AI meeting notes can save time, but a useful policy must explain what happens to the recording and transcript. Start by naming the approved tool and the meetings where it may be used. Require the host to tell attendees before recording or transcription begins.
Include four decisions
- Consent: explain how attendees can object or request a human-only meeting.
- Access: limit the notes to people who need them for the work.
- Review: assign an owner to correct names, decisions and action items.
- Deletion: define how long recordings and transcripts remain available.
Keep sensitive information out of the tool when a human summary is enough. Add a short footer to each approved note: source, date, reviewer and retention date. Review the policy after a month using actual questions from the team. The aim is dependable records, not automatic transcription of every conversation.
