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AI Transcription and Note-Taking Services

Some members of the TNS community may consider using AI-powered note-taking and transcription services (including Fathom and Otter.ai, among others) for meetings. While these services may be convenient and allow one to focus on the meeting, these bots are not a substitute for your attendance and human interaction.

If you plan to use one of these services, observe basic human etiquette:

If you are the meeting host, alert the invitees in advance if you plan to use an AI-powered note-taking or transcription service, and include that message in your meeting invite.
If you are an attendee and plan to use such a tool, alert the attendees at the beginning of the meeting, request permission to use the tool in advance, and if you cannot get unanimous consent, get the acknowledgement and approval from the meeting organizer/owner.
You must be present for the entire meeting if you are using the tool. NEVER send a note taking “bot” to a meeting that you will not be attending. If you leave the meeting before it ends, take the bot with you.

If you have questions about AI transcription or note-taking tools, please contact the Information Security & Privacy Office (ISPO).

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