Policy Concerning the Use of AI Notetaking Tools During ACBS Events

With the advent of advanced technologies, AI notetaking tools have emerged as popular aids in capturing and transcribing meeting presentations and discussions. However, the use of such tools raises pertinent concerns regarding privacy, security, and the integrity of the information shared within these meetings.

ACBS is committed to protecting the confidentiality and privacy of all event participants. Sensitive information shared during events should be treated with the utmost discretion, and participants are encouraged to refrain from using any external devices or applications that may compromise this confidentiality.

Scope of the Policy

This policy applies to all attendees and presenters who participate in events at or sponsored by ACBS. It encompasses both virtual and in-person events, and covers all types of AI notetaking tools, including but not limited to transcription software, voice recognition applications, and automated meeting assistants.

Policy Guidelines

Prohibition of AI Notetaking Tools

During events, the use of any AI notetaking tools is prohibited. Participants are expected to rely on traditional methods of notetaking to ensure the confidentiality and security of the discussion.

Exceptions to the Policy

In certain circumstances, the use of AI notetaking tools may be permitted with prior approval from ACBS. Such exceptions will be evaluated on a case-by-case basis, considering factors such as the nature of the event, the sensitivity of the information discussed, accessibility related issues (including translation), and the potential benefits of using AI tools.

Implementation and Enforcement

Communication of the Policy

The policy will be communicated to all attendees and presenters through official channels, including the organization's intranet, email notifications, and training sessions. Participants will be reminded of the policy prior to the event, via email, to ensure compliance.

Monitoring and Compliance

Event organizers and presenters are responsible for monitoring adherence to the policy. In virtual settings, AI notetaking tools will be removed from events. No refunds will be provided.

Review and Revision

The policy will be reviewed periodically to ensure its relevance and effectiveness. Any amendments to the policy will be communicated to all relevant parties in a timely manner.

Conclusion

This policy on AI notetaking tools during events is a measure aimed at protecting intellectual property, sensitive information, and fostering a secure communication environment. By adhering to this policy, participants can contribute to a culture of trust and reliability, where the privacy and accuracy of event presentations and discussions are preserved.