Artificial intelligence (AI) has revolutionized productivity tools, but when it comes to AI-powered notetaking, convenience can come with hidden risks. AI notetaking tools are being adopted by many firms to save time and create efficiencies during meetings. These tools can record, transcribe and create meeting summaries, potentially capturing and archiving every word spoken during a meeting (i.e. sensitive business information, intellectual property details, client personal information, strategic plans and casual conversations). AI note takers often join meetings automatically through calendar integrations.
Below we discuss potential pitfalls:
1. Data security risks
AI notetakers typically operate in the cloud, meaning the sensitive information shared during a call or meeting may be stored on third-party servers. This data could then be retained, analyzed and shared with affiliates and other third parties, breaching confidentiality and privacy practices. These third-party systems could also become targets of cyber-attacks. Many of these tools are entering organizations by individual employees signing up with their work email addresses and not through IT departments’ evaluation and implementation processes.
2. Accuracy and misinterpretation risk
AI notetaking tools may contain errors or misinterpretations. Some errors may be due to the lack of human judgment, including speech, tone, sarcasm and body language. These notetaking tools may even fill in unknowns or gaps and misidentify speakers, which could lead to erroneous data. If notes are not reviewed before distribution or are automatically distributed to the participants, these errors can become part of the “client record” which may be subject to discovery in legal disputes.
3. Regulatory and compliance risk
Certain businesses are subject to specific regulations (for example SEC/FINRA) for the privacy and protection of client information stored, transmitted and disclosed. They may also have policies for the storage, access and disposal of sensitive client information. The use of AI notetakers may breach these regulatory or company requirements.
4. Privacy and consent considerations
There are some jurisdictions where it is illegal to record conversations without clear consent of all participants. Automatic recording by AI note takers may violate wiretapping or other privacy laws if participants are not properly informed.
Conclusion
While AI notetaking tools may enhance productivity, they could pose serious risks to companies that lack visibility into where and how data is stored. These tools can compromise confidentiality, create compliance issues and introduce vulnerabilities that may outweigh their convenience.
This content is provided for general informational purposes only and should not be construed as legal or compliance advice. Organizations should consult qualified professionals regarding their specific regulatory obligations and technology-risk considerations.