[Openid-digital-directives] New OpenID Foundation Notes & Recordings Policy

[Mike Leszcz]

Hello,

This is to inform you of the new OpenID Foundation Notes & Recordings Policy that the board of directors recently approved and has now been implemented.

Link: https://openid.net/wp-content/uploads/2025/09/OIDF_Notes-Recordings-Policy_Final_2025-09-11.pdf

Addresses the guidelines and procedures for recording and maintaining accurate meeting notes of OIDF-Sponsored Activities, and the utilization of AI bots or any automated transcription services for this purpose, as well as audio/video recordings of OIDF-Sponsored Activities. The goal is to provide clarity and transparency for all stakeholders.

Key points from policy (please review full policy in detail):


  *   Utilizing AI Bots or Automated Transcription Services for Notes:
     *   The use of AI bots or any automated transcription services by any Meeting Organizer or Attendee, whether for note taking or any other purposes, for any OIDF-Sponsored Activities, is prohibited.
     *   Anyone leading an official OIDF-Sponsored Activity must request any bots leave the meeting and if they do not, are allowed to kick bots off any meeting platforms (e.g., Zoom, Microsoft Teams, etc.).
     *   Prohibiting Attendees from using AI bots or any automated transcription services for their own personal meeting notes is intended to:
        *   Avoid conflicts between notes taken by different AI bots or any automated transcription services and the official Meeting Notes:
        *   Ensure a single, clear record of the meeting in accordance with OIDF processes, the development of consensus decisions within the WG or CG or other official OIDF-Sponsored Activities, and ensuring the Notes & Recordings Policy is followed appropriately



  *   Type of Recordings and Publishing
     *   EC and Board meetings may be recorded, but only to confirm Meeting Notes if needed
        *   These recordings are only available to the OIDF Secretary and staff as needed
        *   These recordings are not published
        *   The recordings are deleted after 90 days
     *   WG and CG meetings may be recorded but only to confirm notes if needed
        *   These recordings are only available to the OIDF Secretary and staff as needed
        *   These recordings are not published, and will be deleted after 90 days
     *   Other OIDF-Sponsored Activities including but not limited to workshops, interops, and conferences:
        *   OIDF often records these events and publishes to public platforms such as the OIDF website, YouTube channel and social channels


Notes:

  *   WG and CG co-chairs have been requested to implement this policy immediately
  *   The board and staff acknowledge that AI bots and automated transcription services will evolve quickly and as they improve, the Foundation likely will need to revise this policy.
  *   The board and staff recognize the value of maintaining some recordings of OIDF-Sponsored Activities and note other similar organizations allow access to meeting recordings. Implementing, managing and maintaining recordings will require human and budget resources which will be included in the Foundation's 2026 strategic planning.


Thank you,
Mike



MIKE LESZCZ : OPERATIONS DIRECTOR : OPENID FOUNDATION

mike.leszcz at oidf.org<mailto:mike.leszcz at oidf.org> : +1 803.239.7750
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.openid.net/pipermail/openid-digital-directives/attachments/20251009/0bdbdf21/attachment.htm>