Ensuring Effective and Secure Communication

Introduction

In the contemporary landscape, the significance of meetings cannot be overstated. Meetings serve as a platform for the exchange of ideas, strategic planning, decision-making, and fostering collaboration among team members. With the advent of advanced technologies, AI notetaking tools have emerged as popular aids in capturing and transcribing meeting discussions. However, the use of such tools raises pertinent concerns regarding privacy, security, and the integrity of the information shared within these meetings.

ASAE is committed to protecting the confidentiality and privacy of all meeting participants. Sensitive information shared during meetings should be treated with the utmost discretion, and participants are encouraged to refrain from using any external devices or applications that may compromise this confidentiality.

Scope of the Policy

This policy applies to all employees, contractors, volunteers and stakeholders who participate in meetings at or sponsored by ASAE. 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.

Policy Guidelines

Prohibition of AI Notetaking Tools

During meetings, the use of any AI notetaking tools is prohibited. Participants are expected to rely on traditional methods of notetaking to ensure the confidentiality and security of the discussion.

Confidentiality and Privacy

Accuracy of Records

Maintaining accurate and reliable records of meeting discussions is paramount. It is also important that there be one official report of ASAE sponsored meetings, including Board, Committee, Task Force, Coalition, and Council meetings. Manual notetaking allows for greater control over the content and context of the notes, reducing the risk of errors, misinterpretations, or omissions that may occur with AI-generated transcriptions.

Exceptions to the Policy

In certain circumstances, the use of AI notetaking tools may be permitted with prior approval from the meeting organizer or relevant authority. Such exceptions will be evaluated on a case-by-case basis, considering factors such as the nature of the meeting, the sensitivity of the information discussed, accessibility related issues, and the potential benefits of using AI tools.

Implementation and Enforcement

Communication of the Policy

The policy will be communicated to all employees, contractors, volunteers, and stakeholders through official channels, including the organization's intranet, email notifications, and training sessions. Participants will be reminded of the policy at the beginning of each meeting to ensure compliance.

Monitoring and Compliance

Meeting organizers and supervisors are responsible for monitoring adherence to the policy.

Review and Revision

The policy will be reviewed periodically to ensure its relevance and effectiveness. Feedback from meeting participants will be gathered and considered during the review process. Any amendments to the policy will be communicated to all relevant parties in a timely manner.

Conclusion

This policy on AI notetaking tools during meetings is a measure aimed at protecting sensitive information, maintaining the integrity of records, and fostering a secure communication environment. By adhering to this policy, participants can contribute to a culture of trust and reliability, where the privacy and accuracy of meeting discussions are preserved.

Published: March 26, 2025