Meeting Data Retention and Client Offboarding (Handoff)

Meeting Data Retention and Client Offboarding (Handoff)

1. 01

   Freeze the meeting archive at the contract end date and stop all auto-join bots

   Disable calendar-linked recording rules for every client domain, then export the full transcript set before any seat is deprovisioned. A revoked seat can orphan recordings that were never downloaded.

2. 02

   Classify each transcript by sensitivity tier before export

   Tag recordings that contain pricing, legal strategy, or named third parties as restricted, and route those to the account lead for a manual read before they move anywhere.

3. 03

   Produce a client-facing deliverable index rather than a raw dump

   A folder of 200 unlabeled transcripts is not a handoff. Build a one-page index mapping each meeting date to its outcome, owner, and open action item, then attach the source files behind it.

4. 04

   Confirm the client's preferred retention window in writing

   Some clients want everything purged in 30 days; regulated accounts may require a seven-year hold. Get the instruction by email so the deletion or preservation decision is documented.

5. 05

   Purge local copies from personal drives and shared team folders

   The tool's cloud archive is only half the exposure. Check downloads folders, Slack threads, and any Notion or Drive pages where a summary was pasted during the engagement.

6. 06

   Log the deletion or transfer in the agency's own compliance record

   Record what was deleted, what was transferred, who approved it, and the date. This log is the artifact you produce if a client later disputes how their conversation data was handled.

7. 07

   Brief the incoming owner or client team on transcript conventions

   If the client is taking the archive in-house, walk them through speaker-labeling quirks and any custom vocabulary the assistant misheard, so they do not inherit a searchable archive full of wrong names.