AI note-taking applications, such as Read.ai, Otter.ai, and Microsoft Copilot’s meeting transcription, have become popular tools for transcribing online meetings and generating recaps, notes, and action items. These applications are convenient, but they come with risks.

When an AI note taker joins a meeting, it isn’t just passively observing. It captures, transmits, and often stores everything said. Because meetings on Missouri State’s official platforms (Microsoft Teams and Zoom) frequently involve sensitive information, only AI note takers approved under the university’s Cloud Services Policy may be used.

University-Approved AI Note-Taking Solutions

The two currently approved options are Microsoft Copilot and Zoom AI Companion.

Microsoft Copilot meeting transcription and notes are available through two licenses, both purchasable by departments on behalf of employees:

• Microsoft Teams Premium — $25 per employee per year
• Microsoft 365 Copilot — $360 per employee per year

To request either license, visit the IT Service Portal.

Zoom AI Companion is included with university-licensed Zoom accounts. For information on licensed Zoom accounts, visit the IT Service Portal.