How To Leverage Enterprise Meeting Transcription Tools

Leverage Enterprise Meeting Transcription Tools

To enhance productivity and streamline meeting processes, N-Tech is highlighting the tools available for meeting transcription and note-taking: Google Gemini, Read.ai, and Tactiq. These platforms offer robust transcription services that can help you capture and organize meeting content efficiently.

Google Gemini (recommended): An AI tool designed to optimize your Google Meet experience. Gemini offers seamless integration, providing users with meeting summaries, transcripts, and playback options. It enhances collaboration by allowing easy sharing of meeting notes and supports real-time transcription. Gemini can also take notes without providing a transcript.

Read.ai: An AI-powered meeting assistant that integrates seamlessly with Google Meet to enhance your meeting experience. Read.ai provides meeting summaries, transcripts, playback functionality, and highlights. It is not recommended for note-taking unless you have consent to record or create a transcript.

Tactiq: An AI-powered transcription tool that works with Google Meet. Tactiq offers real-time transcription without a bot, easy sharing of meeting notes, and AI summaries as well as supports collaboration with team members. It is not recommended for note-taking unless you have consent to record or create a transcript.

Note: Netflix does not have an enterprise license with other tools (such as Otter.ai, Fireflies.ai, etc.). We strongly recommend that you leverage Gemini, Read.ai, or Tactiq to get the benefits of our negotiated agreements and pricing, N-Tech support, and a more consistent and secure user experience.

Features Comparison Chart 

Review this comprehensive comparison of the features offered by Gemini, Read.ai, and Tactiq to help you make an informed decision based on your specific needs and preferences.

Feature	Google Gemini in Meet	Read.ai	Tactiq
Google Meet Integration	Yes	Yes	Yes
Transcription: Speech to text	Yes	Yes	Yes
Summary: Generated summary of a meeting	Yes	Yes	Yes
Action Items: Generated list of actionable tasks for participants	Yes, “Take Notes” will provide suggested next steps	Yes	Yes
Accessibility: Live captions, translated captions	Yes
Additional Language Support	Supports 8 languages:	Supports 15 languages	Supports over 60 languages
Attendee Sentiment: Participant score, engagement, tone, mic on or off, charisma, bias	Not available	Participant score, engagement, tone, mic on or off, charisma, bias	Not available
Participation: Collects attendee count and participation score	Basic attendee count	Attendee count and participation score	Basic attendee count
Coaching: Clarity, impact, inclusion	Not available	Clarity, impact, inclusion	Not available
Zoom Integration	Not available	Yes	Yes
Media File Transcription: Ability to upload external media to transcribe	Not available	Yes	Not available
File Sharing	Integrated to Google	Email, Slack, and more	Google Docs, Slack
Mobile App	Yes	Yes	No
Email Summarization	Not available	Yes	No
Video Recording	Yes	Yes	No

Access 

Google Gemini#

Supported Enterprise Workspace Domains: netflix.com and netflixcontractors.com with netflixanimation.com coming soon.

Google Gemini is native to the Google Workspace, and all users who have Gemini available have the Gemini meet features.

Tactiq and Read.ai#

Supported Enterprise Workspace Domains: netflix.com, netflixcontractors.com, netflixanimation.com, and netflixpartner.com

Tactiq and Read.ai are not yet single sign on (SSO) enabled. The IT Asset Management (ITAM) team will manually invite users to the Netflix Enterprise Workspaces for each app. 

To request access to either tool, fill out this Google Form. 

Note:  Users who haven’t utilized the products in 91 days will be removed from the enterprise workspace. To regain access, fill out the Google Form again. 

External partners are unable to view this article. Access for netflixpartner.com users can be provided by sending the external partner the link to the Google Form and asking them to submit.

