Usage of Third-Party AI/Transcription tools

Purpose:

The CSU System discourages the use of third-party AI/Transcription tools, e.g. read.AI, Otter, etc. in your work environment or when using M365 service like Teams and Outlook or a service like Zoom.

Applicable to:

All CSU System faculty and staff

Policy:

Central Administrative Data Governance Policy

Third-Party AI Usage Guidelines:

Usage of third-party AI tools should be discouraged in administrative operations at Colorado State University System campuses, especially those associated with AI/Transcription tools. While AI can improve efficiency, CSU employees should prioritize ethical conduct and public accountability. Users are encouraged to disable third-party products during meetings by declining the interaction if these tools appear.

Using Third-Party AI Services Poses Several Risks:

Data Security and Privacy: Third-party AI tools may compromise sensitive information, including personal data and confidential university records, by failing to adhere to established data security and privacy guidelines, thereby increasing the risk of unauthorized access and data breaches.
Research Security: These tools pose a risk of misuse or theft of research findings by exposing sensitive research data and intellectual property to external entities, undermining the integrity of academic research.
Legal and Compliance: Third-party AI tools may not comply with legal and regulatory requirements, leading to potential violations and penalties potentially affecting the university's reputation or legal consequences.

Discouraged Transcription Tools - What and Why:

Read.ai: Joins, transcribes, and summarizes meetings without participant consent, risking confidentiality.
Otter.ai: Records and transcribes conversations automatically, potentially breaching privacy without full consent.

An Artificial Intelligence task force and evaluation pilot are in progress at this time. While no permanent blocks are in place, due to privacy concerns, users are encouraged to disable third-party products during meetings by declining the interaction if these tools appear.

Please note that platform-approved tools are being evaluated and may be released to our users in the future.

Thank you for your understanding and cooperation.