AI Note-Takers are a great time saver and gaining popularity. The ease of use and ability to produce an agenda and after-action items is a definite plus. As with everything AI, there are several things to be aware of when using this tool.
The data captured should follow the same standards as other sensitive data. The notes can be subject to open records laws and since AI does make mistakes it is crucial for the notes to be reviewed. Below are some guidelines and questions to ask when using AI note-takers.
- Does the tool align with your organization’s usage policies?
- Are all participants informed that the tool is being used?
- Obtain consent from all participants before proceeding with transcription.
- Allow participants to opt out.
- Follow data retention and storage guidelines
- Manually review the notes to ensure accuracy.
- Does the product meet security and privacy standards?
- Should you allow other participants to use their own AI note-taker?
- Are the recordings retained in your own AI cloud instance?
- Are your recordings used to train your own instance or the tool itself?
- Is there encryption during transmission and at rest?
- Train and educate employees on AI risks and policies.
AI note-taking has increased the efficiency and productivity for many organizations. Being in compliance with cybersecurity, privacy and polices will make this a successful tool!
References:
AI Notetakers in Meetings: Balancing Efficiency with Privacy and Risk