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ASIS&T Adopts Autotranscription Policy

In response to member concerns about the privacy and security implications of third party bots being used in ASIS&T-hosted virtual meetings, the ASIS&T Board has adopted the following policy:

ASIS&T Autotranscription Policy

  1. Purpose

This policy establishes guidelines for the use of auto-transcription bots in ASIS&T-hosted virtual meetings to ensure privacy, security, and proper access to meeting transcripts.

  1. Scope

This policy applies to all virtual meetings hosted on Zoom, Teams, or another platform by ASIS&T staff and/or volunteer leaders for the purpose of conducting ASIS&T business or imparting information to the ASIS&T membership. This includes all committee, chapter, and special interest group meetings and events.

  1. Policy Statement

To maintain control over meeting recordings and transcriptions, only an ASIS&T responsible party is authorized to record the meeting and generate a transcript. The use of third-party auto-transcription bots by attendees is strictly prohibited.

  1. Guidelines

4.1 Recording and Transcription

    • Only ASIST has permission to record meetings and generate transcripts.
    • Participants must not use personal or third-party transcription services (e.g., bots, software, or external tools) to record or transcribe meetings.

4.2 Access to Transcripts

    • After the meeting, ASIS&T staff will provide the transcript only upon request to authorized attendees.
    • Requests for transcripts must be made in writing to the ASIS&T Executive Director.
    • ASIS&T staff may edit or redact sensitive content before distribution, if necessary.
  1. Responsibility

Responsibility for carrying out this policy falls to the meeting host. In the case of meetings where ASIS&T staff are present, the ASIS&T staff member is the responsible party. In the case of meetings run without ASIS&T staff present, the senior volunteer leader is responsible.

  1. Exceptions

Any exceptions to this policy require prior written approval from the ASIS&T Executive Director.

Adopted by the ASIS&T Board March 14, 2025

Back to Inside ASIS&T, March 2025