Turn meeting transcripts into a searchable assistant

Your team records every meeting now — Zoom transcripts, Otter, Fathom, Granola, whatever. The recordings pile up. By month three, no one looks at any of them. The information is technically there; functionally lost.

A SeekFiles AI assistant scoped to your meeting transcripts changes the math: the past becomes queryable instead of archival.

The setup

1. Export your transcripts (most tools export to TXT or DOCX).
2. Upload them to a folder organised by team or project.
3. Build an Assistant scoped to that folder.
4. Optionally: title each transcript with YYYY-MM-DD - Meeting Title.docx so the filename adds context.

Questions a meeting-archive assistant answers

• "When did we last discuss the Acme partnership? What was decided?"
• "Who was assigned the API rate-limiting work? Cite the meeting where it came up."
• "What did Sarah say about the Q3 roadmap in last week's standup?"
• "Find every mention of 'churn' across the past two months of customer review meetings."
• "Summarise the decisions made in this week's exec meetings — by topic."

Each answer links back to the meeting transcript + paragraph. You can re-read the surrounding context for nuance.

Why this matters

• No more "what did we decide on this?" The decision is findable.
• Onboarding new hires to a team becomes much faster — they can self-serve back-story.
• Retrospectives become evidence-based ("we said X in week 3; here's what changed").
• Conflict resolution has a paper trail. Polite, factual, no he-said-she-said.

Hygiene

• Tag confidential meetings. Comp discussions, HR matters, performance reviews — keep these in a separate Assistant with restricted access, or don't upload at all.
• Decide retention. How long should meeting transcripts live? 6 months? 2 years? Set a policy.
• Disclose recording. If you're recording meetings, every participant should know. Most US states + the EU + the PH Data Privacy Act require consent.
• Privacy tier. Don't upload work meeting transcripts to a free-tier general chatbot. Use a tier that explicitly excludes training.

Pitfalls

• Transcript quality varies. Mumbled accents, poor mics, talk-over moments — these reduce searchability. The Assistant searches what was transcribed, not what was said.
• Names can be garbled. Otter often hears "Marcus" as "Mark is." Doesn't fail the search but watch for it.
• Side conversations. Pre-meeting chat is sometimes included in transcripts. Be aware before sharing or quoting.

Workflow

• Daily: auto-upload new transcripts via a folder watch or API.
• Weekly: ask the Assistant "what's the team been talking about this week?" for a meta-summary.
• Monthly: trend questions ("how often did 'pricing' come up this month vs last?").
• Quarterly: archive old transcripts to cold storage; keep the searchable Assistant lean.

A small experiment

Take your last 30 days of recorded meetings. Upload them. Build an Assistant. Ask:

"What were the three most-discussed topics this month, and what was decided about each?"

If the answer matches your gut sense of priorities, your meetings are aligned. If it doesn't, you've just learned something about where your team's attention actually goes.

That feedback loop alone is worth the setup.