FireFlies Policy

Purpose: 

The World Nuclear Association (WNA) recognizes the importance of leveraging AI note-taking tools to enhance productivity and collaboration within the organization. This policy outlines the guidelines and expectations for the responsible use of AI note-taking technologies, specifically focusing on Zoom, Microsoft Teams, and Fireflies. 

1. Scope: 

This policy applies to all employees, contractors, and third parties utilizing AI note-taking tools within The World Nuclear Association. 

2. General Guidelines: 

a. Authorized Usage: 

• All staff can use Ai note-taking tools for official WNA business purposes. 
• The use of Ai note-taking tools for personal or non-business-related activities is strictly prohibited. 

b. Security and Privacy: 

• Do not discuss confidential or sensitive information that is not relevant to the purpose of the meeting. If confidential information is to be discussed, consider turning off the Ai notetaker. 
• Do not send transcripts to parties that do not require them. 
• Proofread transcripts before sending them to participants.  

c. Data Retention: 

• Users are responsible for managing and filing recorded content,  and deleting any content that is not required for official purposes. 

3. Specific Guidelines for Ai Note Taking Tools: 

• Get explicit consent from all participants before recording or taking notes using Ai tools. Respect their choice if they do not wish    to be recorded. Refrain from using Ai note-taking tools if you are not the session's host.
• Do not set auto invite for the Ai note taker. Always make sure you as the host invite the note taker to meetings. 

4. Training and Awareness: 

a. Knowledge-base articles for Ai note taking are available via this link https://worldnuclearassociation.freshdesk.com/support/solutions/103000250734

6. Review and Amendments: 

This policy will be periodically reviewed and updated as needed to align with changes in technology, regulations, or organizational needs.