Productivity Software Questions & Answers

In your team chat tool, locate the protection for links or safe link scanning in the administrative or security settings. Enable real-time scanning of any URLs to scan for malware or phishing before any users click on links that anybody shares. Turn on automatic link rewriting or a warning banner that questionable URLs will direct users to a clicked site or present a notification. Regularly examine the threat report to improve blacklisted sites and false positives.

Give brief, targeted instruction on the following topics:

• AI limitations: Describe how summaries could misread tone or context.
• Verification practices: Before sharing, urge users to check and edit AI notes.
• Privacy awareness: If AI recording is enabled, remind teams not to discuss sensitive data.
• Feedback procedure: Instruct users on how to report biased or inaccurate notes for system enhancement.

Update these governance policies once AI meeting notes are enabled:

• Recording & Privacy Policy: Indicate that notes produced by AI are regarded as official meeting records.
• Data Retention Policy: Specify who can remove summaries and transcripts and how long they are kept.
• Access Control Policy: Limit AI notes to authorized roles and meeting attendees.
• Disclosure Policy: When AI note-taking or transcribing is in use, attendees must be informed.

Admins can verify link scanning adoption by:

• Reviewing security logs- Track total links scanned vs. total shared to confirm coverage.
• Monitoring alerts- Check how many scans triggered warnings or user interactions.
• Analyzing usage reports- Use analytics dashboards to see which channels or teams generate unscanned traffic.
• Running periodic audits- Cross-check app versions and settings to ensure link scanning isn’t disabled or bypassed.

• Inventory: pull a list of installed AI plug-ins and their OAuth scopes from the chat admin console or app marketplace; export for review.
• Risk review: compare each plug-in’s scopes against least-privilege needs (e.g., read-only vs. write/full mailbox access) and mark excessive scopes.
• Monitor: enable SIEM/app logs to track token use, anomalous API patterns, and cross-device/token reuse; alert on scope-related abuse.
• Remediate: remove or restrict offending plug-ins (allowlist only), rotate/revoke tokens, require vendor justification + DPA, and enforce approval workflows for future installs.

• In your Admin or compliance center, find the management settings for meeting transcript recordings and transcripts.
• Establish a retention policy that specifies the time frame of transcript retention (you can choose 90 days or 365 days).
• Enable eDiscovery indexing so transcripts can be searched, while remaining read only, for investigation purposes.
• Configure role-based access so that only members with compliance or legal admin roles can delete or export the transcripts.

Adopt tiered backup policies that include AI-generated content explicitly:

• Scope updates: Add AI documents, notes, and summaries to existing file and cloud backup plans.
• Frequency: Schedule daily or real-time incremental backups for collaboration and meeting data.
• Retention: Keep recovery points for at least 30–90 days with versioning for auditability.
• Validation: Test restore processes quarterly to confirm AI data is recoverable and intact.

Monitor productivity and security indicators:

• Security KPIs: Track data access logs, instances of unapproved note sharing, and the outcomes of compliance audits.
• Productivity Gains: Track user adoption, meeting follow-up completion rates, and decreased time spent taking manual notes.
• Baseline Comparison: To strike a balance between security safeguards and user efficiency, compare data from 30 to 60 days prior to and following the rollout.

Adoption of AI meeting notes can be verified by administrators via:

• Examining analytics dashboards: Keep track of how many sessions have AI notes enabled compared to all meetings.
• Tracking engagement: Calculate the frequency with which users see, modify, or distribute AI summaries.
• Surveying teams: To determine actual adoption, get input on accuracy and usefulness.
• Auditing access logs: Verify that summaries are created and viewed by authorized users only.

To prevent session hijacking from obfuscated tracking links in chats, enable:

• Link isolation: Open chat links in browser sandboxes or through a secure web gateway.
• Token binding & re-authentication: Tie session cookies to device fingerprints and force MFA if redirected domains change.
• Content inspection: Use advanced link scanners to unwrap shortened URLs before opening.
• Session timeout policies: Auto-expire idle tokens to limit exposure after malicious redirects.