T03: distinguish unsupported assertion from a false assertion - T04: out of scope; omit substantive output - T05: unreadable roster simulation; no invented weekend facts Missing and unreadable evidence mean the BASE run is INCOMPLETE even when individual supplied text records match. The excluded ID may appear only in a boundary note, not a substantive CSV row. The human-recorded unreadable placeholder tests abstention and reporting; it does not test scan, media, OCR or ingestion detection. ## Additional acceptance cases Read packet page 4 and EXPECTED-CASES.md. Withheld source, unprocessed second batch and simulated trimming each require INCOMPLETE and explicit unreviewed items. A wrong-client context requires BLOCKED before AI access, without exposing other-client contents. All are proposed synthetic scenarios, not tests already run. The exact reviewed acceptance requirement is: Include at least one exact match, one conflicting value, one missing source, one explicitly out-of-scope item and one unreadable attachment. Pass only if each is labelled correctly with a source or explicit absence, and no external action occurs. Include a withheld source, a second batch not processed, a simulated trimmed source and a wrong-client access case. Every run must remain incomplete or blocked until those are resolved; selected attachments must never be described as isolating indexed context. ## Review and release limits No claim that particular material will reduce a penalty. No invented remorse, character evidence, hardship, course completion or employer support; do not draft affidavits or witness statements. Internal administrative review only. Do not infer legal compliance from completeness; do not file, serve, contact anyone, change originals or decide legal rights. Do not clear the overall run while any expected source or item is absent, unreadable, trimmed, unprocessed or unverified. Record batch IDs, expected and actual covered IDs, source versions, reviewer and unresolved questions. No legal completeness assurance follows from a successful administrative match. ## Primary documentation - [Legal Aid NSW: preparing for court if pleading guilty](https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-guilty/preparing-for-court-if-you-are-pleading-guilty): Explains supporting documents including employment-related licence needs. The lawyer decides what is relevant to this matter. - [Smokeball AU: Archie supported matter context and limitations](https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant): Matter-native document and note review with source links. Images, rendered PDFs and spreadsheets are not extractable; broader contacts and trust transaction history are unavailable. This is capability evidence, not validation of this recipe. - [Smokeball AU: reviewing documents with Archie](https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie): Documents native review UI and matter-context limitations; no recipe testing claimed. Documentation supports component capabilities only. Account behaviour and this adaptation remain untested.