{"id":17297,"date":"2025-05-13T12:42:31","date_gmt":"2025-05-13T10:42:31","guid":{"rendered":"https:\/\/blogs.sun.ac.za\/it\/?p=17297"},"modified":"2025-05-14T13:57:35","modified_gmt":"2025-05-14T11:57:35","slug":"keeping-su-data-and-information-safe-the-use-of-ai-tools-for-meeting-recordings","status":"publish","type":"post","link":"https:\/\/blogs.sun.ac.za\/it\/2025\/05\/keeping-su-data-and-information-safe-the-use-of-ai-tools-for-meeting-recordings\/","title":{"rendered":"[:en]Keeping SU data and information safe: The use of AI tools for meeting recordings[:]"},"content":{"rendered":"<p>[:en]<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17300 size-full\" src=\"https:\/\/blogs.sun.ac.za\/it\/files\/2025\/05\/download.png\" alt=\"\" width=\"800\" height=\"272\" srcset=\"https:\/\/blogs.sun.ac.za\/it\/files\/2025\/05\/download.png 800w, https:\/\/blogs.sun.ac.za\/it\/files\/2025\/05\/download-300x102.png 300w, https:\/\/blogs.sun.ac.za\/it\/files\/2025\/05\/download-500x170.png 500w, https:\/\/blogs.sun.ac.za\/it\/files\/2025\/05\/download-768x261.png 768w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/p>\n<p><strong><span data-preserver-spaces=\"true\">MORE INFORMATION COMING SOON<\/span><\/strong><\/p>\n<p><strong>We are compiling a list of frequently asked questions and further guidance on this topic. This blog post will be updated as soon as new resources become available. Please check back regularly for the latest. If you need support or have questions in the meantime, please log a request via the <a class=\"editor-rtfLink\" href=\"#\" target=\"_blank\" rel=\"noopener\">ICT Partner Portal<\/a>.<\/strong><\/p>\n<p>&nbsp;<\/p>\n<p><em>(February 2025)<\/em><\/p>\n<p style=\"text-align: justify\"><span data-preserver-spaces=\"true\">As part of our ongoing effort to keep Stellenbosch University (SU) data and information safe,\u00a0AI\u00a0tools\u00a0for\u00a0meeting\u00a0recordings\u00a0(<\/span><span data-preserver-spaces=\"true\">e.g.<\/span><span data-preserver-spaces=\"true\"> Otter.ai, Fireflies.ai, Fathom <\/span><span data-preserver-spaces=\"true\">and<\/span><span data-preserver-spaces=\"true\"> others) will <\/span><span data-preserver-spaces=\"true\">be blocked<\/span><span data-preserver-spaces=\"true\"> due to the potential risk of a data breach and unauthorised exposure of <\/span><span data-preserver-spaces=\"true\">SU&#8217;s<\/span><span data-preserver-spaces=\"true\"> confidential data. <\/span><span data-preserver-spaces=\"true\">This<\/span><span data-preserver-spaces=\"true\"> includes any online platform <\/span><span data-preserver-spaces=\"true\">used<\/span><span data-preserver-spaces=\"true\">\u00a0for recording\u00a0meetings, webinars, online class sessions, live events <\/span><span data-preserver-spaces=\"true\">or<\/span><span data-preserver-spaces=\"true\">\u00a0discussions. Whilst we want to continue leveraging the potential of\u00a0AI, we must also take proactive steps to\u00a0<\/span><strong><span data-preserver-spaces=\"true\">protect sensitive university information<\/span><\/strong><span data-preserver-spaces=\"true\">\u00a0and\u00a0<\/span><strong><span data-preserver-spaces=\"true\">mitigate risks.<\/span><\/strong><span data-preserver-spaces=\"true\">\u00a0<\/span><\/p>\n<p style=\"text-align: justify\"><strong><span data-preserver-spaces=\"true\">These risks and concerns include:<\/span><\/strong><span data-preserver-spaces=\"true\">\u00a0<\/span><\/p>\n<ul style=\"text-align: justify\">\n<li><strong><span data-preserver-spaces=\"true\">Data security risks:<\/span><\/strong><span data-preserver-spaces=\"true\">\u00a0Personal or sensitive university data can <\/span><span data-preserver-spaces=\"true\">be processed<\/span><span data-preserver-spaces=\"true\"> by\u00a0AI\u00a0models without visibility on where or how the data will be stored or used. \u00a0<\/span><\/li>\n<li><strong><span data-preserver-spaces=\"true\">Public exposure risks:<\/span><\/strong><span data-preserver-spaces=\"true\">\u00a0The data absorbed by the\u00a0AI\u00a0tool can inadvertently be shared or accessed by <\/span><span data-preserver-spaces=\"true\">unauthorised<\/span><span data-preserver-spaces=\"true\"> parties.\u00a0\u00a0<\/span><\/li>\n<li><strong><span data-preserver-spaces=\"true\">Compliance concerns:<\/span><\/strong><span data-preserver-spaces=\"true\">\u00a0<\/span><span data-preserver-spaces=\"true\">The use of<\/span><span data-preserver-spaces=\"true\"> AI\u00a0tools\u00a0may conflict with data protection policies or university regulatory requirements.\u00a0\u00a0<\/span><\/li>\n<\/ul>\n<p style=\"text-align: justify\"><strong><span data-preserver-spaces=\"true\">Practical steps for\u00a0meeting\u00a0<\/span><span data-preserver-spaces=\"true\">organisers<\/span><\/strong><span data-preserver-spaces=\"true\">\u00a0<\/span><\/p>\n<p style=\"text-align: justify\"><span data-preserver-spaces=\"true\">A\u00a0meeting\u00a0<\/span><span data-preserver-spaces=\"true\">organiser<\/span><span data-preserver-spaces=\"true\"> must ensure that\u00a0AI\u00a0tools\u00a0<\/span><span data-preserver-spaces=\"true\">are not introduced<\/span><span data-preserver-spaces=\"true\"> into discussions where sensitive or confidential information is shared. Sensitive information may include, but is not limited to, student records, financial details, research data, staff information <\/span><span data-preserver-spaces=\"true\">and<\/span><span data-preserver-spaces=\"true\"> internal strategy discussions.