OVIC Enforces Limitations on GenAI Tools for External Meetings
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Brief Overview
- OVIC has prohibited the use of publicly accessible GenAI tools in meetings with external entities.
- Tools such as ChatGPT, Google Gemini, and similar services are impacted by this directive.
- Utilization of GenAI tools may be permitted on an individual basis with appropriate oversight.
- Attendees must notify OVIC personnel if GenAI tools are utilized during meetings.
- OVIC’s directives are centered on safeguarding confidential information in meetings.
Overview
The Office of the Victorian Information Commissioner (OVIC) has established new protocols that limit the employment of generative AI (GenAI) tools in meetings involving its personnel and external groups. These protocols are designed to protect sensitive data and uphold the integrity of meeting documentation.
Protocols for GenAI Tool Usage
OVIC’s latest recommendations firmly discourage the employment of GenAI services like ChatGPT, Google Gemini, and others for documenting or transcribing meeting information, particularly during discussions involving sensitive issues. The use of these tools is completely prohibited in meetings with OVIC staff, regardless of whether they occur online or in person.
Conditional Allowance
While the general approach is prohibitive, OVIC does permit the potential usage of GenAI tools on a conditional basis. This exception depends on the tools being securely managed and limited to authorized individuals, ensuring there is no external access.
Impacted Stakeholders
The revised protocols are relevant to a wide array of stakeholders, including state agencies, local councils, contractors, and the general public. All involved parties must declare the use of GenAI tools at the beginning of any meeting, detailing which tool is being used and how its outputs will be handled.
Ensuring Openness
In meetings categorized as sensitive, OVIC personnel may choose to limit participation if GenAI tools are in use. If a tool is believed to be utilized without proper notice, staff may request access to the produced minutes to verify their correctness.
Expanding on Previous Guidance
This directive builds upon OVIC’s previous guidance warning Victorian government bodies against entering personal data into public GenAI platforms. The emphasis remains on restricting inputs to publicly available or pre-approved data to avert data breaches.
Conclusion
OVIC’s limitations on GenAI tool usage during meetings are aimed at safeguarding sensitive information and fostering trust in meeting documentation. While some leeway exists regarding tool usage, transparency and secure management are crucial for compliance.
Q: What constitutes GenAI tools?
A: Generative AI tools are software applications that leverage artificial intelligence to create content such as text, audio, or visuals. Examples include ChatGPT and Google Gemini.
Q: Why has OVIC imposed restrictions on GenAI tools in meetings?
A: OVIC’s objective is to protect sensitive information and ensure precise meeting records, particularly in sessions involving delicate discussions.
Q: Is there ever an opportunity to use GenAI tools in OVIC meetings?
A: Yes, they may be used on a case-by-case basis, provided they are securely managed and limited to authorized personnel only.
Q: Who must be notified about the deployment of GenAI tools in meetings?
A: All attendees, including state agencies, local councils, contractors, and the public, are required to inform OVIC staff regarding the use of GenAI tools in meetings.
Q: What occurs if a GenAI tool is employed without notification in a meeting?
A: OVIC personnel may request details and copies of the produced minutes to confirm their accuracy and ensure adherence to guidelines.
