SharePoint archiving for Teams recordings

Recordings land in your own tenant

When the recording bot finishes a call, it does not park the audio somewhere you cannot reach. Every recording and its transcript upload automatically to a SharePoint document library in your own Microsoft 365 tenant. The evidence stays inside your environment from the moment it is created, under the same identity, permissions, and compliance tooling you already administer for the rest of your organization.

That matters because native Microsoft Teams recording scatters files in ways that are hard to govern. Recordings of channel meetings go to the channel's SharePoint site, while non-channel meeting recordings land in the organizer's personal OneDrive. The result is recordings spread across dozens of individual OneDrive accounts and site collections, each with its own default retention and sharing settings — exactly the kind of sprawl a compliance team cannot supervise. If you want the full picture of where files can end up by default, read where are Teams recordings stored.

Our approach replaces that scatter with a single, predictable destination. Instead of hunting through personal OneDrives after the fact, your recordings arrive in one document library that you designate, so you always know where the record of a conversation lives. It is a standard SharePoint document library, which means it behaves like any other governed location in Microsoft 365 rather than a proprietary vault you have to learn.

What gets archived

Storage is only useful if it captures everything an auditor or reviewer might later ask for. For every recorded call, three artifacts are written to the SharePoint library together:

• The combined recording. A single audio file of the whole call, the way a reviewer would naturally listen back to a conversation from start to finish.
• Per-participant audio. Each speaker is also captured on their own unmixed track, so attribution stays clean even when several people talk at once on a busy multi-party call.
• The transcript. A searchable, speaker-labelled transcript of the call, produced automatically with speaker diarization, sits beside the audio. Read more on the transcription page.

Keeping all three in the same library means a supervisor can search transcript text, open the matching recording, and confirm exactly who said what — all from one governed place, without exporting anything to a separate system. Because the transcript is text, it is indexed by SharePoint search, so a call is discoverable by what was actually said, not just by its date or the participants' names.

Your access controls and retention

Because the archive is your SharePoint, everything about who can reach it is governed by your own Microsoft 365 controls — not by us and not by a third-party portal. You decide, using the permission model you already operate, exactly who can see the recordings:

• Permissions you set. Grant access to specific users or security groups, and lock the library down to a small supervision, legal, or compliance team. Nobody outside those permissions can open a recording.
• Your identity and conditional access. Access follows your Microsoft Entra ID sign-in, multi-factor authentication, and conditional-access rules, so the same guardrails protecting the rest of your tenant protect the recordings too.
• Retention labels you own. Apply Microsoft Purview retention labels and policies to the library to preserve recordings for a fixed period and block premature deletion.

The practical effect is that we manage the recording and the upload, but you remain the sole custodian of the data. Our processing runs isolated from your storage, which we cover below and on the security page.

Meeting retention obligations

Regulators do not just require that calls be recorded — they require that recordings be kept for defined periods, and destroying a record too early is itself a violation. Because your recordings live in your own SharePoint, you can meet those obligations with the retention tooling built into Microsoft 365 rather than trusting a vendor to enforce it. The service is configurable to whatever your obligation is:

• Financial services (US). SEC Rule 17a-4 and FINRA books-and-records rules require broker-dealers to preserve business communications, commonly for three to six years, with recent records readily accessible.
• Dodd-Frank. Swap dealers and similar entities generally retain relevant communications for at least five years.
• Healthcare (HIPAA).Recordings that contain protected health information must be secured, access-controlled, and retained per your organization's HIPAA policies.

You enforce these periods with Microsoft Purview retention policies applied to the SharePoint library. For a fuller breakdown of what each regulator expects, see our retention requirements guide and our financial services page.

Search, audit, and eDiscovery

Storing recordings inside your tenant does more than tidy them up — it makes them findable. Because the recordings and their transcripts live in SharePoint, they are surfaced by the same Microsoft 365 tools your legal and compliance teams already use for email and documents. There is no separate archive to search and no proprietary export step.

• Full-text search. Speaker-labelled transcripts are indexed, so you can locate a specific conversation by the words that were spoken, then open the matching audio in the same place.
• Legal hold and eDiscovery.Because the files sit in your tenant, they fall within scope for Microsoft Purview eDiscovery and can be placed on legal hold alongside the rest of your organization's records.
• Audit-ready evidence. A combined recording, per-participant audio, and a transcript for each call give supervisors a complete, attributable record to respond to an examination or an internal review.

For teams that face discovery obligations regularly — such as legal practices — having the record already inside a governed, searchable Microsoft 365 location removes a major source of friction when a request arrives.

Isolated processing, your storage

There is an important separation in how the service is built. The recording and processing happen on a single-tenant dedicated server that we provision, host in the US, and fully manage for your organization alone. The storageis your own SharePoint. Your recordings are never processed or stored alongside another organization's data — nothing is co-mingled at either stage.

That split gives you the best of both models: a managed recording engine you do not have to build or run, and a data archive that never leaves your control. Once a recording is uploaded, it is governed exclusively by your Microsoft 365 tenant — your permissions, your retention, your compliance policies. You can read more about the dedicated-server model and our security posture on the security page.

Frequently asked questions