BACKGROUND
AI notetaking tools are an easy popular way to capture and transcribe meeting discussions and presentations. However, the use of AI notetaking tools raise concerns regarding privacy, security, and the integrity of the information shared in presentations and meetings.
As such, NGA strictly prohibits the use of any AI notetaking tools during its events and meetings.
NGA is committed to protecting the confidentiality and privacy of all meeting participants, event attendees, and speakers. Confidential information may be shared by participants during meetings and should be treated with the utmost discretion. Speakers often share proprietary information for the purpose of informing attendees and do not authorize the capture of their information by AI notetaking tools.
SCOPE
This policy encompasses online and in-person NGA events and online and in-person NGA meetings—including, but not limited to, Committee, Task Group and Board of Directors meetings—and covers all types of AI notetaking tools, such as transcription software, voice recognition applications, and automated meeting assistants.
GUIDELINES
During NGA webinars, event presentations and meetings, the use of any AI notetaking tools is strictly prohibited for security purposes and for the protection of confidential or proprietary information. We ask that you take notes using non-AI methods.
Exceptions will be made for accessibility tools needed for individuals with hearing or visual disabilities by providing notice to NGA event or meeting staff. Other exceptions may be made on a case-by-case basis with prior approval from NGA staff.
COMPLIANCE
The policy will be communicated on event registrations and meeting invites. Attendees and meeting participants will be reminded of this policy either visually or verbally at the beginning of each session or meeting to ensure compliance.
NGA event and meeting organizers will monitor for adherence and will kindly request attendees and meeting participants to comply with this policy by using non-AI notetaking tools.
Published: July 7, 2025; updated June 10, 2026