Zoom AI Companion offers a valuable feature of meeting summaries. However, it's crucial to use this tool responsibly and ethically, especially when sensitive information may be discussed. This guidance outlines when and how to use Zoom AI Companion appropriately within our organization.

Section 1: Appropriate Use of Zoom AI Companion

When to Use AI Companion:

• General Meetings and Discussions: AI Companion is ideal for meetings that do not involve sensitive or confidential information. Use it to enhance productivity and improve record-keeping in routine meetings, brainstorming sessions, and team collaborations.

When NOT to Use AI Companion:

• Meetings with Sensitive Information: Avoid using AI Companion when discussions involve:
  • Protected Health Information (PHI): Information that could identify a patient or their health condition.
  • Family Educational Rights and Privacy Act (FERPA) Data: Student education records or personally identifiable information.
  • Personally Identifiable Information (PII): Social Security numbers, driver's license numbers, financial information, etc.
  • Confidential Employment Information: Hiring discussions, performance reviews, disciplinary actions, etc.
  • Legal or Financial Information: Discussions involving legal matters, contracts, financial aid, etc.

Important Considerations:

• Incidental Mention of Sensitive Information: It's acceptable if sensitive information is mentioned briefly by accident. However, if the meeting's primary focus is discussing sensitive topics, AI Companion should be disabled for those portions.
• Transparency and Consent: Inform participants at the beginning of the meeting if AI Companion is enabled. Be prepared to turn it off if anyone objects. Treat AI Companion like any other recording device, obtaining consent when necessary.
• Never to be Used with Patients: When supporting patient care through telemedicine, clinicians should never use Zoom video conferencing. Instead, use the Telemedicine module inside of EPIC, which is specifically designed for secure patient interactions.

Remember: Think of AI Companion as an outside observer present in your meeting. If you wouldn't feel comfortable sharing the information with a third party, it's best to disable the AI Companion.

Section 2: Using Zoom AI Companion Securely and Effectively

To ensure the privacy and security of meeting summaries, UCR Health Compliance and Privacy Officer, UCR Legal, the CISO, and the UCR Zoom Administrator have implemented the following configurations:

• Warning Banner: A clear warning banner appears when Zoom AI Companion is active, reminding participants that the meeting is being summarized.
• Default Off Setting: AI Companion is turned off by default. The meeting host must manually enable it.
• 30-Day Retention Policy: AI Companion summaries are automatically deleted after 30 days.
• Host-Only Access: Only the meeting host can access the summaries by logging into the Zoom web portal.  The Co-Host does not have access to the summaries.

How to Activate/Deactivate Zoom AI Companion:

1. Locate the AI Companion Icon: Look for the star icon at the bottom of the Zoom window (see image below).  Click on it to turn it on and off.  When turned on all the participants, except for the Host, will be shown a warning banner.

2. Click to Activate/Deactivate: Click the icon to turn AI Companion on or off. Remember that a warning banner will be displayed when it's active.

How to Retrieve Zoom AI Companion Summaries

1. Access the UCR Zoom Web Portal: Open a web browser and go to ucr.zoom.us.

2. Login with NetID: Click on the "Login with NetID" button.

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3. UCR Credentials and Duo MFA: Enter your UCR NetID and password. Then, complete the Duo Multi-Factor Authentication using the Duo mobile app or hardware token.

Once logged in, you will be directed to the UCR Zoom web portal. Here, you can access your Zoom AI Companion summaries under the left-hand navigation tab labeled "Summaries." This tab will display a list of all meetings where AI Companion was enabled, allowing you to view the summaries.

By following these guidelines, we can leverage the benefits of Zoom AI Companion while safeguarding sensitive information and maintaining privacy. If you have any questions or concerns, please contact the Information Security Office.