This article is an overview for faculty, staff and students of the AI companion for Zoom and discusses some of the different features available for UNC.
In This Article:
Zoom AI Features
At UNC, Zoom AI Companion features are available in:
- Meetings
- Meeting Summaries
- Meeting Questions
- Team Chat
- Smart Recording
- Clips
AI Companion Features
The AI Companion Panel is enabled but doesn't do anything unless you make changes. The information below provides some things to consider when changing your settings.
Changing Settings
While some Zoom settings can be changed from the desktop application or Outlook plug-in, you need to login at Zoom for a full list of features you can enable for Zoom AI Companion.
After you log in at Zoom, click the Settings link on the left navigation bar to open and review the AI Companion Settings.
Allow users to ask AI Companion questions about the meeting
If the option for participants to ask questions only from when they join is set, they will not be able to ask if their name was mentioned before they joined or request a summary of prior discussion.
Meeting Summary with AI Companion
As a meeting host, you have the option to start the meeting summary manually during a meeting or to start the meeting summary automatically when meetings start.
If you enable “Turn on the meeting summary automatically when meetings start” the meeting summary will capture the entire conversation that happens once the Zoom meeting begins, even the conversation that isn’t about the meeting topic.
Consider using “Turn on the meeting summary automatically when meetings start” with “Automatically share summary with Only me (meeting host)” so you can review and edit the summary before sending it to meeting participants.
Best Practices
Notify participants: Let meeting participants know that Zoom AI Companion will be enabled during the meeting before turning on a feature. If you have Zoom AI Companion set to start automatically at the beginning of meetings, participants will receive a message as they join the meeting.
UNC Public Records: Like other meeting summaries and recordings, summaries created using AI Companion are considered public records and are subject to the same disclosure requirements. Handle information generated by Zoom AI Companion in accordance with the Records Management Policy.
Sensitive Data: Be aware of any Tier 2 or 3 information shared in Zoom using Zoom AI. Do not inadvertently produce transcripts containing sensitive information. If transcripts and recordings do contain Tier 2 or 3 information, those materials must be protected appropriately.
Note: PHI may only be shared in meetings held in a HIPAA-protected Zoom account. PCI (payment card) data and SSNs may never be shared in Zoom.
Sensitive Matters: Be aware if you use Zoom AI Companion features while discussing sensitive matters such as privileged legal matters, sensitive employee, student, or donor-related discussions. If it becomes necessary to discuss sensitive matters without Zoom AI Companion, the Meeting Host needs to:
- Stop the Meeting Summary tool by selecting “Stop Summary” on the Zoom toolbar
- Stop the Smart Recording tool by selecting “Stop Recording” on the Zoom toolbar
If sensitive information is inadvertently shared before the Meeting Host stops the Zoom AI Companion, the Meeting Host must redact the information from the meeting summary and/or recording before distributing the materials.
Retention: Meeting summaries and recordings are stored in the Zoom cloud (at Zoom) for 30 days. If you will need access to a recording or meeting summary after the retention date, follow best practices for data storage and guidance on keeping sensitive data safe.
Review: Review and proofread Zoom AI Companion generated meeting summaries, action items, smart chapters, etc. for accuracy and proper content and edit accordingly before sharing with others. Zoom summaries can omit important parts of a conversation and can introduce errors as Zoom AI tries to summarize long conversations.
More Information
You can get Zoom specific information from the Zoom Support website. The website includes:
- Getting started with Zoom AI Companion
- Using the Zoom AI Companion dashboard
- How Zoom AI Companion features handle your data