04/01/2025
By Steve Athanas

Information Technology wants to update you on the recent guidance we received regarding the use of artificial intelligence (AI) tools in Zoom and Microsoft Teams. After careful consideration and in consultation with the Office of General Counsel (OGC), we are taking steps to responsibly integrate these technologies into our operations while prioritizing legal compliance and the confidentiality of our communications.

Key Updates

  • Use of AI Tools in Zoom and Teams: In alignment with OGC's recommendations to mitigate legal risks, the use of AI tools such as video recordings, transcription and AI summarizations in Zoom will be allowed under specific conditions. Please note that at this time, we do not own licensing for Microsoft Teams AI tools, so this guidance mostly impacts recordings and transcription in Zoom.
  • Retention Policy: Effective immediately, the use of AI tools will be available subject to a 60-day data retention period. Video recordings and transcriptions will also have their retention policy updated from 120 days to 60 days, effective June 1st. After these periods, all respective records will be automatically deleted unless saved elsewhere by the user in accordance with University guidelines.
  • Proactive Use Requirement: AI tools in these platforms should be activated only when there is a clear and defined need. They should not be left "on" by default to avoid unnecessary generation of records.
  • Handling Confidential Information: We strongly advise against using these AI tools during discussions involving confidential or sensitive information to ensure privacy and compliance with public records laws.
  • Extended Retention: If you require access to AI-generated content beyond the 60-day retention period, you must proactively download and store these documents on approved platforms.
  • Accommodations: If AI tools are used for accommodation purposes, please coordinate with your campus disability services staff before implementation.

Please keep in mind that this guidance is specific to Microsoft Teams and Zoom, which have contracts with the university that provide appropriate protections. Alternative freeware products without these protections should not be used for meeting recording, transcription, and AI summarization.

We appreciate your cooperation and understanding as we navigate these changes. Should you have any questions or need further clarification, please do not hesitate to reach out. Thank you for your continued support and engagement in ensuring our technology usage aligns with our commitment to legal best practices.