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Overview
This article helps employees appropriately use AI tools in virtual meetings. It covers security and compliance, which tools are approved, and frequently asked questions.
Security and Compliance
The Minnesota State system and the State of Minnesota have specific policies for software to ensure compliance with legal and data security and privacy requirements. Unapproved external tools have not gone through the approval process and don't meet these requirements, putting your data and privacy and the University’s data and privacy at risk.
Approved AI Tools for Meetings
At this time, Zoom AI Companion and Microsoft Copilot are the only official university-approved AI meeting tools you should use at work. They meet all the necessary legal and data security and privacy requirements.
Using AI in Zoom meetings
All of these features are included in your university Zoom account at no extra cost. You may need to enable them in your Settings. Be sure to sign in with your University StarID credentials to use these tools securely.
Using AI in Teams meetings
Live transcription is included in your university Teams account at no extra cost. To unlock other AI tools in Teams meetings with Copilot (like meeting summaries) you can purchase an additional license. Be sure to sign in with your University StarID credentials to use these tools securely.
FAQ
Do Zoom AI Companion and Copilot AI meeting tools use my data to train models?
As long as you are signed in to your university Zoom and Microsoft Copilot accounts with your StarID credentials, your data remains protected in the secure environment and is not used to train AI models. Zoom and Copilot tools meet all the necessary legal and data security and privacy requirements.
Can I use Read.ai or Firefly.ai at work?
No, Read.ai and Firefly.ai are not secure or approved for use at work. They record private meeting information and use that data to train their models, potentially violating your privacy, the privacy of others, FERPA, and other policies.
How do I know if a software is approved or not?
At this time, Zoom AI Companion and Microsoft Copilot are the only official university-approved AI meeting software. Any other tools are not approved.
How do I get new software approved?
If there is a software you’d like to use or suggest for consideration, read more about University’s software purchasing and usage requirements.
More Resources
Still Need Help?
Visit the IT Solutions Center page to view current hours, locations, and contact information.