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To: E&T Staff
Prohibitive Use of Artificial Intelligence (AI) Note-Taking Tools Policy
A new ‘Prohibitive Use of Artificial Intelligence (AI) Note-Taking Tools’ Policy has been developed and is now available on the Policies & Guidelines page on Inside E&T.
This new Policy clarifies that AI Note-Taking tools may not be used without prior DTMB approval. All staff must review the outlined policy to ensure they remain compliant with SOM and LEO-E&T rules and regulations, and policies, standards and procedures.
LEO-E&T staff may find themselves in meetings where outside partners are using these tools. Staff may continue to participate in these meetings but should limit their contributions to “Public” information to limit the unintentional disclosure of sensitive information. When involved in any meeting where an external AI note-taking tool is present, staff should inform meeting organizers of this limitation.
Here's an appropriate statement LEO-E&T employees can use in such situations:
"I noticed there's an AI Note-Taking tool present in this meeting. Due to State of Michigan policies on protecting data, I kindly ask that the Note-Taking tool be removed to ensure compliance and to allow me to more fully participate in the discussions. I appreciate your understanding."
Things to consider if you continue with a meeting that has an AI Note-Taking bot:
- Only Publicly approved data and information may be shared
- Topics may need to be moved offline prior to sharing
- SOM policies, standards and procedures mandate and limit what can be shared
Authorized Alternative for AI Note-Taking
Microsoft (MS) Teams Transcription service is, currently, the only approved AI note-taking tool. To assist LEO-E&T employees or contractors, a new 'How to Enable Transcription in Microsoft Teams' guide has been created and is available on the Troubleshooting & FAQ's page on Inside E&T.
This ‘how-to’ guide outlines the steps to enable the transcription function, automatically generating real-time text into transcription during a Teams calls or meeting, resulting in a searchable, downloadable transcript.
MS Teams Transcription offers greater accessibility, and it can save time by augmenting manual note-taking. Please note, while the transcription processes discussions automatically, there may be mistakes in the transcript. It is important to review transcription outputs for accuracy using the Human in the Loop (HITL) method.
When evaluating final notes or meeting transcripts produced by an AI tool, the HITL method represents human interaction, intervention and unbiased judgment to control, review and evaluate process outcomes. This proactive approach is becoming increasingly emphasized when machine learning results (meeting notes, AI-generated transcripts, etc.) form official records.
Recordings and transcriptions from MS Teams meetings are subject to FOIA and record retention policies. Refer to the Prohibitive Use of Artificial Intelligence (AI) Note-Taking Tools Policy and the Records Management Services page on Inside E&T for additional details.
If you have any concerns or questions regarding this policy, please contact LEO-E&T’s Privacy and Information Security Officer and Chief Data Steward Jeremy Glasstetter at GlasstetterJ@michigan.gov.
Microsoft CoPilot Chat is now available
The Department of Technology, Management and Budget (DTMB) has released Microsoft CoPilot Chat, an Artificial Intelligence (AI) assistant available for free to all Microsoft 365 users. This tool helps improve productivity by using web-based data to provide useful responses.
Key Features of CoPilot Chat:
- Free Access: Available at no extra cost for Microsoft 365 users
- Web-Based Data: Uses data from the web for up-to-date information
- File Upload Feature: Users can upload files to get personalized help
- Flexible Use: Can be used alone or within the Microsoft 365 suite
- General Chat: Offers a chat experience for various needs
- Data Security: It is recommended SOM staff use CoPilot Chat over ChatGPT because it has additional data security protection
Compliance with State of Michigan's Acceptable Use of IT Policy
Users must adhere to the State of Michigan's Acceptable Use of IT Policy, which mandates IT resources be used solely for official state business in a responsible, professional, ethical and lawful manner. With Copilot Chat, data used in prompts is not used to train public AI models, but some data may be sent to the Bing Search service. Only published/public data should be used with Copilot Chat per the acceptable use of IT policy.
For more information and instructions on how to install CoPilot Chat, please visit Mi Modern Workplace.
Operations
Office of Employment & Training
Michigan Department of Labor & Economic Opportunity
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