AI Adoption
Secure AI Meeting Transcripts and Recordings
Use practical controls to protect AI-generated meeting transcripts, summaries, and recordings from oversharing and retention risk.
Define when recording is allowed
Not all meetings should be recorded or transcribed.
Create clear categories for allowed, restricted, and prohibited sessions.
Action checklist
- Classify meeting types by sensitivity.
- Disable auto-recording for sensitive categories.
- Require host confirmation before recording starts.
Restrict transcript access
Default access can expose notes to unintended audiences.
Apply least-privilege access and remove broad sharing defaults.
Action checklist
- Limit transcript access to meeting participants by default.
- Require explicit approval for external sharing.
- Review inherited permissions in shared folders.
Set retention and deletion rules
Unlimited transcript retention increases legal and privacy exposure.
Use retention windows based on business need and compliance constraints.
Action checklist
- Define retention periods by meeting type.
- Automate deletion for expired records.
- Document legal-hold exceptions.
Train teams on safe AI note usage
Policy works only when teams understand practical boundaries.
Train staff on redaction, sharing, and escalation for sensitive notes.
Action checklist
- Provide examples of prohibited transcript sharing.
- Require redaction for sensitive fields.
- Review policy compliance monthly.