The following is the text of NALP Policy Memorandum 116 adopted by the Board of Directors on July 18, 2025.

As the professional association for legal career professionals, NALP is committed to open and candid dialogue, within antitrust limits, in all its meetings. Meetings serve as an important platform for the exchange of ideas and foster collaboration and innovation among members. To uphold trust among members, ensure confidentiality, and support thoughtful engagement, the use of artificial intelligence (AI)-powered notetaking tools (e.g., Otter.ai, Fireflies.ai, Zoom AI Companion, Microsoft Copilot) is not permitted during any NALP meeting.

1. Scope

This policy applies to all NALP meetings, including Board of Directors, Committee, Section, Work Group, Affinity Group, Interest Groups, Advisory Groups, and Task Force meetings, as well as virtual programs and events. It covers all types of AI notetaking tools, including but not limited to transcription software, voice recognition applications, and automated meeting assistants. This prohibition applies regardless of whether the meeting is recorded or attended live and applies to all participants, including NALP members, staff, and external speakers. This policy is not intended to prohibit the use of assistive technology for the deaf and hard of hearing.

2. Rationale

AI notetaking tools introduce risks related to confidentiality, data privacy, and the unintended capture or misuse of sensitive information. These tools often store or process data on third-party servers and may retain, analyze, or use content for purposes beyond NALP’s control. Prohibiting their use reinforces NALP’s commitment to safeguarding member discussions, promoting open participation, and maintaining a trusted professional environment.

3. Exceptions

In certain circumstances, the use of AI notetaking tools may be permitted with prior approval from a member of the Board of Directors or senior NALP staff member. Such exceptions will be evaluated on a case-by-case basis, considering factors such as the nature of the meeting, the sensitivity of the information discussed, accessibility related issues, and the potential benefits of using AI tools.

4. Questions

For questions about this policy or its implementation, please contact NALP’s Executive Director or President.