Best Practices 

1. Consider whether or not your meeting is of a sensitive nature. The business should use their best judgment on when to use these tools based on the sensitivity of the information being discussed. If you wouldn’t record your meeting, you may want to think twice about using a transcription tool. Note: Transcripts are created by default when taking notes with Gemini, Tactiq, and Read.io. Gemini, however, enables you to deselect this option when turning on meeting notes. Transcription cannot be turned off when taking notes with Read.ai or Tactiq.
2. Any Netflix user, with any Netflix domain, should initiate the AI tool. We want to be sure Netflix retains control of any confidential information and ensure that information is not used by the AI tool provider for its own purposes. Therefore, if a transcription or note-taking is needed, it should be initiated by a Netflix user. If an attendee initiates the transcript, it’s possible (depending on that attendee’s agreement with the tool provider) that Netflix information could be used by the tool provider for its own purposes. In other words, the only way to ensure that Netflix information is protected is for a Netflix user to initiate the tool. If there’s no Netflix user in the meeting, Netflix should reject the attendee’s request to have the AI tool used. 
3. Ensure that all attendees are aware that an AI tool is being used. While these tools provide in-meeting notices that the AI tool is launched, the Netflix user should confirm all attendees are okay with a transcription. If you intend to use any of the tools Generative AI (GenAI) features (summaries, action items, automated tasks), it’s recommended you flag their usage to the attendees. 
4. Store important meetings within Google Drive. Gemini automatically saves recordings to Google Drive, but deletes transcriptions and meeting notes after 180 days. Read.ai and Tactiq keep transcripts and notes indefinitely. However, we strongly recommend that you delete any transcripts, notes, or records when they are no longer needed—and never keep them for more than 180 days. When you leave Netflix, your Read.ai or Tactiq account is deleted, including all data stored in those tools. If you want to keep transcriptions or meeting notes beyond 180 days or after your account is deleted, save a separate copy in Google Drive.

FAQ 

• How do I choose between Gemini, Read.ai, and Tactiq?

• Consider your specific needs such as language support, integration preferences, and the level of analytics required. Refer to the feature comparison chart for guidance. Generally, we recommend folks use Gemini if it meets their transcription and note-taking needs because it more seamlessly allows us to comply with our legal obligations related to maintaining and deleting data.

• Can I enable Read.ai or Tactiq for Zoom meetings?
  • Google Meet is our preferred tool for meetings at Netflix, but you can add these tools to Zoom.
• Is my data still protected if I’m not on the enterprise plan but using my Netflix account?
  • Yes, the terms for both Read.ai and Tactiq cover any users with a Netflix domain email using these apps. The user doesn’t need to be part of the Netflix workspaces nor be on a paid plan to be protected by the governing terms of our agreements.
• Why do I get an error when trying to set up my calendar with Read.ai?
  • Google Calendar syncing with Read.ai is blocked due to the level of permissions requested by Read.ai. Use Add to Live Meeting or the Read smart scheduler Chrome extensions to add Read.ai to meetings.
• Will we unblock Google Calendar syncing for Read.ai?
  • We don’t currently have plans to allow Google Calendar syncing.
• Why are Read.ai features disabled?
  • We have disabled audio and video recording (impacting the video highlights feature and full meeting recording) to reflect current meeting recording and retention policies from Security and Legal. At launch, we have disabled Affective Metrics pending further review and discovery with internal teams.
• What’s the data retention for these tools?
  • Your transcripts are kept in these tools until you delete them. Data is also deleted by the admin when a user leaves Netflix.
• What should I do if I purchased an individual license and want to join the Netflix enterprise plan?
  • To request access, use the How to Access section on the Google Form. Fill out the form and answer the question “Are you currently expensing an app?” with “yes, I’m expensing Read.ai,” “yes, I’m expensing Tactiq,” or both. 
  • Note: Read.ai is unable to assign multiple workspaces to a single email. Read.ai requires the expense account be deleted before you can be added to the Netflix enterprise account. To delete a Read.ai workspace, follow the steps in How do I cancel my billing plan? 
• Can I use Read.ai's upload feature to generate transcriptions from recordings?
  • Yes, you may use Read.ai's upload feature to generate transcriptions from files. We recommend this feature only be used for transcribing meetings that you were in or have the right to upload. Don’t upload non-meeting audio and video files (for example: preview content, other copyrighted content).
• Why can’t I receive Read.ai’s coaching metrics for a meeting for which I was an attendee?
  • Currently, only the person initiating the meeting will receive coaching metrics. This limitation is due to our block of Google Calendar sync, as Read.ai requires a calendar invitation to match the coaching metrics to a specific meeting attendee. Read.ai is investigating ways to display this data for meetings that are launched in other ways besides a calendar invite.
• What is the difference between Tactiq’s free version and the enterprise team? 
  • Reference the Tactiq article Understanding Tactiq Plans and Pricing and review the feature comparison of different plans. 
• Do I still have to follow the GenAI guidelines when using Gemini, Read.ai, or Tactiq?
  • Yes, but it is easier to follow the guidelines for these tools because they meet our Netflix minimum standards of data privacy and security. Gemini is a particularly low-risk choice. Because Gemini is an extension of the Google Workspace we already use, it can be used on the company’s confidential and personal information that is already in places like Google Drive, Docs, Sheets, Gmail, etc. More details about Special Categories of Information can be referenced here:

