Executive Office AI Transcript Approval

executive office AI transcript approval

Control AI meeting transcripts with clear consent, named review, correction, distribution, retention, and deletion steps.

Decide whether transcription is appropriate

Identify the meeting owner, purpose, participants, information class, and approved recording tools before enabling transcription. Confirm the applicable consent and notice process with legal, privacy, or policy owners. A useful summary does not justify capturing a conversation that should not be recorded.

Set the participant notice

Tell participants what is captured, which tool processes it, who can receive the output, and how questions or objections are handled. Provide the notice before recording begins. Do not describe a tool as private, confidential, or temporary unless the approved configuration and policy support that statement.

Limit source access

Invite the transcription service only through an approved account and verify meeting permissions. Prevent the bot, recording, or transcript from inheriting broad recurring access. Sensitive breakouts and off-record portions need an explicit pause and a check that capture actually stopped.

Review before treating text as a record

Assign a knowledgeable human to compare names, decisions, dates, figures, and action owners with the meeting evidence. Mark uncertain language instead of guessing. The executive or decision owner should approve material commitments before the transcript or summary enters a system of record.

Distribute the minimum useful output

Send approved notes to the smallest authorized audience through the governed repository. Separate action items from raw conversational text when the full transcript is not needed. Remove public links, inherited guest permissions, and duplicate exports after distribution.

Close retention deliberately

Apply the approved retention rule to audio, video, raw transcript, prompts, summaries, and correction history. Confirm deletion from user workspaces and connected tools when required. Review errors and objections to improve templates, vocabulary, notices, and meeting selection.

Audit connected transcript settings

Periodically compare approved meeting types with the transcription tool's actual account, storage, sharing, model training, and integration settings. Look for personal accounts, recurring bots, public links, and outputs copied into unrelated systems. Give each mismatch to the tool, privacy, records, or meeting owner who can correct it.

Include deleted meetings, withdrawn consent, corrected speaker names, and restricted sessions in the sample so the audit tests difficult cases rather than only routine notes.

Common questions

Can an AI transcript be the official minutes?

Only when the governing process permits it and the authorized reviewer approves the final record.

Who corrects speaker attribution?

Assign a reviewer who knows the participants and can verify the source recording or meeting evidence.

Should raw transcripts be emailed?

Use the approved repository and access controls instead of uncontrolled attachments.

Source and service boundaries

For controlled meeting records, see our meeting support service and meeting notes quality guide. Contact the editorial team with workflow questions. Framework source: NIST AI Risk Management Framework.