Orchestra Notetaker AI Policies

Use of AI Notetakers

• AI notetaking tools may be used in meetings to capture transcripts, summaries, action items, and key decisions.

• These notes are intended to improve efficiency, support collaboration, and ensure accurate follow-up, but not to replace human oversight. 

• All new users must complete the Sana onboarding and training session prior to using the tool.
  
  

Ownership of Information

• All meeting transcripts, summaries, and outputs generated by AI notetakers are the property of Orchestra.

• They are considered confidential and proprietary information and must be treated with the same care as any other internal business record.
  
  

Confidentiality & Security

• Content captured by AI notetakers must not be shared externally beyond stakeholders with whom Orchestra has an established business relationship, for example, under NDA or contract. 

  • • If you’re uncertain whether sharing is appropriate, ask your Manager before distributing notes.

• Employees are prohibited from using AI notetaker outputs for personal purposes or outside the scope of their job responsibilities.

• Storage and sharing of AI-generated notes must follow existing Orchestra information security and data retention policies.

• Please use discretion and your best judgment. 

  • • The notetaker may be paused or stopped at any time.

    • Please pause the notetaker if you are sharing sensitive information, including but not limited to salary information, social security numbers, or performance issues. 

• There are some meetings where an AI-notetaker should not be used:

  • • Meetings with HR.

    • Attorney-client discussions, meetings involving privileged communications or discussion of privileged communications.

    • Meetings involving discussion of union communications or other protected concerted activity under the National Labor Relations Act.

• Default Sana configuration at Orchestra:

  • • Only the meeting owner receives the email summary.

    • Only Orchestra participants in the meeting can access or search meeting notes within the Sana platform.

    • Automatic distribution of notes beyond the meeting owner is disabled.
      
      

Accuracy & Accountability

• While AI tools improve efficiency, they are not perfect. Users should review AI-generated notes, both the summaries and full transcripts, for accuracy and confidentiality before sharing and/or relying on them for decision-making or external communication.
  
  

Disclosure to Participants

• Participants should be informed at the start of a meeting if an AI notetaker will be used. Sana automatically announces itself as a meeting attendee when it joins. If someone joins the meeting late, the meeting owner should verbally announce that the meeting is being recorded by AI.

• The use of AI notetakers must be disclosed and approved in advance in meetings involving external clients, partners, or vendors.

  • • Client communication: Managers and senior staff should speak live with clients about the Orchestra Notetaker before using it, both to establish their consent and to explain the value (the Notetaker helps improve accuracy, speed up follow-up, and keep everyone aligned). Clients can ask questions or opt out if they prefer.

    • When scheduling, include a notice in the calendar invitation that “this meeting will use the Orchestra notetaker to capture notes.” 

• If you know your client does not want an AI notetaker in meetings, please turn them off before starting a client call.

Misuse

• If AI notetaker outputs are misused, for example, they include inappropriate content, inform your manager immediately.

• The Manager is responsible for escalating to HR, Legal, or IT as appropriate.

• Violations may result in disciplinary action.