# Offline transcription meeting record and retention worksheet

Proposed operational worksheet. Do not record a real meeting until the responsible owners approve the setting, participant arrangements and applicable obligations. This is not a legal retention schedule.

Meeting type/owner: [value]. Purpose: [value]. Participant notice/agreement procedure: [reference]. Manual alternative: [value]. Recording start/pause/late-arrival owner: [role].

## Compare the same authorised samples

Candidate/build: [value]. Runtime/model hash/language/settings: [values]. Hardware: [value]. Audio fixture and reference transcript IDs: [restricted references]. Dependencies staged: [record]. Outbound-blocked test/evidence: [not run].

| Sample condition | Words/names/omissions | Wrong speaker/owner | Unsupported action/deadline | Review/correction time | Actual result/evidence |
| --- | --- | --- | --- | --- | --- |
| Ordinary speech | Not measured | Not measured | Not measured | Not measured | Not run |
| Relevant accents/technical terms | Not measured | Not measured | Not measured | Not measured | Not run |
| Overlap/noise/silence/missing audio | Not measured | Not measured | Not measured | Not measured | Not run |
| Suggested action later withdrawn | Not measured | Not measured | Not measured | Not measured | Not run |

## Reviewed action record

| Proposed action | Status: agreed/proposed/disputed/unclear | Owner/due date as actually stated | Source timestamps | Reviewer/correction | Approved version |
| --- | --- | --- | --- | --- | --- |
| To review | Unclear until checked | Not stated until verified | To record | To record | Unapproved |

## Locations and lifecycle

| Record/copy | Actual location and audience | Retention trigger/schedule | Hold/extension owner | Deletion method/evidence | Restore handling |
| --- | --- | --- | --- | --- | --- |
| Original audio | To record | To approve | To assign | Not tested | To define |
| Temporary capture/transcription files | To record | To approve | To assign | Not tested | To define |
| Draft transcript/summary | To record | To approve | To assign | Not tested | To define |
| Approved minutes | To record | Approved records schedule | To assign | Not tested | To define |
| Exports/indexes/logs/backups | Inventory separately | State residual retention honestly | To assign | Not tested | Reconcile expiry before reopening |

Chair approves an exact minutes version. Records owner checks holds before deletion. Technical owner tests denied access, outbound traffic, expiry and restore. Retain source recordings only for an approved purpose and period. Automatic task creation is outside this pilot.