Learn how to disable AI Notetakers such as Otter.ai and Read.ai on Zoom with our comprehensive, easy-to-follow guide to manage your meeting transcriptions and privacy settings.

Introduction

In today’s digital landscape, AI notetakers like Otter.ai and Read.ai have become invaluable tools for capturing meeting transcriptions and enhancing productivity. However, for organizations that prioritize privacy and data security, managing AI transcription settings on platforms like Zoom is essential. This guide provides a detailed, step-by-step approach to disabling AI notetakers on Zoom, ensuring your meetings remain secure and your data stays under your control.

Why Disable AI Notetakers on Zoom

While AI notetakers offer significant benefits, including real-time transcription and easy information management, they can also raise concerns regarding data privacy and security. Unauthorized access to sensitive meeting content, potential data breaches, and compliance with organizational policies are critical reasons businesses may choose to disable these tools. By managing AI transcription settings, organizations can maintain control over their meeting data and protect confidential information.

Step-by-Step Guide to Disable AI Notetakers

To begin, ensure you have administrative privileges within your Zoom account. Log in using your admin credentials to access the necessary settings required to manage third-party integrations.

Step 2: Navigate to the Zoom App Marketplace

Once signed in, head over to the Zoom App Marketplace. This platform allows you to manage all applications integrated with your Zoom account, including AI notetakers.

Step 3: Access Admin App Management

In the upper right corner of the Zoom App Marketplace, click on the Manage button. From the dropdown menu, select Admin App Management. This section will display a list of all third-party applications currently installed and integrated with your Zoom account.

Step 4: Disable or Remove AI Notetakers

Locate the AI notetakers you wish to disable, such as Otter.ai or Read.ai, from the list of installed apps. Click on the specific application, then select Manage App. Here, you have the option to disable the app, which will prevent internal users from accessing it within Zoom. If you wish to completely remove the app, choose the Remove App option. This action ensures that the AI notetaker cannot be used in any of your Zoom meetings.

Note: External participants may still be able to utilize these AI tools. To fully prevent unauthorized access, consider enabling the Waiting Room feature, which allows you to vet participants before they join your meetings.

Additional Privacy Settings for Enhanced Security

Beyond disabling AI notetakers, adjusting other Zoom settings can further enhance your meeting security:

Restrict Meeting Access: Ensure that only authenticated users can join your meetings. This can be done by enabling the Only authenticated users can join option in your account settings.
Enable Waiting Room: This feature allows you to control who enters your meetings by placing participants in a virtual waiting area until you admit them.
Block Specific Domains: As an admin, you can block domains associated with unwanted AI tools by adding them to the blocked list, preventing these applications from accessing your Zoom account.

Frequently Asked Questions

Can External Participants Still Use AI Notetakers After Disabling Them?

Yes, external participants can still use their personal AI transcription tools. To mitigate this, it is advisable to enable the Waiting Room feature, allowing you to review and approve participants before they join your meeting.

Do I Need to Disable AI Notetakers for Every Meeting Individually?

No, once you disable the AI notetakers at the admin level through the Zoom App Marketplace, the setting applies to all meetings under your Zoom account, eliminating the need to disable them for each meeting individually.

What If the AI Notetaker is Not Listed in the App Management?

If the AI notetaker does not appear in the Admin App Management section, it might be integrated differently or administered through another platform. In such cases, contact Zoom support for further assistance to ensure the AI tool is fully disabled.

Conclusion

Managing AI transcription on Zoom is a critical step for organizations seeking to maintain control over their meeting data and uphold stringent privacy standards. By following the steps outlined in this guide, administrators can effectively disable AI notetakers like Otter.ai and Read.ai, fostering a secure and organized virtual meeting environment.

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