Learn about AI note taking tools
Created: April 13, 2026 at 4:31 PM | Updated: June 9, 2026 | By NZ Navigator Trust
AI (artificial intelligence) can be a great tool when it comes to note taking - capturing, digesting and preparing meeting notes; summarising workshops and articles and more.
Developed by Infoxchange Digital Transformation, the guide covers:
- which tool is best for you?
- Microsoft Copilot / Teams
- Google Gemini and Google Meet
- Zoom AI Companion
- specialised third party note taking applications.
- privacy and security - a list of questions you should ask before signing up to a note taking application. For example:
- is the platform using our data to train its own language model?
- where is our data stored?
- how secure is our data?
- do we want this meeting recorded?
- what are the default settings of the app?
- are the AI note takers always listening?
- etiquette and other considerations
- consent from every participant (who will have contact information accessed as part of the note taking process)
- make sure all notes are reviewed by a human and checked for accuracy before being shared
Tip: Rather than using AI note taking, you'll find public event facilitators avoid consent requirement complications by removing note taking apps from sessions and instead providing a copy of the recording to protect the personal information of the participants and provide accurate webinar content.
Key message: "It is important to consider and understand not just how your data is stored, used and shared, but also what you’re truly signing up for when using third-party apps.
Before using any tools, it’s important to do thorough research, and consult with your IT support before potentially opening up your data to unknown sources."
- Infoxchange Digital Transformation
