On July 8, we announced the new Zoom meeting app with AI Companion, an AI-powered assistant now available at the University.
Since then, we have received some questions on Zoom’s new AI functionality. We would like to share the answers and changes made with all staff in case you have similar queries.
- One immediate change will be the AI Companion meeting summary will no longer be automatically sent to the host following the meeting. Hosts will need to retrieve the summary from the Zoom Web Portal. Instructions for retrieving the summary can be found here: downloading the Zoom AI companion summary.
- Meeting summaries will now only be available in the Online Portal for 30 days from the meeting date before being automatically deleted.
Colleagues also asked if the Zoom meetings would protect the University’s policies on intellectual property and patient or personal identifying information (PHI or PII).
- The University AI Council reviewed and approved the updated Zoom platform with its AI Companion. We also have a business associate agreement with Zoom that holds them accountable for using our PHI in compliance with HIPAA rules. In addition, Zoom has clearly and publicly stated that it does not use its customers’ information in its AI development dataset.
- We have provided guidance and instructions on using the Zoom AI Companion for meetings. The AI Companion is available for use within the University and the Medical Center systems, but it is not available for use in Telehealth meetings. It is understood that many meetings may appropriately include high-risk data content and/or other sensitive topics. The cybersecurity protections noted allow this tool to be used with high-risk data. However, when using Zoom AI Companion, the meeting host should follow the same good practices appropriate for reviewing any draft meeting summary, whether or not it is created by AI, such as:
- Proofread and review summary content.
- Use no more high-risk/sensitive information necessary for the purpose.
- Do not send a document to those who do not need it.
- Use appropriate encryption tools if PHI must be sent outside our organization.
We are glad that staff are asking questions as the University navigates the journey on how we will use this powerful platform going forward. We expect all to use only approved AI tools for university-related work across all campuses and affiliates.
Should you have any questions on guidance on the use of AI tools, please contact the ISD or University IT Helpdesk.
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