Use of Special Categories of Information with Gemini for Workspace, Read.ai, and Tactiq

Special Categories	Concerns	General GenAI Guidance	Can I use AI transcription tools  for this?
Material nonpublic company financial and strategic information	Material nonpublic information refers to corporate news, plans, and other information that has not yet been made public and which could also have an impact on the share price.	Our enterprise-licensed tools and models meet our Netflix minimum standards of data privacy and security and have restrictions against training their generally accessible models on our data. Consult with #ai-legal for further information.	Yes, and you do not need to consult with #ai-legal.
Talent deals	BLA (Business and Legal Affairs) has expressed a desire to understand projects that require the ingestion of talent deal data on the basis that this information is highly sensitive to Netflix.	Consult with your BLA lead for further guidance.	With Gemini, you do not need to consult with your BLA lead for guidance because this information is already in Google Workspace.
Sensitive personal information (Core PI and Restricted PI) such as: names, email addresses, phone numbers, usernames, and passwords; credit card and bank account numbers, payment credentials and related billing information, and similar financial data; member watch history; racial or ethnic origin; political, philosophical, or religious beliefs; physical or mental health, genetic makeup, or addictions; gender identity, sexual orientation, sexual life;  the commission of criminal offenses or proceedings and associated penalties or fines;  Social Security Number, tax ID, or national identification number; precise geolocation (less than 1,750 feet); biometric information; citizenship or immigration status; and PI about minors (younger than 18 years old).	Generally, this information has specific legal handling requirements under applicable laws. Reference Personal Information Handling Guidelines for more context.	Discuss with #ai-legal who can help determine escalation to our privacy team. Our enterprise-licensed tools and models meet our Netflix minimum standards of data privacy and security and have restrictions against training their generally accessible models on our data. Consult with #ai-legal for further information.	These tools meet our Netflix minimum standards of data privacy and security and have restrictions against training models on our data. For personal information that we already store in Google Workspace, you can use Gemini for Google Workspace with that information.  However, you must continue to follow InfoSec Guidance on Sensitive File Storage in Drive. Do not transfer data to Google Workspace for use with Gemini if it is already restricted from storage in Google Drive.   In particular, Netflix member personal information should be stored only to Netflix paved road systems and data stores (reference go/pavedroad). Consult with #ai-legal for further information.
Key algorithms like server-side encoding and streaming algorithms, in-app DRM (digital rights management) content protection, and in-app MGK (model group keys) assertions in mobile clients	Core trade secrets	Our enterprise-licensed tools and models meet our Netflix minimum standards of data privacy and security and have restrictions against training their generally accessible models on our data. Consult with #ai-legal for further information.	These tools meet our Netflix minimum standards of data privacy and security and have restrictions against training models on our data. Consult with #ai-legal for further information.
Third party-owned data which we do not have the rights to utilize in other third parties’ models (for example, advertiser-owned user targeting data)	May be subject to contractual use restrictions.	Discuss with #ai-legal who can help determine further legal consultation paths.	These tools meet our Netflix minimum standards of data privacy and security and have restrictions against training models on our data. Consult with #ai-legal for further information.