AI Meeting Assistant Tool Policy

For policy on general use AI agents see this KB article: "Coming Soon." In the meantime, please follow existing security and compliance guidelines when using any AI tools, and choose tools that align with the NIST characteristics of Trustworthy AI.

Approved AI Meeting Assistant Tools

Morgridge Institute for Research supports the use of AI meeting assistants integrated with the following platforms:

• Zoom: Enterprise-licensed and configured for secure data handling.
• Webex: Enterprise-approved compliance with institutional and regulatory standards.

Employees must avoid using other non-approved tools for meetings until explicitly authorized.

Approval:

The AI tool must receive approval from Morgridge management. Contact DiscoverIT, Morgridge IT Technical Manager, or Compliance and Risk Manager to discuss tools and options.

Users with UW account:

User who are using their UW account for the web conferencing technology use will fall under the following policies

• UW-Policy for web conferencing
• Guidance on AI Meeting Assistant Tools
• Best Practices for AI Assistant tools

Appropriate Use of Supported AI Tools

The use of AI meeting assistants can be used in the following scenarios where their features can enhance productivity while maintaining compliance:

• Project and Team Meetings:
  Generate summaries, capture action items, and document key decisions
• Research Collaboration:
  Document key discussions, research updates, and agreed-upon next steps during collaborative sessions.
• Administrative Meetings:
  Automate tracking of general updates, task assignments, and non-sensitive decisions.
• Cross-Departmental Communication:
  Summarize discussion points and tasks across multiple departments to enhance clarity.

Restrictions and Prohibited Uses

AI meeting assistant tools should NOT be used for:

• Candidate interviews
• Human resource-related meetings, including performance evaluations
• Pre-disciplinary or disciplinary meetings
• Meetings discussing sensitive IT information and/or Personally Identifiable Information (PII), such as passwords, SSN, DOB
• Conversations related to medical conditions (e.g., FMLA or ADA)
• Educational sessions and training intended for UW classes

AI tools should also be avoided in situations where full and open discussions might be hindered.

Requirements for Hosts

Meeting hosts are responsible for the following:

• Ensure all participants are aware that an AI tool is being used. If a participant objects, consider disabling the tool.
• Avoid capturing or storing confidential/proprietary data.
• Review, validate, and correct AI outputs before sharing to ensure accuracy and appropriateness.
• Avoid including sensitive data in discussions during recording or summarization.
• Never configure the tool to automatically distribute meeting summaries to participants.
• Clearly communicate storage and distribution plans for meeting summaries to all participants.

Use Responsibly

While AI tools can enhance productivity, they must be used responsibly:

• Know the rules: Consult your manager or supervisor before using the tool.
• Think twice: Consider sensitivity and confidentiality before enabling AI tools.
• Review before sharing: AI-generated content must be reviewed, validated, and edited to prevent mistakes and biases.

Additional Resources

For questions regarding AI meeting assistance availability, contact: 

DiscoverIT: (608) 316-4911, Email: service@discovery.wisc.edu
Service Desk: https://helpdesk.discovery.wisc.edu/

Additional information for UW–Madison students, faculty, and staff can be found in UW Knowledgebase.