Add AI transcription to WG meetings

[ankurdotb]

@kimdhamilton Is it possible to activate an AI meeting notetaker at Zoom account level so that it automatically takes notes? Would people be comfortable meetings being recorded and/or having an AI notetaker?

[kimdhamilton]

I'm interested in this; let's discuss at the next TSC meeting.

• It looks like we used to use otter.ai, not sure why it was deactivated
• We use agenda.md files to keep a rolling agenda and very high-level notes. We should ensure we're still onboard with using this; i.e. AI notes for archives, and agenda.md for high-level outcomes and action items

[kimdhamilton]

Per discussion, we have the ability to use zoom AI transcripts for most of our meetings, but some of the older ones need to be converted.

I expect we need ~1 day during downtime to convert the old meetings. Note that there are other benefits to this conversion (I've been wanting to do it for other reasons, like zoom archive cleanup), but we should pick a time later in the year after hackathon.

Note that all working group meetings must be (and are already) recorded for IP audit trails. But adding AI transcripts would be new. Question for @ankurdotb: is this issue referring to WG meetings or other?

Assuming WG meetings or WG + OG meetings, TSC to discuss and decide the following:

• Approval to activate some AI assistant in DIF group meetings
• If so, which one. Per previous discussion, Zoom AI seemed the safest in terms of not using our data for training (also it's included in our plan)
• Which format/formats do we want? For context:
  • Groups currently have their recordings stored in DIF Meeting Recordings. Do we want to revisit this and do something more navigable, or simply make the transcripts more accessible from here?
  • How is agenda.md affected? Do we want to explore opportunities for auto-generation of notes? We have an outstanding issue on agenda.md structure.

I'm open to all ideas about making this easier for chairs. Over the past few years, there have been attempts to standardize the agenda.md file, but that's not universally adopted. So we have the opportunity for an overhaul.

[peacekeeper]

I think it's a good idea to have automatic transcripts, or automatic summaries, or even both. Links to those could be added directly to the agenda.md files, just like we add links to recordings now.

If it's possible to even do this for past meetings, that would also be really nice.

[kimdhamilton]

Step 1
I think there was consensus that:

1. we want automatic transcripts, summaries, or both
2. we want to use built in Zoom AI because good data handling policies

Agreed?

Step 2

If so, as for implementation:
I investigated and realized we would have to do this when there's some downtime (post hackathon) because some of the zoom meetings would need to be reconfigured. (for some of our zoom accounts, it's an easy switch, but not all). Also, we'd need to update Zapier tooling to make these accessible.

Backfilling is a nice-to-have, and I will investigate.

[ankurdotb]

I meant SC, TSC meetings and all WG meetings...but given the sensitivity, I would perhaps give the option to each WG on whether they want to accept Zoom's AI meeting notes or not. I appreciate that it might be more work to collate, unless theoretically we can get the WG signoff from WG chairs at TSC

[kimdhamilton]

• Kim to share example transcripts from previous calls
• Transcription tool: https://github.com/zackees/transcribe-anything

[mwherman2000]

1. The AI summaries need to be vetted/reviewed afterwards to make sure they capture the specific actual messages/nuances expressed in the meetings.
2. PLEASE make sure you continue to record and curate the recordings. Some of the other DID WGs don't do this and a lot is lost - particularly if the minutes don't have a lot of fidelity.
   Cheers

[kimdhamilton]

Update:

• Enabled by default for group meetings going forward
• Backfilled settings for existing meetings
  • At least all i could find (note that these become hard to find in zoom after the "end date", even if WGs are continuing to use the meeting link. We can keep an eye on this.
• Enabled transcript creation for zoom 2 (for some reason this was disabled)

Still need to determine how to integrate this into the Recordings spreadsheet