Reviewed and updated: 21 July 2026.
A supplier exit should be designed before the contract ends. Otherwise, organisations discover too late that transcripts cannot be exported cleanly, speaker labels disappear, shared links remain active or deletion cannot be verified.
Create an exit inventory
List every information type held or generated by the supplier:
- Source audio.
- Raw and corrected transcripts.
- Summaries, templates and mind maps.
- Speaker profiles or custom vocabulary.
- Account and audit logs.
- Shared links and integrations.
- Backups and subprocessed copies.
Classify what must move
Do not export everything blindly. Separate:
- Authoritative records that must be preserved.
- Source material still required for verification.
- Useful configuration or taxonomy.
- Temporary drafts whose purpose has ended.
- Content subject to legal hold or special retention.
Run a portability rehearsal
Before notice is served, export a representative sample. Test:
- Audio opens in ordinary software.
- Transcript text remains readable.
- Timestamps and speaker labels survive.
- Filenames preserve useful identity without exposing excess data.
- Metadata and approval status can be reconstructed.
- The destination system can search and control access.
Plan the cutover
| Stage | Control |
|---|---|
| Freeze | Set a final date for new recordings or define parallel use |
| Export | Move approved records and required source files |
| Validate | Reconcile counts and open sample files |
| Repoint | Change integrations, templates and user instructions |
| Disable | Remove users, links and automated access |
| Delete | Obtain evidence of supplier-side deletion where required |
Preserve provenance
Keep enough context to show which recording generated which transcript, who corrected it and which output was approved. A folder of disconnected text files is not a reliable migration.
How NERALVO Halo should be considered
NERALVO Halo captures locally and uses DOWAY for AI processing. Buyers should test export and cancellation arrangements before relying on the workflow for important records.
Close with evidence
- Required files exported and reconciled.
- Destination access tested.
- Integrations disabled.
- Shared links revoked.
- User accounts closed.
- Supplier deletion confirmation obtained where applicable.
- Residual risks and exceptions documented.
A good supplier exit leaves the organisation with usable records, clear provenance and no uncontrolled dependence on an account it no longer intends to use.
Ready to capture meetings properly?
View the NERALVO Halo AI voice recorder with 64GB local storage, meeting capture, compatible phone-call recording workflows and one year of DOWAY Max included.
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