Reviewed and updated: 21 July 2026.
A recording policy states the rules. An approved-use matrix helps a person make the right decision in a real situation. It translates broad principles into a practical table showing which conversations may be recorded, which need approval and which are outside the authorised workflow.
The matrix should be tailored to the organisation and reviewed by the relevant legal, privacy, security, HR and professional owners.
Use two primary dimensions
Start by rating both the conversation context and the information involved.
Context rating
- C1 routine: ordinary internal work with no expected sensitive content.
- C2 external: clients, suppliers, candidates or members of the public.
- C3 formal: governance, employee, legal, regulatory or evidential process.
- C4 restricted: proceedings, environments or contracts with specific recording limits.
Information rating
- D1 low sensitivity: ordinary operational discussion.
- D2 confidential: commercial, personnel or customer information.
- D3 sensitive: health, safeguarding, allegations, protected characteristics or similarly high-impact material.
- D4 critical: credentials, payment data, highly privileged, security-sensitive or legally restricted content.
The combination determines the decision route; neither dimension should be considered alone.
Add the workflow conditions
For each use case, record:
| Matrix field | Question |
|---|---|
| Purpose | What specific output is needed? |
| Status | Approved, approval required or prohibited? |
| Approver | Which named role decides? |
| Participant information | What must be explained? |
| Approved equipment | Which device, app and account may be used? |
| Human review | Who checks the transcript and final record? |
| Destination | Where does the approved output go? |
| Audio retention | When is source audio deleted or reviewed? |
| Special controls | Redaction, restricted access, supervision or another safeguard? |
Example matrix entries
| Use case | Indicative status | Reason |
|---|---|---|
| Weekly internal project review | Approved with standard controls | Defined action-note purpose and low expected sensitivity |
| Supplier negotiation | Approval required | Commercial positions and authority need control |
| Employee grievance meeting | Specialist approval required | Formal process and sensitive worker information |
| Private brain dump | Approved within boundaries | No third-party conversation; still requires secure processing |
| Restricted proceeding | Prohibited unless expressly authorised | External rules may prevent recording |
These are examples only. The organisation must set its own status based on its circumstances.
Include a stop-and-escalate rule
A meeting can change category while it is happening. Staff should stop or pause recording when:
- Unexpected sensitive information is disclosed.
- A participant objects or the recording explanation is no longer accurate.
- The conversation enters a restricted or privileged section.
- Payment, password or security information is about to be shared.
- The original purpose has been completed.
The matrix should name who can authorise resumption.
Score the complete route, not only the meeting
A routine conversation can become high risk if the transcript is exported to an uncontrolled system. Include processing, sharing and destination in the approval decision.
Likewise, local capture does not automatically make a workflow low risk if the app later uploads audio for AI processing.
Link each approved use to a template
Reduce improvisation by attaching:
- Participant explanation.
- File-naming format.
- Transcript-check checklist.
- Required output template.
- Retention instruction.
- Incident contact.
The matrix then becomes a launch point for the approved workflow.
How NERALVO Halo should appear in the matrix
NERALVO Halo should be listed as a complete capture and processing route: device, paired phone, DOWAY account, transcription, export destination and deletion process. Approving only the hardware leaves important steps undefined.
Audit and improve the matrix
Review samples from each approved category. Compare actual content with the expected sensitivity rating and investigate exceptions. Update the matrix when roles, suppliers, device features, regulations or business processes change.
A useful approved-use matrix gives staff a quick answer while preserving accountable escalation for difficult cases. It turns “use judgement” into a visible, consistent decision process.
Related guides
The voice recording risk assessment and privacy checklist can supply the evidence behind each matrix decision.
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