MoJ transcription tool offers lessons for government, NAO reports

A new AI transcription tool developed by the Ministry of Justice (MoJ) offers valuable lessons for public sector organisations seeking to improve productivity, according to a new report from the National Audit Office (NAO).

“Justice Transcribe” was rolled out for probation officers earlier this year, and is expected to save 450,000 hours of staff time.

In a case study published today, entitled “Productivity improvement: The Justice Transcribe AI‑enabled transcription tool”, the NAO examines how the MOJ identified, developed, tested, and scaled the technology, drawing out lessons for other public bodies.

Gareth Davies, Head of the NAO, said that looking to examples like these when seeking to improve productivity is crucial for government organisations attempting to meet growing demands while operating with limited resources.

He said: “This case study highlights practical lessons to help organisations identify opportunities for improvement, implement change successfully and realise productivity benefits by saving staff time.”

First piloted in 2025 and rolled out between February and March 2026, Justice Transcribe reduces the time that probation officers spend taking notes in meetings with people in probation.

This has consequently led to an increase in the quality of interaction with those being supervised, and in the quality of the notes taken, according to government.

Drawing on the MoJ's experience, the NAO emphasised five steps for public sector bodies to follow when wanting to improve productivity. These are as follows:

• Identify the opportunity: organisations should identify pain points, such as where time is being lost, with the NAO highlighting the importance of giving frontline staff a channel to voice the challenges they face. The report notes how the MoJ assessed potential improvements against its strategic objectives, their likely impact and their feasibility before proceeding.
• Developing and piloting the solution: this entails co-designing solutions with users, learning from the outcomes of pilots prior to rollout, and ensuring that operational and technical experts work together in development.
• Implement change at scale: organisations must support users in adopting new tools, address any issues swiftly. and consider whether existing ways of working need to change. The NAO emphasised: “Treat implementation as organisational change, not just technical change.”
• Realise and sustain benefits: this entails implementing ongoing monitoring to track performance, and continuously improving solutions.
• Embed improvements into business-as-usual operations: this involves ensuring governance and assurance arrangements are and remain fit for purpose, and factoring in business continuity and long-term value for money, such as by maximising flexibility and factoring in opportunities for reuse.

Following the tool’s reported success in the probation service, the Ministry of Justice is exploring extending Justice Transcribe to prison, courts, and the police.

The NAO report is the first of a series of case studies the NAO is planning to publish for the benefit of other public sector organisations.

The full report can be found on the NAO website.

Featured Image Credit: HM Prison and Probation Service