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AI-Assisted Meeting Transcription for Staff

What it is for

Inform
  • The tool provides a transcript of a meeting which is reviewed by staff for accuracy and then emailed to meeting participants.
Run by
Mayor's Office
Where
No fixed location
Kept
Not stated by the NYC Office of Technology and Innovation.
Shared with
Accountable organization

What it is for

Inform

This tool uses Microsoft Teams' built-in AI feature to automatically transcribe spoken words during meetings held by the Mayor's Office to End Domestic and Gender-Based Violence. Staff review the transcript for accuracy before it is emailed to participants. The system processes the voices of meeting attendees, including staff and potentially external partners or service providers.

What it collects and what happens to it

Data taken in

Biometric
Identifiable data
  • The words spoken during a meeting are captured by the tool. This involves processing the voices of all meeting participants.

Processing

Speech & Audio
  • Microsoft Teams' built-in AI feature uses speech-to-text transcription to convert spoken meeting audio into a written transcript.

What it does

Sensing (Perceptive AI)
Human decides
  • The AI senses and transcribes spoken words during meetings. A human staff member reviews the resulting transcript for accuracy before it is shared.

Outputs

Generated content
Identifiable data
  • The tool provides text of the words spoken during the meeting. This transcript is reviewed by staff and then emailed to meeting participants.

Run by

Mayor's Office
  • The Mayor's Office to End Domestic and Gender Based Violence deploys and uses this AI transcription tool for its internal meetings. Staff review all transcripts for accuracy before distribution.

NYC Algorithmic Tools Compliance Report — AI Transcription on Teams

Built by

Microsoft
  • Microsoft provides the AI transcription capability as a built-in feature of Microsoft Teams. The underlying training data is proprietary to Microsoft.

NYC Algorithmic Tools Compliance Report — AI Transcription on Teams

Kept for

Not stated by the NYC Office of Technology and Innovation.

Shared with

Available to the accountable organization
  • Transcripts are available to Mayor's Office to End Domestic and Gender Based Violence staff, who review them for accuracy before emailing them to meeting participants.

Stored

Not stated by the NYC Office of Technology and Innovation.

How to read the colours

Can it identify you?

Anonymized data
Data about people with the link to who is broken. Stripped of identifiers, blurred, aggregated, or noised so this system can’t reasonably tie a record back to an individual.
Pseudonymous data
Each person’s data is tied to a token (hash, ID, template) that lets this system recognise the same person across events, but the token itself doesn’t reveal a name. Reidentification is possible with extra information.
Identifiable data
The data either contains a direct identifier (name, address, account name, recognisable face or voice, plate number) or carries a token this system uses to look up legal identity during processing.

Who completes the loop?

Human decides
This mode suggests; a person decides what to do next. The AI is always advisory — a human is in the loop on every decision. Example: a triage tool ranks cases for a clinician who chooses which to see first.
Human executes
This mode decides; a person carries out the result. Example: an optimizer plans the day’s trash-collection routes, and drivers run them.
Autonomous
This mode decides and acts on its own. No person reviews each decision or carries out the resulting action.

Definitions from the DTPR standard. Amber is about your data, violet about who decides. The fuller the shape and the deeper the colour, the more identifying the data or the less a person is involved.

What you can do

Ask about this system

Questions go to the NYC Office of Technology and Innovation, not the vendor.

Your rights

  • Right to Be Informed of AI UseMeeting participants should be informed when AI transcription is in use during a Microsoft Teams meeting. Participants can contact the Mayor's Office to End Domestic and Gender Based Violence for more information about this tool's use.
  • Right to Algorithmic TransparencyThe system uses Microsoft's proprietary AI speech-to-text technology, built into Microsoft Teams, to generate meeting transcripts. Training data details are proprietary to Microsoft.

Risks and safeguards

  • Reputational harmTranscription errors could misrepresent what participants said, potentially harming their reputation or creating misunderstandings.Safeguard: all transcripts are reviewed by Mayor's Office staff for accuracy before being distributed to meeting participants.
  • Civil liberties harmTranscription of spoken meetings at a domestic violence agency could implicate sensitive disclosures if transcripts are mishandled or accessed beyond their intended scope.Safeguard: the register indicates transcripts are reviewed before distribution and sent only to meeting participants; however, no explicit data handling or access control policy beyond this is described.