Fighting shadow AI with Zoom: AI governance that works for your company

Artificial intelligence, more specifically AI assistants, such as Zoom AI Companion, can enhance productivity and efficiency in the workplace. Security-conscious customers, however, exercise caution with their data and implement additional governance measures when utilizing AI technologies. Understandably, these discerning clients seek clarity regarding the storage and processing locations of their data, as well as information about the subprocessors involved.

In fact, in a recent survey by NTT Data where they asked C-suite decision makers about AI, 89% said, "[they] are very concerned about the potential security risks associated with GenAI deployments, but say the promise and ROI of GenAI outweigh the risk."

Simultaneously, companies must take a proactive approach, or their employees may feel the need to adopt unapproved AI tools, a practice commonly referred to as “shadow AI”. According to a study conducted by BitKom, Germany's largest digital association, employees in approximately one-third (34 percent) of companies in Germany are already utilizing generative artificial intelligence, even in the absence of an official policy. This underscores the importance of establishing a plan for the use of generative AI. Without such a plan, there is a significant risk of shadow AI usage.

That research is echoed by our own findings. In our recent webinar, "Security and data protection when using AI" (click link for on-demand access), we asked our live audience if AI-powered assistants are already being used in their business environment. A whopping 43 percent said "Yes" - but without having an official solution backed by the company. This anecdotal survey underscores a clear picture of the realities for many businesses today. 

Those responsible for technology and data protection face the complex challenge of balancing benefits against potential compliance implications. Moreover, the chosen solutions should keep pace with advancements and not lag behind products available on the open market; otherwise, users may want to reach for tools outside of approved applications. 

But what AI features are employees actually using? The technology has evolved, from supporting developers and trawling through huge data sets to virtual agents helping non-developers with common workplace tasks, such as:

• Meeting summaries and transcriptions – Reducing note-taking burden and improving meeting efficiency.
• Email drafting and editing – Speeding up communication and improving clarity.
• Automated responses and chat assistants – Helping with quick decision-making and information retrieval.
• Presentation and report generation – Summarizing data and key points effortlessly.

The integration of generative AI in the workplace has seen a significant surge, particularly in enhancing meeting efficiency through automated note-taking and summarization. Recent data indicates that 65% of organizations are now regularly utilizing generative AI across various business functions, nearly doubling from the previous year, as a study by McKinsey shows. 

One of the most widely used AI features in the workplace is meeting summaries. Instead of manually sifting through notes, employees rely on AI-generated summaries to capture key takeaways and action items.

According to a 2023 Gartner report, AI-powered meeting assistants are among the top five AI tools adopted by organizations. A separate study by Asana’s Work Innovation Lab found that 68% of workers who have access to AI meeting summaries actively use them, proving their widespread appeal. 

Zoom AI Companion is designed to improve meeting productivity by offering:

• Automated meeting summaries – AI captures and compiles key discussion points.
• Smart transcription – Accurate, real-time transcriptions help keep track of details.
• Context-aware summaries – Tailored insights that adapt to the conversation.
• Seamless image generation - Custom virtual backgrounds in Zoom Meetings or teaser images to upgrade your Zoom Event

These features not only save time but can also help reduce employees' cognitive load, allowing them to focus on discussions instead of note-taking.

While AI tools like Zoom AI Companion enhance workplace efficiency, companies need tailored controls over how AI capabilities are deployed to meet their unique governance requirements. 

That’s why Zoom provides granular control settings, ensuring organizations can regulate AI access based on:

• Account administrator controls: Administrators may enable or disable features for their entire account within the account settings page in the Admin Portal. For some features that are managed outside of the AI Companion tab, links are provided to the relevant settings.
• Group controls: Account owners and admins can control which groups receive certain AI Companion features. Select features may be enabled or disabled, and the ability to turn features on or off may be locked. Users belonging to the group will have their feature access dictated by account administrator selections. If enabled by the account administrator at the group level, users may enable or disable features for themselves at the individual user level. Note: Group-level controls are available for Zoom Meetings, Team Chat, Whiteboard, Mail and Calendar, and Zoom AI Companion panel features.
• User and in-meeting controls: For features with user-level controls, Zoom provides users with control and visibility into their AI Companion features’ settings. Users may see if their administrators have enabled or disabled AI Companion features. If allowed by the account administrator for features with user-level controls, users can enable or disable AI Companion features for their own use. If the administrator has locked the setting at the account or group level, the user cannot change the setting. Note: User-level controls are available for Zoom Meetings, Whiteboard, and AI Companion panel features.
• Site level settings (Zoom Phone only): Account owners and administrators can manage which sites have access to AI Companion features for Zoom Phone. Zoom Phone features may be enabled or disabled, and the ability to turn features on or off may be locked within the Policy section of the site. 
• Data retention controls: For many AI Companion features, organizations can define how long and where generated data is stored and processed, supporting compliance with organizational requirements.

Zoom’s AI governance tools allow IT and compliance teams to: 

• Set policies at a company-wide, group, or individual level 
• Restrict AI features to select departments or roles 
• Define data-sharing and storage preferences to meet security needs 
• Monitor and audit AI usage with built-in admin dashboard

For more details on how Zoom enables businesses to manage AI governance, visit: 

• Zoom AI Companion Admin Controls 
• Zoom AI Companion Security and Privacy
• Managing AI Features in Zoom 

By giving companies this level of control, Zoom ensures that businesses can confidently leverage AI without compromising security or regulatory compliance. 

Shadow AI isn’t just a trend — it’s a real risk for businesses that don’t provide approved AI tools for employees. By implementing Zoom AI Companion, companies can offer secure, controlled, and efficient AI-powered solutions while maintaining compliance. 

With customizable AI governance, robust security, and industry-leading AI features, Zoom allows you to remain in control — without stifling innovation. This way, companies can help reduce unsanctioned AI usage and take a strong step toward implementing AI features according to company rules and best practices.