Review video meeting recordings, transcripts and AI summaries

Start with the meeting and the role

For a Teams recording, identify whether it came from an ordinary meeting, channel meeting or call, then inspect its actual OneDrive or SharePoint location and access. An external attendee does not automatically have the same access as an internal invitee. Ask the organizer or authorized administrator about a file that cannot legitimately be inspected. Microsoft: recording storage by meeting type

Check Zoom saved transcripts separately

The current personal web-portal route is profile picture or initials > Settings > Meeting > In Meeting (Advanced) > Meeting transcript. An administrator can lock this setting. Review only controls legitimately available to the account. Zoom: current retained-transcript controls

1. Check whether a transcript is retained automatically for every meeting or when a summary starts. Review the retention period and the host and participant permissions for viewing or saving it. A participant export choice is different from live accessibility captions. Zoom: current retained-transcript controls
2. If the control is locked, use the organization's administrator route. Zoom says My Notes, archival and cloud-recording transcripts have separate controls; this one setting is not an account-wide switch for every kind of transcript. Zoom: May 2026 transcript changes

Check Zoom summary defaults and recipients

1. In the personal web portal, open profile picture or initials > Settings > Zoom AI > Meeting summary with AI. Review automatic start and automatic sharing separately. If available, Only me limits automatic sharing for newly created meetings. Check the actual audience rather than assuming a summary stays with the host. Zoom: summary defaults and audiences
2. Review whether email includes summary text or an authenticated link, plus any configured auto-deletion. A locked control needs the administrator. Check existing summaries separately before changing a future default. Zoom: summary defaults and audiences

Stop new processing without assuming old copies vanish

A Zoom host can use the meeting's Zoom AI control to stop the summary or stop all Zoom AI features. Client versions below 6.7.5 may use the bottom toolbar. Read the confirmation before using optional meeting-asset deletion. Earlier processed content, already completed My Notes transcripts and recipient copies need separate consideration. Zoom: summary use, sharing and stopping

Set Teams access before the meeting where supported

An eligible organizer can open Meeting options > Recording & transcription and review Who has access to the recording and transcript. It needs Copilot or Teams Premium, the specified organizer OneDrive storage, and a supported meeting type. Review third-party apps and actual file access separately. A change during the meeting requires ending and restarting it to take effect. Microsoft: meeting access choices and limits

Check the deletion route and consequences

For an authorized organizer or co-organizer choosing transcript deletion, Microsoft documents Teams desktop > past meeting chat > Recap > Transcript > Delete. Choose the language first if several exist. This deletes the documented OneDrive and Exchange copies; the video player route deletes only the OneDrive copy. Deleting before AI notes are generated makes those notes unavailable. Review that consequence without creating another unnecessary copy. Microsoft: transcript permissions and deletion

For a recording, inspect its actual expiration on the video player page if edit permission allows. The administrator controls the initial setting, and recycle-bin recovery can follow expiry. Treat expiration as one retention control rather than a complete answer about every meeting artifact. Microsoft notes that compliance recording can also apply through participant policy. Microsoft: recording notices and expiration