1. Transparency & Consent
- Inform All Participants: Clearly notify all attendees before the meeting starts that a notetaker is being used.
- Obtain Explicit Consent: If required by law or company policy, obtain verbal or written consent from all participants before enabling the AI.
- State Purpose: Explain why the AI notetaker is being used (e.g., for documentation, action items, compliance, etc.).
2. AI Notetaker Management
- Ensure Auto-Exit: Configure the AI notetaker to leave the meeting automatically when the person who enabled it exits.
- Manually Remove AI if Necessary: Before discussing sensitive matters, confirm that the AI has left the meeting.
3. Data Privacy & Security
- Understand Data Storage Policies: Ensure the AI notetaker service complies with industry privacy regulations (e.g., GDPR, HIPAA, CCPA).
- Define Data Retention Guidelines: Set policies for how long meeting transcripts will be stored and who has access to them.
- Restrict Access: Ensure that only authorized personnel can access, edit, or share AI-generated notes.
- Use Secure Platforms: Choose AI notetakers with strong encryption and security features.
4. Legal & Compliance Considerations
- Check Jurisdiction Laws: Verify local and international laws on recording and AI usage in meetings.
- Comply with Industry Regulations: Follow specific requirements for industries with sensitive data (e.g., healthcare, legal, finance).
- Provide an Opt-Out Option: Allow participants to decline AI note-taking and respect their decision.
5. Post-Meeting Protocols
- Review Notes Before Sharing: Validate AI-generated transcripts for accuracy and remove any sensitive or incorrect information.
- Securely Store or Delete Notes: Follow company policies on retention and deletion of meeting notes.
- Communicate Availability of Notes: Inform participants where and how they can access meeting summaries.
6. Handling AI Notetaker Errors
- Monitor for Misinterpretations: AI-generated notes may misrepresent conversations—always review before sharing.
- Correct Errors Promptly: If a mistake is found in a transcript, correct it and notify relevant stakeholders.
7. Training & Awareness
- Educate Employees: Provide training on responsible AI use in meetings.
- Create Internal Guidelines: Establish company-wide policies for when and how AI notetakers should be used.
- Regularly Update Best Practices: Stay informed about changes in AI technology and privacy laws to refine policies.
By following these best practices, businesses can leverage AI notetakers effectively while maintaining trust, security, and compliance.
