Artificial intelligence (AI) products and services are rapidly proliferating and being adopted inside ACST, especially during meetings. AI has the potential to improve meeting productivity with features designed to reduce note taking, judge participant responsiveness, and even be the participant when the human invitee does not attend.With all these innovations come risks for overuse, misinterpretation, and synergy loss.

In an effort to address these concerns, ACST Leadership is providing the following guidelines related to virtual meetings and the use of any meeting software, plug-in, add-in, etc.

Recording Meetings

• To record or transcribe any meeting, all attendees must consent to being recorded. Whether it’s an AI Assistant (e.g., Read.AI) or native Google Meet functionality, hosts should ask attendees if they consent to being recorded or transcribed.

  • As hosts, provide attendees the opportunity to speak up in the meeting or to send you a private Slack message requesting the meeting not be recorded. If one person does not consent or objects, the meeting cannot be recorded or transcribed by Google, AI, or any other technology platform.

  • As meeting attendees, if you do not want to be or are uncomfortable being recorded by AI, Google, or any other technology platform, let the host know by stating that in the meeting, sending a private Slack message to the host, or by removing the AI Assistant from the meeting.

• To remove an AI Assistant, hover over the AI Assistant attendee box in the meeting, click the three dots or the telephone on the right, select “Remove from the call.”

Improper Use of AI Assistants

• An AI Assistant cannot be sent to meetings in lieu of your actual presence. If you cannot attend, please send another person, if necessary and ensure your AI Assistant is removed from that meeting as a participant.

• AI Assistants should not be used for meetings with attendees outside of ACST (e.g. customers, vendors). Instead, you should use the built in Google or Zoom recording and transcribing tools.

Use of Personal Subscriptions

• AI Assistants or other technology platforms that you personally pay for cannot be connected to ACST systems (i.e. your work calendar, meetings, etc).

Use of Third Party Applications

• All third party applications you would like to use in any way, even if it is a free trial and/or there is no cost for the product, must be vetted by Risk Management through the Due Diligence process. This is to ensure ACST understands the risks associated with any/all third parties who will have access to our systems and data.

Please let your manager know if you have any questions about this.