Decision inputs
Facts that change the policy answer
Here the tool receives meeting notes, transcript and attendee list, while someone ultimately relies on decisions, actions and owners. The policy must evaluate the whole path between them.
- 1Task and owner
- Project coordinator wants to write meeting minutes. Record the person who will stand behind decisions, actions and owners after the tool has finished.
- 2Information involved
- Meeting notes, transcript and attendee list. Check uploads, history and connected systems before describing the request as low sensitivity.
- 3Tool and account
- An approved company account. Treat a new plug-in or connector as a change to the approved setup.
- 4Intended result
- The expected result is decisions, actions and owners. Follow the result to its real endpoint so the request captures its practical effect.
- 5Consequence if it is wrong
- The summary may record an inference as a decision or expose private remarks. That risk sets the level of review and the person who should receive an exception.
- 6Human review
- meeting chair should inspect, change, reject or stop the result. Make the review happen before reliance and give the reviewer a real way to stop the work.
Possible policy routes
The task name alone cannot decide it.
A published workplace policy can return different answers for the same task. These are the practical branches worth encoding.
A routine policy route may be possible
The least restrictive path starts only after the exact account is approved, only the minimum internal meeting information is used, decisions, actions and owners remains within the stated purpose, and meeting chair reviews it before use.
Approval may be required
The request moves beyond routine handling when the account or data handling is uncertain, the summary may record an inference as a decision or expose private remarks, or decisions, actions and owners reaches people or systems beyond the requester’s authority.
The request may need to stop or change
The company may need a safer design when restricted information would enter an unapproved service, the output would act before meeting chair can intervene, or confirm decisions and actions with the people responsible for them cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Is the exact account approved for write meeting minutes, including its plug-ins and connected sources?
- 02
Does the proposed input include more of meeting notes, transcript and attendee list than the result actually requires?
- 03
Will decisions, actions and owners remain working material, reach another person or make another system act?
- 04
Can meeting chair inspect the complete result and its source before reliance?
- 05
Does the intended use extend beyond the region and audience covered by the current policy?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- project coordinator
- task
- Use AI to write meeting minutes.
- information
- meeting notes, transcript and attendee list
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Draft or analyse
- impact
- Internal work
- review
- Complete human review
- owner
- meeting chair
Useful safeguards
Controls that fit this request
- ✓
Confirm decisions and actions with the people responsible for them
- ✓
Keep whole files, mailboxes and datasets out of the prompt when a short part of meeting notes, transcript and attendee list is enough.
- ✓
Keep the use within draft or analyse and run another check if the audience, tool or intended effect changes.
- ✓
Record the request and reviewer without copying unnecessary parts of meeting notes, transcript and attendee list into the audit trail.
Questions people ask
About this AI use
Is using AI to write meeting minutes automatically allowed?
Even an ordinary write meeting minutes request can change route when it involves restricted information, an external audience or weak review.
Which facts should be submitted before work begins?
Describe decisions, actions and owners, identify meeting notes, transcript and attendee list, name the exact tool and account, explain who will receive or rely on the output, and state how meeting chair will review it.
What belongs in the completed policy record?
Record the request and reviewer without copying unnecessary parts of meeting notes, transcript and attendee list into the audit trail. A classification and controlled reference may be enough when copying meeting notes, transcript and attendee list would create unnecessary risk.