Sorry, accidentally just replied to Cecile only, not the teams list. Katherine Connor | Executive Director | PAC Australia | +61 (0) 419 428 412 | paca.org.au<http://www.paca.org.au/> From: Katherine Connor Sent: Wednesday, 19 August 2026 3:11 PM To: Cecile Lucas <cecile@paca.org.au> Subject: RE: Advice Needed: External AI Note-Taking Request Good question. My strong preference is against AI notetakers, though I think as time passes and those platforms get better, sentiment may shift. In particular, I think the note takers that summarise people’s conversations, positions and create an action are far too unreliable. A transcription is different however. What I do when a need for a transcription or recording of a teams meeting comes up, I ask the room first if they are ok. So explain why the recording or transcription will be made and who will receive it. If anyone says no, it’s a no. It can hinder the openness or frankness of a conversation, but if there’s no particularly sensitive content on the agenda, it’s ok. We do need to document a procedure/structure around this – but in order to move this forward, my recommendation is that no ai bots are in attendance, but as the meeting organiser you switch on ‘record and transcribe’ (once everyone knows the meeting is being recorded, and for what purpose) which maintains our ownership of whatever content is generated. Then you can distribute it from there, or the participants can sometimes also pick it up in the chat. It’s also not without precedent – a couple of times we’ve recorded a speaker briefing for the Thinker in Residence if they’ve been unable to attend but it’s important that they understand the content and context discussed with the speaker. We will need to review AI attendees at meetings like TTE etc as it will no doubt become more and more common – to date, we’ve chucked them out or put them back in the waiting room thank you very much 😊 Hope this helps. Thanks Kath Katherine Connor | Executive Director | PAC Australia | +61 (0) 419 428 412 | paca.org.au<http://www.paca.org.au/> From: Cecile Lucas via All staff - PAC Australia <allstaff@ask.paca.org.au<mailto:allstaff@ask.paca.org.au>> Sent: Wednesday, 19 August 2026 3:02 PM To: Nate Newell via All staff - PAC Australia <allstaff@ask.paca.org.au<mailto:allstaff@ask.paca.org.au>> Subject: [PAC Team] Advice Needed: External AI Note-Taking Request Hi team, I've received a request from Fathom ahead of tomorrow's street dance panel speaker briefing meeting asking whether they can record the session for note-taking purposes. My initial concern is that there will be several participants involved in the meeting, so I don't think it's something I can approve on behalf of everyone without checking first. It also appears that the request may have only come through to me as the meeting organiser, rather than to all attendees. Has anyone come across a request like this before? Do we have any guidance under PAC Australia's AI Policy regarding third-party meeting recording and transcription tools? I know we don't currently use these tools for our internal meetings, so my assumption is that the answer would be no. However, I suspect we'll start receiving more of these types of requests as AI note-taking tools become increasingly common, so it would be useful to understand our position. Keen to hear your thoughts. Thanks, Cecile Cecile Lucas (she/her) Programming Producer | PAC Australia | (+61) 416 865 526 | paca.org.au<https://paca.org.au/> Boorloo / Perth GMT+8 [PAC Australia New Email Sig.gif] I gratefully acknowledge the Whadjuk people of the Noongar nation, on whose lands I live and work, and pay my respects to Elders past and present. If this email arrives in your inbox out of hours, I don’t expect you to read, action or reply to it outside of your working hours.
