The Rise of AI Notetakers: How Enterprises Stay Secure

AI notetakers are quickly becoming a staple in the modern workplace. Whether it’s capturing action items in a project meeting or transcribing a cross-functional sync, tools like Otter, Fireflies, and others are helping teams save time and improve collaboration.

But as adoption accelerates, so does a new challenge: shadow IT.

The Hidden Risk of Unmanaged AI Tools

In many organizations, employees are signing up for AI notetakers on their own, connecting them to Zoom, Google Meet, or Microsoft Teams without any IT oversight. While the intent is good (make meetings more productive), the outcome can be risky.

Unapproved tools often:

• Operate outside of enterprise security and compliance policies
• Capture sensitive meeting data without proper controls
• Create fragmented silos of knowledge across teams
  

In short, what starts as a productivity boost can quickly become a data governance nightmare.

Why Choosing an Enterprise-Ready AI Notetaker Matters

To address this challenge, leading organizations are shifting from ad-hoc adoption to a standardized, secure platform for meeting intelligence. That’s where Otter stands apart.

Unlike consumer-grade AI notetakers, Otter is built with the enterprise in mind, giving organizations visibility, control, and compliance at scale.

Here are three key features designed to help enterprises stay in control:

1. Domain capture: Bring every user under one roof

Otter’s Domain Capture ensures that anyone who signs up using your corporate email domain (e.g., @yourcompany.com) is automatically added to your organization’s workspace. This allows IT and admins to easily identify and manage all users without rogue accounts operating in silos.

2. Single Sign-On (SSO): Secure, seamless access

With support for leading identity providers like Okta, Azure AD, and Google Workspace, Otter’s SSO integration ensures that only authenticated employees can access your organization’s workspace. It simplifies onboarding, automates offboarding, and strengthens access control all while improving user experience.

3. SuperAdmin Controls: Visibility and governance

SuperAdmin gives your IT team full visibility into usage and data access across the organization. From managing permissions and recordings to auditing activity, you have the governance tools needed to meet your compliance standards and maintain trust.

Staying Ahead of the Curve

AI notetakers aren’t going away.In fact, they’re becoming a core part of how teams capture and share knowledge. The question isn’t if your teams will use them, but which one they’ll use.

By proactively standardizing on a secure, enterprise-grade solution like Otter, organizations can empower employees to leverage AI productively without compromising control, compliance, or data security.

The rise of AI notetakers isn’t just inevitable, it’s here. And though the rise of responsible adoption is optional, the best IT leaders are choosing both. Get started with Otter today.