Buyer template · Policy checklist · Updated 2026-07-01
Meeting Notes AI Policy Checklist
A policy checklist for rolling out AI meeting notes and transcription without recording the wrong meetings or exposing sensitive context.
When to use it: Use this before turning on AI meeting notes or transcription for a team, not after.
Consent and recording rules
- Confirm recording/transcription consent rules for your region and customer contracts.
- Decide which meeting types are approved (internal standups) versus never approved (legal, HR, performance, customer contract negotiations).
- Require a visible recording indicator and a way for any participant to opt out.
Data handling
- Confirm where transcripts and recordings are stored and who can access them.
- Set a retention window and a deletion process for transcripts.
- Decide whether transcripts can be shared outside the original meeting attendees.
Rollout
- Pilot with one internal, low-sensitivity meeting type first.
- Write a one-page policy: what is approved, what is not, and who to ask.
- Review the policy after the first month and after any vendor or plan change.
Related workflows
- AI Tools for Meeting Notes
A meeting-notes stack for teams that need better follow-up without turning every meeting into an unmanaged transcript archive.
Related comparisons
- Granola vs Fireflies
A practical comparison for teams choosing between a lightweight AI meeting notepad and a meeting recorder/transcription platform.
- Fathom vs Granola
A practical comparison for teams choosing between a fuller AI meeting recorder/notetaker and a lighter meeting notepad workflow.
Not sure which stack fits first?
Take the stack quiz for a recommended starting point.
The deterministic quiz returns a recommended stack, avoid-for-now guidance, and a rollout note you can carry into this checklist.