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Purpose:

This policy outlines the guidelines and procedures for the use of AI transcribers

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within Kantara Work and Discussion Groups to ensure transparency, accuracy, and privacy.

Notice Requirement:

Clear notice must be provided to all participants regarding the use of AI transcribers, both within each work group and during each group call. At a group call, before the transcriber is activated, participants must be informed that the AI transcription tool will be activated and utilized during the call.

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calls. Each Group is responsible for deciding if they will activate the AI transcriber for their calls, and this decision must be communicated to all participants in advance. Once a group has made their decision, no objections to using AI transcribers will be taken during calls. Groups may review their decision to use or not use AI transcription as needed.

Only the Zoom transcription feature is approved for use as an AI transcriber during calls. Each work group has the discretion to decide whether to activate the Zoom transcription tool for their calls. Personal AI transcribers or any other and third-party transcription tools are strictly prohibited during group calls.

Minuting Process:

The transcripts generated by the AI transcriber should be saved and attached as part of the meeting minutes when available.

Call participants have the right to request modifications to the AI-generated transcripts if inaccuracies or errors are identified. Upon receiving a request for modification, the group leadership (Chair, Vice-Chair, or Secretary) shall review the requested changes and make necessary amendments to ensure the accuracy of the transcript.

Effective Date:

This policy shall be . Only text is recorded during transcription, with no retention of audio or video recordings. The usage of AI tools for summarization or structuring post-transcription must be disclosed in meeting minutes.

AI transcription output must be included or attached to meeting minutes on Confluence. Transcription can be modified upon request for accuracy, following the same process as adjustment to minutes. A speaker may always have their words removed from the transcription upon request. Any modification to the transcription should be documented. 

The ownership of transcription data resides with Kantara, with retention policies determined accordingly. Transcription is conducted only in English to maintain clarity and avoid translation issues. 

This policy is effective immediately upon approval by the Kantara Leadership Council.

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