Meeting Intelligence for Regulated Industries
Dual Microsoft Purview architectures enabling AI meeting intelligence while meeting pharmaceutical, financial services, and GDPR compliance requirements.
Key Metrics
The Regulatory Challenge
Integrating AI tools like Microsoft Copilot creates a dilemma for regulated organizations. Standard Copilot transcript retention conflicts with strict regulatory requirements.
Standard Microsoft 365 Copilot retains meeting transcripts for 60 days, creating regulatory conflicts
Pharmaceutical companies require zero retention of sensitive drug development data
Financial services firms need GDPR compliance with strict data retention windows
No audit trail of policy enforcement to demonstrate compliance during regulatory audits
Risk of severe penalties including fines and license revocation for non-compliance
Two Compliance Approaches
We implemented dual Microsoft Purview architectures, allowing organizations to select the appropriate approach based on meeting sensitivity.
Zero Storage Architecture
Strictest Compliance Interpretation
Key Features
- Copilot active only during meetings with temporary RAM processing
- Zero persistent transcript storage (never leaves memory)
- Real-time intelligence without post-meeting data retention
- Manual export workflows for meeting insights
- Eliminates all eDiscovery concerns
- No Intelligent Recap capability
Compliance Configuration
- Teams meeting policy: Copilot-only mode
- No transcript retention policies required
- Comprehensive audit logs track usage without content
- Sensitivity labels block inappropriate meetings
- Information barriers enforced
Best For
- Highest sensitivity meetings (board, M&A, clinical trials)
- Organizations with strictest regulatory interpretation
- Scenarios prioritizing absolute zero storage
Short Retention Architecture
Balanced Compliance with AI Intelligence
Key Features
- Full real-time and post-meeting Copilot intelligence
- Temporary OneDrive storage for transcript processing
- Complete Intelligent Recap with AI summaries
- Automated 48-hour transcript deletion via Purview
- 7-year retention for AI summaries in SharePoint
- Searchable meeting insights preserved
Compliance Configuration
- Custom 48-hour Purview deletion label for transcripts
- Automatic deletion without manual review
- 7-year retention policy for AI summaries
- Preservation locks prevent policy tampering
- Robust audit logging and monthly compliance reports
- eDiscovery enabled for summaries only
Best For
- Organizations allowing brief retention windows
- Standard operational and project meetings
- Maximizing Copilot intelligence and productivity
Outcomes & Impact
100% Compliance Achievement
Both architectures meet pharmaceutical, financial services, and GDPR regulatory requirements
87% Productivity Improvement
Short-retention users gained significant efficiency through automated summaries
70 Weekly Hours Saved
Combined time savings across note-taking and meeting review activities
450+ Employee Adoption
Widespread adoption across both high-sensitivity and standard meeting types
100% Transcript Deletion
Automated Purview policies ensure perfect compliance with deletion schedules
Flexible Sensitivity Selection
Organizations choose approach based on meeting classification and requirements
45-Day Implementation Timeline
Discovery & Planning
- Compliance requirements workshops
- Meeting type analysis and classification
- Approach decision framework development
- Security and policy design
Setup & Testing
- Configure Copilot-only mode for zero storage
- Build Purview retention labels for 48-hour deletion
- IT team workflow testing and validation
- Verify automated transcript deletion
Pilot Deployment
- 50-user pilot testing both approaches
- Zero-storage for Board and M&A meetings
- Short-retention for operational meetings
- User feedback and compliance validation
Full Rollout
- Organization-wide deployment with decision matrix
- User training on approach selection
- Final compliance validation and audit preparation
- Documentation and runbooks
Applicable Industries
This dual-architecture approach applies to any regulated industry requiring data retention controls:
Pharmaceutical
Zero retention for drug development data, FDA/EMA compliance, GxP requirements
Financial Services
GDPR compliance, brief retention windows, audit trail requirements
Healthcare
HIPAA compliance, PHI protection, clinical trial confidentiality
Legal Services
Attorney-client privilege, litigation hold conflicts, zero retention
Manufacturing
Trade secret protection, M&A confidentiality, IP protection
Client Perspective
“The dual-approach strategy solved an impossible problem. We can now use AI meeting intelligence for operational efficiency while maintaining absolute zero storage for our most sensitive regulatory discussions. The 100% compliance achievement with full audit trails gave us the confidence to deploy across the organization.”
— Global Regulated Enterprise
Ready to Enable AI Meeting Intelligence with Compliance Controls?
Start with a 2-week assessment to determine the right approach for your regulatory requirements.