AI Note Taking Policy

This policy establishes the prohibition of using third-party artificial intelligence (AI) note-taking services or applications during virtual meetings conducted by or on behalf of the NKY Health Department. This policy aims to protect the confidentiality of sensitive information, ensure compliance with privacy regulations, and maintain the integrity of internal communications.

This policy applies to all employees, contractors, volunteers, and any other individuals participating in meetings conducted by or on behalf of the NKY Health Department, regardless of their role or position. This includes, but is not limited to, meetings conducted via platforms such as Zoom, Microsoft Teams, Google Meet, and Webex.

Third-party AI Note-Taking Services/Applications include any software, application, or service offered by an external entity (excluding Google Meet's integrated Gemini feature) that utilizes artificial intelligence to automatically generate meeting notes, transcripts, summaries, or other forms of meeting documentation. This includes services that record, analyze, and distribute meeting content.

The use of third-party AI note-taking services or applications is strictly prohibited during all meetingsconducted by or on behalf of the NKY Health Department. The only approved AI note-taking service is Gemini when used within Google Meet. This prohibition applies to all forms of automatic note-taking, transcription, summarization, or analysis of meeting content by external AI services, excluding the approved use of Gemini in Google Meet.

• Confidentiality and Privacy: Many third-party AI note-taking services store and process meeting data on external servers, potentially compromising the confidentiality and privacy of sensitive information. The use of these services may violate HIPAA, state privacy laws, and NKY Health Department policies regarding data protection.

• Data Security: Utilizing external AI services introduces potential security risks, including unauthorized access, data breaches, and misuse of sensitive information.

• Accuracy and Reliability: AI-generated notes and transcripts may contain inaccuracies or misinterpretations, leading to misunderstandings and errors.

• Control and Governance: The NKY Health Department must maintain control over the documentation and dissemination of meeting content to ensure accuracy and compliance.

• Legal and Ethical Considerations: Using third-party services could introduce unexpected legal and ethical complications concerning data ownership and usage.

• Approved use of Gemini: The use of Gemini within Google Meet is approved due to Google's data handling policies and the ability of the IT department to control the use of the data.

Employees are encouraged to take manual notes during virtual meetings. Official meeting minutes should be prepared and distributed according to established NKY Health Department procedures. Built-in transcription services within approved platforms may be used, if approved by the IT department and with clear consent from all participants. Gemini note-taking within Google Meet is enabled by the NKY Health IT department and may be used as long as departmental and agency data privacy policies are followed.

Any employee found to violate this policy may be subject to disciplinary action. The IT Department will monitor approved platforms for potential violations.

This policy will be reviewed as needed to adapt to changes in AI technology, regulations, or departmental practices. 

Any revisions must be approved by the NKY DMI Steering Committee to ensure continued compliance with applicable laws and standards.

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• First revision