Generative AI Meeting Assistants

Generative AI meeting assistants are added by meeting organizers or participants. They can record and transcribe during meetings, and after meetings, can generate summaries, guides, action items, and participant tasks. 

External generative AI meeting assistants are disabled from Johns Hopkins’ virtual meeting platforms to protect our Johns Hopkins community’s privacy and security and adhere to federal and state regulations. Additionally, these applications often encourage people to sign up for the service without clear understanding of what it does. It is also problematic that these tools can be used without the knowledge of all meeting participants.

Meeting Summaries and Smart Recordings will be deleted after 180 days, following the Johns Hopkins retention policy for regular Zoom Cloud Recordings  

All participants are prompted with information about Zoom AI Smart Recording and/or Zoom AI Meeting Summary and must consent to remaining in the meeting while either or both tools are active. If a meeting recording or transcription is started by someone in Microsoft Teams, all participants are notified.

Currently, Smart Recording and Meeting Summary features are HIPAA-compliant. When utilizing any of the AI Companion features, please consider the following:

• Do not record or store any information that includes Personal Identifiable Information (PII) or Protected Health Information (PHI), such as social security numbers (SSNs), student education records, dates of birth, medical records, and personal contact information
• Consider the nature of your meeting. Do not enable AI Companion features for meetings where sensitive data may be discussed or in any clinical, telemedicine, or healthcare settings
• Be conscious of the audience with which you share meeting summaries and smart recordings
• Please familiarize yourself with the current Johns Hopkins Sensitive Data policies
• Review Zoom’s support article on how Zoom AI Companion features handle your data

Note: If your Zoom account is part of a HIPAA-compliant subaccount (JHM or JHSON), Smart Recording and Meeting Summary are the only AI Companion features available to you at this time.

At JHU, student education records are considered Personally Identifiable Information (PII). As such, meeting hosts should not enable any of the AI Companion features for meetings involving student education record data. Additionally, please consider the following:

• Do not record or store any information that includes other types of Personal Identifiable Information (PII) such as social security numbers (SSNs), dates of birth, medical records, and personal contact information
• Consider the nature of your meeting. Do not enable AI Companion features for meetings where sensitive data may be discussed
• Be conscious of the audience with which you share meeting summaries and smart recordings
• Please familiarize yourself with the current Johns Hopkins Sensitive Data policies
• Review Zoom’s support article on how Zoom AI Companion features handle your data

Zoom does not use any of your audio, video, chat, screen sharing, attachments or other communications-related customer content (such as poll results, whiteboard, and reactions) to train Zoom’s or its third-party artificial intelligence models.    

Access instructions on how to enable Smart Recording here.

Access instructions on how to enable Meeting Summary here. 

Please consult JHU’s Guidelines for Classroom Recordings for procedures regarding FERPA compliance when recording class sessions. Additionally, please note that because JHU considers student education records to be Personally Identifiable Information (PII), meeting hosts should not enable any of the AI Companion features if meetings will involve student education record data.