In an era of rapid technological advancement, artificial intelligence has become an integral part of the professional landscape. The tools listed in this guide reflect our collective expertise and careful evaluation of AI technologies derived from extensive research, practical experience, and a commitment to responsible innovation.

 

 

🟢 Approved Tools (Green Zone)

Tool	Pros	Cons
ChatGPT (Free)	• Easy for experimentation • Access to GPT-4o mini • Real-time web search capabilities	• Limited access to GPT-4o and reasoning models • Limited file uploads, data analysis, image generation, and voice mode • May experience higher wait times during peak usage
ChatGPT Plus & Paid Plans	• Higher usage limits • Access to advanced reasoning models • Advanced voice mode, video, screen sharing, file analysis, and image generation	• Monthly subscription required • Limited customization compared to enterprise AI platforms
Microsoft Bing (Copilot)	• Current web-based information • Voice interaction • Image upload support	• Microsoft account required for many features • Some capabilities require Microsoft 365
Google Gemini	• Available through Google Workspace for Nonprofits • Understands text, images, and audio • Helpful for writing, planning, learning, and image generation	• Limited advanced coding and analytics • Token limits for large documents
Google Gemini Advanced	• Advanced AI models • Multi-page report generation • Create custom AI experts (Gems)	• Starts at $19.99/month • Learning curve • Some features limited by language or region
Zoom AI Companion	• Built directly into Zoom • Live transcription • Meeting summaries and action items	• Requires a qualifying Zoom plan • Features vary by license
Chatbot AI	• Customizable chatbot personality • 24/7 automated support • Included with select Chatbot plans	• Limited predefined responses • Limited integrations
Google NotebookLM	• Easy to use • Cloud-based access • Creates summaries, study guides, and research assistance	• Internet connection required • Best suited for uploaded documents

 

🟡 Proceed with Caution Tools (Yellow Zone)

Microsoft Co-Pilot

Microsoft’s Co-Pilot AI integration across Office applications presents serious confidentiality risks, particularly for lawyers and professionals handling sensitive client information. Key concerns include:

• No option to fully disable Co-Pilot in applications like OneNote and Excel.
• Risk of unintentional cross-contamination of confidential client data.
• Potential violations of professional ethical standards related to client confidentiality.
• Lack of clarity on Microsoft’s safeguards against inappropriate data sharing.

The American Bar Association (ABA) has already expressed concerns about generative AI compromising professional ethics. Legal experts are calling for stronger safeguards and clearer communication from Microsoft on how sensitive information will be protected.

Recommendation: Exercise extreme caution when using Co-Pilot in professional settings involving confidential client documents.

 

Fathom AI Notetaker

Following our initial suspension on June 9, 2025, SCORE HQ has revisited Fathom AI Notetaker. After additional evaluation, we’ve determined that Fathom can be used within SCORE activities under controlled conditions.

✅ What’s Changed

• Improved evaluation: Fathom has demonstrated stronger alignment with our system requirements and now integrates more reliably into workflows.

• Acceptable use case: When used properly, it can support note-taking and meeting transcription needs without major disruption.

Recommendation: While Fathom is now in the Proceed with Caution category, all AI Notetakers (including Fathom) come with the same critical limitation:
➡️ Do not record, share, or train AI systems on personal, confidential, or client-sensitive information.

This means:

• Do not allow Fathom to capture private client details, financial records, or sensitive SCORE information.

• Keep usage limited to general meeting discussions where no confidential data is exposed.

• Be aware that content is still processed through third-party systems — use discretion and caution.

 

🔴 Suspended/Restricted Tools (Red Zone)

DeepSeek

Due to serious security, privacy, and national security risks, the SCORE organization will not endorse or permit using DeepSeek AI. Multiple states, including Virginia, New York, and Texas, have banned the app from government devices due to its ties to ByteDance, unencrypted data transmission, and weak security measures.

While we do not support the use of DeepSeek, individuals who choose to use it does so at their own risk and must adhere to our  SCORE Generative Artificial Intelligence (AI) Ethical Use Policy at https://help.score.org/hc/en-us/articles/35080703728915-SCORE-Generative-Artificial-Intelligence-AI-Ethical-Use-Policy

More details can be found at DeekSeek Usage in SCORE

Fireflies.ai

• As of September 24, 2024, SCORE HQ will suspend using Fireflies.ai due to several significant concerns:
  1. Privacy issues: The app raises substantial privacy concerns, particularly given its automatic integration into users' accounts.
  2. Lack of user control: There is no straightforward way for users to modify the app's settings, limiting their ability to manage their privacy and preferences.
  3. Non-consensual installation: The Google Calendar app may integrate the Fireflies.ai app into users' accounts through an automated process. This integration can occur without explicit user consent or notification. Users might also unintentionally add the app without fully comprehending its data usage implications. This automated addition raises questions about user awareness and control over third-party app integrations.
  4. Difficulty in removal: Once installed, the app is challenging to remove from user accounts. This persistence exacerbates privacy and control issues, as users cannot easily opt out if they are uncomfortable with the app's presence or functionality.
• These factors collectively present a significant risk to user privacy and autonomy. By blocking the Fireflies.ai app, SCORE aims to protect its users from potential privacy breaches and ensure they maintain control over the tools and features integrated into their Google Calendar accounts.
• As a reminder, always use your SCORE (SVO) email whenever conducting SCORE business.

Otter.ai

• As of July 19, 2023 SCORE HQ has suspended the use of Otter.ai and disconnected it from SCORE Zoom accounts. This was done primarily due to data privacy concerns, and the spread of the application to other users within meetings who did not consent to recordings. 

 

📊 Evaluating AI Tool

 

 

 

 

 

 

SCORE volunteers should not share client data with third-party vendors for all resources and tools unless the client has opted in or provided written consent. If a mentor gets written consent from a client and uploads that consent to the client profile on Engage, they can use the tool accordingly. 

 

Relevant Resources:

• AI at SCORE - View this Lifelong Learning session; held on October 26, 2023 at 12pm ET
• Best Practice Guide for Recording Meetings
• Our AI Community of Practice (AI CoP) provides a forum for collaboration and exchange of ideas, resources, and assistance to all practitioners: volunteers, mentors, software engineers, AI application users, and anyone else at SCORE. Want to join AI CoP?  Send blank email to [email protected] to be automatically added to the AI CoP membership list or join us via Engage/Support Center/Communities portal.