Current Rules for AI Use: Meeting Transcription Only 

At this time, the only formal guidelines we have established regarding AI usage are related to meeting transcription. No other policies have been implemented yet. We understand AI is evolving rapidly, and our current focus is on ensuring meeting transcription tools are used responsibly. We are continually evaluating AI usage and may develop additional guidelines in the future. Stay tuned for updates. 

Privacy Concerns

• Data Exposure: AI transcription tools often store data on external servers, raising the risk of unauthorized access or exposure of sensitive information​

• Data Ownership: Users may unknowingly relinquish control over the data processed by third-party tools, violating privacy rights or organizational policies​

• FOIA Implications: Transcribed meeting records could become public records, subject to Freedom of Information Act (FOIA) requests, potentially exposing confidential conversations

Security Risks

• Data Breaches: The storage and processing of sensitive information on third-party platforms increase the risk of data breaches, especially if security protocols are compromised

• Inadequate Encryption: Even with encryption, vulnerabilities in AI tools or providers can expose meeting data to hackers or unauthorized parties

• Unintentional Sharing: Misconfigured permissions or lack of user awareness could lead to unauthorized access to meeting transcriptions​

Interpretation Concerns

• Loss of Context: AI tools cannot capture vocal tone or intent, leading to potential misinterpretations of what was said during meetings

• Errors in Transcription: AI systems are prone to inaccuracies, which may result in incorrect or misleading records of important conversations

• Legal Implications: Misrepresentation of context or tone due to AI errors could lead to misunderstandings, legal disputes, or reputational damage

Best Practices

• Use Approved Tools: Only use AI assistants and other digital tools that have been approved by the WVOT. These tools have been vetted for compliance with privacy and security standards. 

• User Awareness Training: Educate staff on the risks and compliance requirements associated with AI transcription tools to avoid unauthorized or improper use

• Opt Out for Attendees: Before using any third-party tools, all attendees should unanimously agree to the use of any third-party assistants. If you attend an external meeting and see a bot is being used, convey your concerns to the host.

• Agency-Specific Policies: Different state agencies may have varying information security policies, with some enforcing stricter standards than others. To ensure compliance, review your agency's information security policy to determine which tools and practices are allowed or prohibited.