The ACEC/MA Board of Directors voted to approve the policy at its July 15, 2025 Board meeting on Hybrid and/or Virtual Meeting Recording and Artificial Intelligence (AI)
Hybrid and/or Virtual Meeting Recording and Artificial Intelligence (AI) Note-Taking Policy
Please read the full policy.
What does this mean for ACEC/MA Members for Committee and Forum Meetings:
These tools can only be used for certain ACEC/MA Members for Committee and Forum Meetings, if:
Transparency and Consent:
- ACEC/MA leaders Inform participants beforehand that AI will be used to record the meeting. This can be done through meeting invites or a quick announcement at the start.
- Acknowledge and respect those who choose not to participate in a recorded session.
- All participants must consent before recording or AI note-taking can occur.
- If recording or AI note-taking is to occur, it must be clearly stated in the meeting invitation sent before the meeting.
Security and Access:
- ACEC/MA would choose a licensed and reputable AI tool with strong security measures to protect sensitive information discussed in meetings.
- ACEC/MA would determine who will have access to the recordings and transcripts. They should not be stored in the public domain.
- ACEC/MA would establish clear guidelines for how long recordings will be stored and how they will be disposed of.
Meeting Efficiency:
- ACEC/MA leaders would consider if AI note-taking is truly necessary for the meeting.
- If using AI, ACEC/MA would ensure it doesn’t disrupt the flow of the conversation.
Additional Considerations for ACEC/MA leaders:
- Review all notes for accuracy prior to distribution.
- Be aware of potential legal implications, especially regarding privacy laws and data security.