AI Enhanced Workflow for Archiving Internal Communications

Internal Communications Archiving and Searchability

Objective

To establish a systematic workflow for archiving and enhancing the searchability of internal communications using AI transcription tools within the Public Relations department.

Workflow Steps

1. Communication Capture

Utilize AI transcription tools to capture all internal communications, including meetings, interviews, and brainstorming sessions.

• Tools:
  • Otter.ai – for real-time transcription of meetings.
  • Rev.com – for accurate transcription of recorded audio.

2. Data Storage

Store transcriptions in a centralized digital repository that supports easy access and retrieval.

• Tools:
  • Google Drive – for cloud-based storage and collaboration.
  • Dropbox – for secure file storage and sharing.

3. Metadata Tagging

Implement a metadata tagging system to categorize and label transcriptions for improved searchability.

• Tools:
  • Evernote – for tagging and organizing notes.
  • Notion – for customizable databases and tagging.

4. Search Functionality

Integrate AI-driven search tools to enhance the ability to find specific information within the archived communications.

• Tools:
  • Algolia – for implementing advanced search capabilities.
  • ElasticSearch – for powerful full-text search and analytics.

5. Quality Assurance

Regularly review and audit transcriptions for accuracy and completeness, utilizing AI tools to assist in identifying discrepancies.

• Tools:
  • Sonix – for automated quality checks on transcriptions.
  • Trint – for editing and refining transcribed content.

6. Access Control

Establish user permissions and access controls to ensure that sensitive information is protected while allowing appropriate access to team members.

• Tools:
  • Microsoft SharePoint – for managing permissions and access.
  • Box – for secure file sharing with access controls.

7. Continuous Improvement

Gather feedback from team members on the usability of the archiving system and make necessary adjustments to improve efficiency and effectiveness.

• Tools:
  • SurveyMonkey – for collecting feedback from users.
  • Trello – for tracking improvement initiatives and updates.

Conclusion

By implementing this workflow, the Public Relations department can effectively archive internal communications, enhance searchability, and leverage AI transcription tools to streamline operations.