Policy on the Use of Automated Transcription Tools

This policy outlines the guidelines and procedures for the use of Automated Transcription Tools within Kantara Work and Discussion Groups to ensure transparency, accuracy, and privacy.

Clear notice must be provided to all participants regarding the use of Automated Transcription Tools, both within each work group and during group calls. Each Group is responsible for deciding if they will activate the automated 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 automated transcribers will be taken during calls. Groups may review their decision to use or not use automated transcription as needed.

Only the Zoom transcription feature is approved for use during calls. Personal automated transcribers and third-party tools are strictly prohibited. Only text is recorded during transcription, with no retention of audio or video recordings. The usage of automated tools for summarization or structuring post-transcription must be disclosed in meeting minutes.

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.

Approval:

This policy has been approved by the Kantara Leadership Council on /date/.