1. Map the recording's journey. Record where the file arrives, who can access it, where transcription happens and which text reaches analysis. Set the purpose and retention of each artifact. Processing a transcript later cannot protect audio sent through another path.
2. Build a representative fictional sample. Include invented names, contacts, background noise and multiple speakers. Mark script passages that should not reach inference. Do not use a real meeting to discover how the system retains files.
3. Review text before analysis. Transcription errors can distort names and numbers, making detection harder. Compare the script with its transcript and evaluate placeholders, removal or blocking. Check that summaries remain useful without identifying participants.
4. Inspect retained artifacts. Review temporary files, application history and logs. Define removal of recordings and transcripts according to the workflow's needs. Record known limits: processing text does not demonstrate protection of the file's entire journey.