Using AI in GW Meetings: Minutes, Notes and Transcripts

Guidance: It is acceptable to use GW Approved AI Tools to take notes and assist in producing GW meeting minutes for use in developing minutes, with the following caveats:  

• The AI tool must have been reviewed and approved through GW’s procurement and risk review processes.  Use of the AI Tool should also require a GW login, which indicates that appropriate security and privacy structures are in place for the use of that AI Tool. (Per recently published university administrative guidance)
• Meeting hosts are responsible for monitoring and removing third-party AI tools (e.g., Otter.AI, Fireflies.AI, Read.AI) that join their meetings
• If an AI Tool will be taking notes or recording a meeting in any way, the participants in the meeting must be made aware of and consent to use of AI in the meeting per the GW Privacy Guidance.
• Notes taken directly by staff may also be processed through GW Approved AI Tools to summarize or analyze information for efficiency, format, or other potential benefits as part of generating meeting minutes.
• Any time an AI Tool is used to generate, edit, or otherwise create materials, those materials must be reviewed and finalized by staff who are responsible for content accuracy, evaluations of bias, nuance, decisions, interpretations, and quality assurance before materials are finalized.

Retention schedule: Documents, meeting notes, recordings or other materials used or processed by an AI Tool to create official meeting minutes, along with any AI Tool generated drafts should be discarded immediately after the minutes have been finalized by staff and approved by the body (Board, committee, etc…) whose meeting minutes have been created.

Special Guidance for GW Board meetings

At the request of the GW Board, the executive sessions of the Board and its committees as well as the Executive Committee may not be recorded or transcribed by an AI Tool or any other recording device.

Note: The use of note-taking tools, including AI Tools, may be granted to an individual by the Office of Equal Opportunity and Access or Office of Disability Support Services as a reasonable accommodation based on a disability, and under conditions that may depart from this guidance.