SBA · SBA-1 · record R3163

Meeting Minutes Summary Tool

Small Business Administration · OFO: Office of Field Operations

Overview

Development stage: In development or acquisitionSource: a) Pre-deployment – The use case is in a development or acquisition status.
High-impact designation: Not high-impactSource: c) Not high-impact
Impact justification: Not high impact: This AI system does not meet the criteria of any of the six pillars that make up High Impact AI in Memorandum M-25-21.
Start date: 2026-01-01 (day precision)Source: 01/01/2026 00:00:00
Withheld from public reporting: NoSource: a) No

Mission

Topic area: Service Delivery
Operational functions: No function tag matched Derived by keyword rules; see methodology

Problem the AI is intended to solve

Manually creating meeting minutes and summaries is time-consuming and may result in inconsistent documentation of key discussion points and action items.

Expected benefits

Automated meeting summaries save staff time, ensure consistent documentation, and allow participants to focus on discussion rather than note-taking. Improves knowledge retention and follow-up on action items.

System outputs

Today we hosted a Teams meeting with partners and stakeholders and one of them added Read Assistant to the meeting. We did receive an email after the fact providing the meeting summary if we had a Read Assistant account.

Technology

AI classification: Generative AISource: Generative AI: AI that generates new or synthetic content (e.g., images, videos, audio, text, code).
System name(s): MS-Teams
Custom-developed code: No
Public source code: Not applicable - No custom code

Sourcing

How it was built: Purchased from vendorSource: a) Purchased from a vendor
Vendor (as reported): Microsoft
Vendors (standardized): Microsoft

A vendor is the supplier named by the agency. It does not identify the underlying model or AI technology.

Data and privacy

Involves PII: Yes
Privacy Impact Assessment: Not publicly available
Authorization to Operate: Yes
Demographic features: Not applicable - System does not involve individual-level decision-making
Training and evaluation data: Commercial vendor-managed training data. Specific training data sources are proprietary to the vendor.
Federal Data Catalog: not sure

Governance

8 of 8 minimum-practice questions answered. A blank answer means the agency reported nothing; it does not mean the practice is absent.

Pre-deployment testingReported in progressSource: b) In-progress

AI impact assessmentReported in progressSource: b) In-progress

Independent reviewReported in progressSource: d) In-progress

Ongoing monitoringReported in progressSource: b) Development of monitoring protocols is in-progress

Operator trainingReported in progressSource: b) Establishment of sufficient and periodic training is in-progress

Fail-safeNot applicableSource: b) Not applicable

Appeal processNot applicableSource: b) Not applicable

User and public consultationReported in progressSource: Planning includes direct usability testing during pilot phase, establishment of feedback mechanisms, and consultation with end users and stakeholders throughout development.Flag: free-text answer

Potential impacts and how they were identified

Potential impacts include consistency of information provided to stakeholders. Impacts identified through user testing and accuracy reviews. Mitigation includes human oversight and feedback mechanisms.