Overview

AI meeting assistants, sometimes called AI note takers or bots, use generative artificial intelligence to transcribe and summarize online meetings. These capabilities may be built into collaboration platforms such as Microsoft Teams or Zoom, or provided by third-party tools used by individual participants.

Although these tools can support accessibility and make note-taking easier, they may also create significant privacy, security, regulatory, records-retention, and legal risks. They can also discourage open discussion. Review the risks and requirements below before allowing an AI meeting assistant to join a meeting.

NEOMED Requirements

• Use only NEOMED-approved tools. An AI meeting assistant may be used only when NEOMED has approved the tool and appropriate contractual, privacy, and security protections are in place.
• Tools made available through an Information Technology-directed pilot may be used only within the scope and conditions of that pilot.
• Individuals who need AI-supported note-taking as an accessibility accommodation should contact the appropriate NEOMED accessibility or accommodations office to discuss available options.

NEOMED will continue to evaluate AI meeting assistants and may update this guidance as technology, institutional requirements, and applicable laws change.

Risks to Consider

• Creating and distributing AI-generated transcripts and summaries could stifle open conversation and discourage some meeting attendees from fully participating, akin to the video or audio recording of a meeting.  
• NEOMED confidential or regulated information may be exposed to third parties or used to train AI models when appropriate contractual protections are not in place.
• Discussion summaries may be inaccurate (e.g., “hallucinations” or missing nuances, sarcasm, irony, and important context). 
• Discussion content may be preserved indefinitely or shared with third parties, increasing the risks of inappropriate distribution and unauthorized access. 
• Recorded discussions and summaries/transcripts may be subject to legal discovery in future litigation. 
• Meeting participants may be recorded without their awareness or consent.  

Guidance for Approved Use

• Use only approved tools: Use an AI meeting assistant only when NEOMED has approved the tool and appropriate contractual, privacy, and security protections are in place. Contact the NEOMED Help Desk before using or requesting another tool.
• Consider the risks: Before using an assistant, determine whether the benefit outweighs the privacy, security, records-retention, legal, and participation risks based on the nature of the meeting.
• Inform participants and obtain consent: At the beginning of the meeting, clearly state that an AI assistant will record, transcribe, or summarize the discussion. Begin only after all participants have been informed and have consented. If a participant objects, do not use the assistant unless an approved accommodation process provides otherwise.
• Avoid sensitive meetings: Do not use AI meeting assistants for discussions involving NEOMED L3 or L4 data, including protected health information, identifiable student records, personnel matters, sensitive research, security information, or privileged legal advice. This applies to meetings hosted by NEOMED and by third parties.
• Use care when speaking: Assume that anything said while an AI assistant is active may be retained, shared, or discoverable.
• Review before sharing: Verify AI-generated notes for accuracy, correct errors, and share them only with people who have a legitimate need to know. Notes may include content discussed before or after some participants joined.
• Label AI-generated notes: Add a notice such as: These meeting notes were generated by an AI assistant and may contain inaccuracies. Please submit corrections to the meeting host.
• Retain only as long as needed: Delete transcripts, recordings, and summaries when they are no longer required, consistent with NEOMED records-retention requirements. If the information is subject to a litigation hold, AI-generated transcripts or summaries from meetings you host must be preserved.
• Support accessibility: If AI-supported note-taking is requested as an accommodation, consult the appropriate NEOMED accessibility or accommodations office before proceeding.

Preventing Unwanted AI Assistants from Joining

• Use meeting controls: When AI assistants should not be present, enable the waiting room or lobby and admit participants individually when practical (see instructions for Zoom meetings.)
• Verify unfamiliar participants: Third-party assistants often appear as named participants, but their display names can be changed. Confirm unfamiliar attendees before admitting them.
• Remove unauthorized assistants: A meeting host should remove any AI assistant that has not been approved or that is not appropriate for the discussion.
  • In Zoom, meeting hosts can expel unwanted participants by opening the Participants panel, hovering over the unwanted participant, clicking More, then clicking Remove. 
• Suggested statement: “Because of the nature of this discussion, AI assistants may not record, transcribe, or summarize this meeting. If an accessibility accommodation is needed, please let us know so that an appropriate option can be arranged.”