While in a Zoom assembly, you see one thing like this: What is that this?
Information Systems and Technology (IS&T) has acquired experiences of and questions on exterior AI Meeting Assistants comparable to otter.ai, fireflies.ai, and skim.ai transcribing and summarizing the contents of Zoom conferences. In most instances, assembly assistants like these are used to help accessibility or summarize assembly contents. However, the transcribed contents could also be used with out permission to summarize or report assembly info on behalf of a person.
AI Meeting Assistants Can Be Helpful
In many instances, AI bots supply assembly summaries, motion gadgets, and follow-up steps, which could be notably helpful for individuals who can not attend the assembly or are distracted in the course of the assembly.
Potential Privacy Concerns
Unfortunately, privateness and safety dangers are related to an AI bot showing unexpectedly in conferences. Depending on the context of your assembly, they may probably report and course of delicate information.
Some steering on learn how to deal with Zoom/Teams conferences, which embrace an AI Meeting Assistant
What is the context of the assembly?
In some instances, an AI Meeting Assistant generally is a useful participant in a gathering. They can summarize the transcription, spotlight key factors, and supply actionable subsequent steps.
Students with lodging typically use assembly assistants comparable to otter.ai to take notes in lessons, workplace hours, and/or research periods as legitimate lodging by means of Disability Services.
In different instances, particularly when an AI assembly assistant is shipped to a gathering in lieu of the individual invited being there, the assembly assistant can seem to be an intruder.
If the assembly is confidential, or there may be the potential of protected info being shared and picked up/shared by the assembly assistant, warning needs to be taken earlier than permitting the assembly assistant to stay.
What ought to I do if an AI Meeting Assistant is added to a gathering the place I’m a participant and I don’t need there to be an AI Meeting Assistant?
Ask the host of the assembly whether it is being recorded or transcribed. If so, you may request it not be.
What do I do if I wish to have additional management over whether or not AI Meeting Assistants are added to my conferences when I’m the host?
If you’re the assembly host and wish to keep away from others including exterior AI Meeting Assistants to your assembly, activate authentication. This will be certain that all assembly individuals are from the Chapman group (i.e., have Chapman e mail addresses and are logged in to Zoom with their Chapman account).
Use the Zoom ready room characteristic
The Waiting Room permits the host to forestall an exterior AI bot from getting into your assembly.
Instructions to allow the ready room.
Instructions on learn how to use the ready room to confess friends.
The AI Meeting Assistant would enter the assembly as a participant.
Using the ready room, the host and/or co-host is ready to admit or decline individuals.
The AI Meeting Assistant would show as “Matt’s Otter.ai Bot” or “Matt’s Firefly.ai Bot” in the ready room.
The host can decline the AI Meeting Assistant and never admit them to the assembly, stopping unauthorized assembly transcriptions.
Data Privacy and Security
Chapman University has particular information privateness and safety pointers for utilizing Generative AI Tools. Be certain to examine the rules earlier than utilizing such instruments or merchandise.
Questions?
If you’ve extra questions on Zoom or Teams, please contact the Chapman University Service Desk at [email protected]. For questions on information privateness and safety, contact [email protected].
Thank you,
Chapman University Informations Systems and Technology (IS&T)
https://blogs.chapman.edu/information-systems/2024/05/08/managing-ai-bots-meeting-assistants-in-virtual-meetings/
