STS Policy on the Recording of Leadership Meetings Involving Videoconferencing
Purpose
This policy sets forth stipulations regarding the recording of meetings of the Board of Directors, Council Operating Boards, Standing Committees, Workforces, task forces or other leadership meetings that involve the use of videoconferencing technology (“Virtual Meetings”), to ensure confidentiality and protect proprietary information.
Prohibited Recording and Transcription Technologies
Participants in STS leadership meetings are expressly prohibited from using or inserting artificial intelligence or other recording or listening tools into any Virtual Meeting. Such prohibited technologies include, but are not limited to, AI-based transcription services, automated recording applications, and third-party AI listening devices that capture meeting content. The STS staff liaison should immediately remove any unauthorized AI or other recording or listening tool detected during a Virtual Meeting.
Recording Guidelines
Only designated organizational staff liaisons are authorized to record Virtual Meetings. Staff should clearly announce when recording begins and ends during a Virtual Meeting. Virtual Meeting invitations must include notification that staff may record the Virtual Meeting, and may include a reminder that the use of private recording or transcription technology is prohibited.
Participant Notification
At the commencement of each Virtual Meeting, the Chair should inform participants if recording is taking place. The Chair should inform participants that recordings made by staff may be temporarily shared with the leadership body members who were unable to attend the meeting. If there are objections to recording a leadership meeting, the Chair will make the final decision as to whether the meeting shall be recorded.
Recording Distribution
Meeting recordings must be securely stored and retained in accordance with the Society’s data retention policies. Recordings may only be shared with members of the relevant leadership body. They should be shared for a maximum of two weeks and only as viewable (not downloadable) content. Recipients of meeting recordings are expressly prohibited from copying recordings and/or further disseminating them. Meeting recordings may not be exposed to AI transcription or analysis services other than those specifically commissioned by the Society for use within the STS information technology infrastructure.
Approved by the STS Executive Committee on April 16, 2025