Recording Retention Policy

Meeting Insights allows you to define retention policies (periods) for users (i.e., User Profile) for meeting recordings. Once a meeting recording exceeds a retention period, Meeting Insights deletes the relevant data.

You can define a global retention period as well as retention periods for the following specific (exceptions) data:

■ Media (audio and video) of meeting recordings
■ Transcription of meeting recordings
■ AI-generated insights of meeting recordings (Summary, Meeting Prep, Outline, Action Items, Questions & Answers, and Issues & Solutions)

For the media and transcription retention periods, you can define zero (0) periods, where Meeting Insights deletes them immediately (i.e., not available).

● Meeting recordings inherit the retention period defined by the User Profile that's associated with the meeting's owner/organizer.
● When you change the retention period, it applies to all meeting recordings — both past and future — owned by the users associated with the User Profile. Retention settings take effect immediately and may result in the permanent deletion of meeting data according to the new retention policy. If the modified retention period is shorter, existing meeting recordings that exceed this limit are deleted immediately.
● If you re-assign a user to a different User Profile, all the user's existing meeting recordings adopt the retention policy of the new User Profile. Any meeting recordings that now exceed the retention period of the new User Profile are deleted immediately.
● If media recording is zero-day retention period, users can only import third-party audio files (wav. or aac. format); not video files.
➢ To define retention period:
1. In the Admin Settings menu pane, expand User Settings, and then click User Profiles; the User Profile page appears.
2. Select a User Profile; the Edit User Profile page appears.
3. To configure a global (media, transcription, and AI-generated insight) retention period for meeting recordings: 

Under the Recording group, from the 'Meeting Retention Period' drop-down list, select a global retention period:

● 90 Days
● 180 Days
● 1 Year - Default
● 2 Years (730 days)
● 3 Years (1,095 days)
● Custom, and then enter a specific number of days.

4. To define specific retention periods for media, transcription, or AI-generated insights, which override the global setting (in Step 3):
a. Click Exception to expand its contents:

b. To specify a retention period for meeting recordings (audio and video), select the 'Meeting Recording' check box, and then from the 'Retention Period' drop-down list, select a retention period.
c. To specify a retention period for the transcription of meeting recordings, select the 'Transcription' check box, and then from the 'Retention Period' drop-down list, select a retention period.
d. To specify a retention period for AI-generated insights, select the 'AI Insights' check box, and then from the 'Retention Period' drop-down list, select a retention period.

For retention-exception periods:

● Exception periods only affect meeting recordings created after June 9, 2025.
● Zero-day retention period is supported only for 'Meeting Recording' and 'Transcription'.
● If you define exception retention periods, the 'Meeting Retention Period' field (see Step 3) automatically displays the same value as the exception with the highest retention period.
5. To allows users to extend the retention period of a selected meeting recording to the maximum possible retention period, select the Allow Users to Extend Recordings Retention) check box. This overrides the previously selected retention periods.
6. Click Apply; one of the following confirmation messages are displayed depending on configuration:
● If you defined only a global retention period ('Meeting Retention Period' field):

● If you defined exception retention periods:

7. Click Apply to confirm.