<\/span><\/p>\n<p style=\"text-align: justify\"><span data-preserver-spaces=\"true\">Before the\u00a0meetings start, please check the following:\u00a0\u00a0<\/span><\/p>\n<ul style=\"text-align: justify\">\n<li><strong><span data-preserver-spaces=\"true\">Identify\u00a0AI\u00a0tools:<\/span><\/strong><span data-preserver-spaces=\"true\">\u00a0Check whether any invited platform or application of a participant <\/span><span data-preserver-spaces=\"true\">is using<\/span><span data-preserver-spaces=\"true\"> AI-driven technology to record the\u00a0meeting\u00a0in the participants&#8217; list. The <\/span><span data-preserver-spaces=\"true\">organiser<\/span><span data-preserver-spaces=\"true\"> is allowed to block or kick out the uninvited guest.\u00a0\u00a0<\/span><\/li>\n<li><strong><span data-preserver-spaces=\"true\">Communicate security expectations:<\/span><\/strong><span data-preserver-spaces=\"true\">\u00a0Inform the\u00a0meeting\u00a0participants about the\u00a0AI\u00a0restrictions.\u00a0\u00a0<\/span><\/li>\n<li><strong><span data-preserver-spaces=\"true\">Agreement to record MS Teams\u00a0meetings:<\/span><\/strong><span data-preserver-spaces=\"true\">\u00a0Share with participants that <\/span><span data-preserver-spaces=\"true\">the\u00a0meeting\u00a0will be recorded<\/span><span data-preserver-spaces=\"true\"> and ask if they agree <\/span><span data-preserver-spaces=\"true\">to this<\/span><span data-preserver-spaces=\"true\">. Share how <\/span><span data-preserver-spaces=\"true\">the recording will be used<\/span><span data-preserver-spaces=\"true\">. For\u00a0meetings, <\/span><span data-preserver-spaces=\"true\">the recording should only be used<\/span><span data-preserver-spaces=\"true\"> for minute-taking purposes <\/span><span data-preserver-spaces=\"true\">and<\/span><span data-preserver-spaces=\"true\"> once the minutes have <\/span><span data-preserver-spaces=\"true\">been approved<\/span><span data-preserver-spaces=\"true\">, <\/span><span data-preserver-spaces=\"true\">the\u00a0<\/span><span data-preserver-spaces=\"true\">recordings<\/span><span data-preserver-spaces=\"true\">\u00a0must be deleted<\/span><span data-preserver-spaces=\"true\">.\u00a0\u00a0<\/span><\/li>\n<\/ul>\n<p style=\"text-align: justify\"><span data-preserver-spaces=\"true\">We appreciate your cooperation in safeguarding university data and your assistance in the ongoing effort to use technology responsibly. If you require assistance, please log a request on the\u00a0<\/span><strong><a class=\"editor-rtfLink\" href=\"https:\/\/servicedesk.sun.ac.za\/jira\/plugins\/servlet\/theme\/portal\/6\" target=\"_blank\" rel=\"noopener\"><span data-preserver-spaces=\"true\">ICT Partner Portal<\/span><\/a><\/strong><span data-preserver-spaces=\"true\">.\u00a0\u00a0\u00a0<\/span><\/p>\n<p>[:]<\/p>\n","protected":false},"excerpt":{"rendered":"<p>[:en] MORE INFORMATION COMING SOON We are compiling a list of frequently asked questions and further guidance on this topic. This blog post will be updated as soon as new resources become available. Please check back regularly for the latest. If you need support or have questions in the meantime, please log a request via [&hellip;]<\/p>\n","protected":false},"author":11479,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[78210,54495,20382],"tags":[],"class_list":["post-17297","post","type-post","status-publish","format-standard","hentry","category-ai","category-cybersecurity","category-email"],"publishpress_future_action":{"enabled":false,"date":"2026-08-06 06:22:14","action":"change-status","newStatus":"draft","terms":[],"taxonomy":"category","extraData":[]},"publishpress_future_workflow_manual_trigger":{"enabledWorkflows":[]},"_links":{"self":[{"href":"https:\/\/blogs.sun.ac.za\/it\/wp-json\/wp\/v2\/posts\/17297","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.sun.ac.za\/it\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.sun.ac.za\/it\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.sun.ac.za\/it\/wp-json\/wp\/v2\/users\/11479"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.sun.ac.za\/it\/wp-json\/wp\/v2\/comments?post=17297"}],"version-history":[{"count":4,"href":"https:\/\/blogs.sun.ac.za\/it\/wp-json\/wp\/v2\/posts\/17297\/revisions"}],"predecessor-version":[{"id":17354,"href":"https:\/\/blogs.sun.ac.za\/it\/wp-json\/wp\/v2\/posts\/17297\/revisions\/17354"}],"wp:attachment":[{"href":"https:\/\/blogs.sun.ac.za\/it\/wp-json\/wp\/v2\/media?parent=17297"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.sun.ac.za\/it\/wp-json\/wp\/v2\/categories?post=17297"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.sun.ac.za\/it\/wp-json\/wp\/v2\/tags?post=17297"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}