How are you managing the risk of AI transcription bots like otter.ai and fireflies.ai?

We block otter.ai.. Way too much data for a company to have without a contract, security review and relationship.

I think most companies policies are to not have these capabilities enabled until the understand the data risk posed, infrastructure, used for training or not, etc.

We have noticed the invasion of Read.ai which can only be described as viral. Before this, some outside parties would bring their AI assistants with but that was very limited.

We are now discussing creation of a policy around this. Not knowing where the meeting recording and transcripts are being stored and shared and how are they secured poses a risk and can be scary. However, the features are extremely beneficial that stopping them outright doesn’t seem the right approach. Not to mention that stopping might not even be possible giving that this an AI storm and I suspect very soon CxOs will expect IT to make this available to them. And perhaps IT should.

I wonder if others have implemented policies and tools in this regards.

As a single-industry trade association (property/casualty insurance), we do not, as a general rule. allow recording of our member meetings. Lately, we have seen AI meeting bots being sent in place of the invited attendee. This bot will then record and send a transcript and summary to all attendees. There was no permission asked - it just joins the meeting and starts recording. There is a way to stop it, but you have to know the key words to use ( opt out, for example).  You can kick it out of the meeting if you notice it joining, but it may still send whatever it recorded to the participants before being ejected.  Other AI bots are now invading our meetings in spite of our pre-meeting admonition that recording is prohibited. 

Teams does have a setting to block apps but setting it to block read.ai and others did not prevent them from joining the meeting. We are now training our meeting organizers to be on the lookout and learn the ways to stop them. We also are adding language to all our meeting invitations that recording (AI or otherwise) is prohibited. Our legal staff are looking into legal remedies as well.

Are other companies experiencing this uninvited AI bot invasion into your meetings? If so, which ones were they? Have you come up with a means of preventing it? 

You can write policies, you can enforce policies, but you can not fundamentally defy gravity. AI assistance of all forms is the future. Embrace to the maximum extent possible because your competition definitely will.