AI Note-Taker Policy & Rollout Pack
Before an AI note-taker joins a single meeting, IT, HR or legal will ask: who consented, what gets recorded, where the data goes and whether the vendor trains on it. This pack answers all of it, ready to edit.
Instant download: PDF + Word + Markdown. 7-day refund: just reply to your receipt email.
What's inside
- 1-page AI meeting recording policy: approved tools, consent and notice, never-record rules, how recaps are used, retention, security and exceptions. Fill in the brackets.
- Consent scripts: calendar invite text, a meeting-opener script, an external-client email and opener, a bot naming convention and an opt-out reply.
- The "Never record" list: HR, performance, compensation, health, legal, security incidents and more, plus "default off" meetings like 1:1s.
- Vendor security checklist: 18 questions covering SSO and SCIM, data retention and deletion, training on your data, AI sub-processors, SOC 2 Type II, ISO/IEC 27001, data region, DPA, audit logs and more, with a decision log.
- 2-week pilot plan: day-by-day schedule, success metrics you set before day 1, a per-meeting scorecard, a 5-question survey and go / extend / no-go criteria.
- Rollout announcement email: plus a short Slack/Teams version.
Template, not legal advice. Recording, privacy and employment rules differ by state and country. Have your counsel, HR or privacy team review before you rely on it.
Preview
Who it's for
Managers championing a note-taker, ops leads and small-company HR who need to roll one out without a six-week approval cycle. Still choosing a tool? Compare prices and SSO in the AI note-taker tracker or the cost calculator.
Manager Meeting Kit + AI Note-Taker Policy & Rollout Pack
Instant download after checkout. 7-day refund: just reply to your receipt email.
FAQ
Is this legal advice?
No. It's a practical template pack written by a project manager. Recording and privacy rules differ by state and country, so have your counsel, HR or privacy team review the policy and scripts before you use them.
Does it cover two-party (all-party) consent states?
The consent scripts include a short, sourced summary of US recording-consent rules (federal one-party consent and the states that generally require all parties to consent) and recommend treating every recorded meeting as all-party consent. Links to the sources are included.
Which tools does it work with?
Any AI note-taker or meeting recorder: Fireflies, Otter, Fathom, Granola, tl;dv, Read AI, Zoom or Teams built-ins and others. The vendor checklist is tool-neutral.
What format is it?
A 15-page PDF plus every section as an editable Word (.docx) file and a Markdown file. One zip download.
How do I get it after paying?
Checkout takes you straight to your download page. If you lose it, reply to your receipt email and we'll send the link again.
Refunds?
7-day refund: just reply to your receipt email. No questions asked.