1. Introduction
Artificial Intelligence (AI)-powered notetaking tools are now available to transcribe and summarize online (virtual) meetings. These assistants may be built into existing collaboration tools such as Zoom, while others are third-party software agents that could be used by individual meeting participants. While these tools offer positive benefits to individuals and organizations (including, e.g., making meetings more accessible, and capturing notes for later reference), they
have the potential to stifle open conversation/inquiry, create multiple records and potential misinterpretation of meeting discussions, and introduce significant governance risks regarding privacy, security, and the integrity of the information shared within these meetings.
2. Purpose and Scope
The purpose of this policy, which is part of a broader guidance on AI use for employees and volunteers, is to establish clear rules for the appropriate use of AI notetaking tools. It aims to establish a structured process for the use of an AI notetaker during meetings, ensuring confidentiality, accuracy, and compliance with internal policies.
This policy applies to all employees, contractors, volunteers, Board and Committee members, and individuals who participate in meetings at or sponsored by ASTC. It encompasses both virtual and in-person meetings, and covers all types of AI notetaking tools, including but not limited to transcription software, voice recognition applications, and automated meeting assistants.
3. Policy During ASTC-Hosted Webinars, Professional Learning Sessions, Conferences, and Events
3.1. Prohibition of AI Notetaking Tools During ASTC-Hosted Webinars, Professional Learning Sessions, Conferences, and Events
Third-party AI notetaking tools (including transcription software, recording bots, and automated meeting assistants) and any other third-party proxy are strictly prohibited in all ASTC webinars, professional learning sessions, and ASTC’s Annual Conference and events. ASTC has no way to verify the security of these third-party tools. ASTC cannot control what data these tools collect
and how that data is used.
Furthermore, individuals who are participating in meetings at or sponsored by ASTC are prohibited from using any AI notetaker or proxy – including AI notetakers built into the online meeting platform used. In accordance with this policy, ASTC reserves the right to remove AI notetakers and/or any participant using a prohibited tool from webinars, professional learning sessions, and conferences and events.
Individuals participating in meetings may contact info@astc.org with questions about this policy. Individuals who wish to request access to AI supported notetaking for accessibility accommodations may contact info@astc.or or an individual ASTC staff member or project team hosting the event.
3.2. Limited ASTC Staff Use of AI Notetaking Tools During Webinars, Professional Learning Sessions, Conferences, and Events
When used by ASTC staff, the use of certain functions in Zoom AI Companion or Microsoft Teams Live Transcription may be permitted. A key difference between Zoom AI Companion and Teams Live Transcription compared to other third-party tools is that only the host of the Zoom or Teams meeting can control Zoom AI Companion or Teams Live Transcription functionality in the meeting and ensure consistency with the content captured from the meeting discussion.
The Zoom AI Companion and Teams Live Transcription must only be used for the purpose of transcribing meeting discussions into structured notes or summaries. For Zoom webinars, which may be recorded and made available to ASTC members and the public via the ASTC website, the Zoom AI Companion may be used for the purpose of captioning recordings.
As detailed further in 3.3 and 3.4 below, ASTC staff are required to acknowledge use of AI at the opening of the meeting and adequately review the AI output before any distribution of notes to meeting attendees, or the posting on any webinar recording.
3.3. Staff Responsibility to Consider Use of AI Notetaker
Before ASTC staff use Zoom AI Companion or Teams Live Transcription, the meeting organizers should take into account the nature of the meeting and critically assess whether the tool is necessary and appropriate for the context. In some cases, traditional notetaking methods may be more suitable for preserving confidentiality, privilege, and the candid open exchange of information and opinions.
3.4. Staff Responsibility to Proactively Inform Participants
ASTC staff will ensure that, at the beginning of the webinar, professional learning session, conference or event, all participants are aware of the use of AI notetaking tools being used to capture discussions and clarify the purpose of the notetaking – for internal use only or for help with captioning recordings of webinars.
See ASTC’s Guidance on Webinars, Professional Learning Sessions, Conferences, and Events for guidance on informing participants, including providing advanced notice in invitations or registration. Due to large audience size, the guidance provides ASTC staff with a script that clarifies that any participant’s continued presence in a Webinars, Professional Learning Sessions, Conferences, and Events following the staff member’s notice of AI use is agreeing with the use of the AI notetaker.
3.5. Staff Responsibility to Review and Correct Summaries, Share Sparingly, and Delete When No Longer Required
After the meeting, ASTC staff must review the initial AI-generated transcript for errors or misinterpretations. Once proofing is complete, the final version of the notes should be formatted into a clean document and shared by ASTC staff sparingly. ASTC staff must delete all AIgenerated transcripts and meeting summaries when no longer needed for the purpose for which they were created (e.g., transcribing meeting discussions into structured notes or summaries,
creating captions for recordings).
4. Policy During Other Meetings
4.1 Conditional Use in other ASTC Meetings
For ASTC meetings outside of ASTC-hosted webinars, professional learning sessions, conferences, and events (e.g., small group, committee and Board, or working meetings), AI notetaking tools may be used only when all participants have been informed and explicitly agree to their use.
4.2 Use in Meetings Not Hosted by ASTC
For meetings not hosted by ASTC, staff should generally follow the host organization’s policy on use of AI notetakers. Before using an AI notetaker, ASTC staff should seek explicit agreement from all participants. If a participant does not agree to use, ASTC staff should not use any AI notetaker.
4.3 Staff Responsibility to Review and Correct Summaries, Share Sparingly, and Delete When No Longer Required
After a meeting during which an ASTC staff member used an AI notetaker, ASTC staff must review the initial AI-generated transcript for errors or misinterpretations. Once proofing is complete, the final version of the notes should be formatted into a clean document and shared by ASTC staff sparingly. ASTC staff must delete all AI-generated transcripts and meeting summaries when no longer needed for the purpose for which they were created (e.g., transcribing meeting discussions into structured notes or summaries, creating captions for recordings).
5. Compliance and Review
ASTC staff are responsible for ensuring compliance with this process. Any breach of confidentiality or mishandling of data will be subject to internal review and potential disciplinary action. ASTC staff may conduct periodic reviews of Al-powered notetaking use within the ASTC to ensure adherence to this policy, identify any emerging risks, and recommend updates to the policy, as necessary. Any changes to the policy will be communicated to all AI users.