ASLM Security Tip: Best Practices for Using AI Meeting Companions
Dear Team,
As AI tools become more integrated into our workflows, it’s important to use them responsibly especially in meetings where sensitive information may be discussed. AI meeting companions (e.g., Zoom AI Companion, Otter.ai, Microsoft Copilot, Fireflies.ai) offer features like live transcription, chat capture, and meeting summaries. While helpful, they also introduce security, privacy, and compliance risks.
Please follow and remember these ASLM best practices:
Before the Meeting
- Notify participants if you plan to use an AI companion or recording feature.
- Enable waiting rooms or lobbies to screen attendees before they join.
- Use meeting passcodes to prevent unauthorized access.
- Disable “Join Before Host” to ensure the host controls meeting start.
- Restrict screen sharing to the host or designated presenters only.
During Sensitive Discussions
- Avoid using AI tools in meetings involving financial data, proprietary plans, personal health information (PHI), or legal matters.
After the Meeting
- Review AI-generated summaries for accuracy.
- Redact or remove sensitive content before sharing or archiving.
- Limit distribution of recordings and summaries to authorized recipients only.
Tool Usage and Compliance
- Use only ICT-approved AI tools. ASLM has blocked unapproved tools like Read.ai and Otter.ai.
- Always log in using your ASLM organizational account.
- Store recordings in secure, access-controlled environments.
- Participate in ASLM’s AI training sessions and report any suspicious activity to the ICT team.
Your vigilance helps protect ASLM’s data and reputation. For questions or support, please contact the ICT Support support@aslm.org.