Repository Permissions Model: Who Can See Raw Transcripts vs Summaries

A repository permissions model answers one question: who can see raw transcripts vs summaries and decks, and under what rules. The safest approach is role-based access that keeps raw transcripts in a tighter group, while letting more people use summaries and slide decks that remove sensitive detail. This article gives a simple model you can copy, plus steps to reduce risk, share externally, and document access for governance.

Primary keyword: repository permissions model

• Separate content by sensitivity: raw transcripts are usually highest risk, summaries and decks are often lower risk.
• Use roles, not individuals: assign access by job function and need-to-know.
• Default to least privilege: most users should not need raw transcript access.
• Plan for external sharing: create a safe “export” path with review and redaction.
• Document rules: write down who can access what, why, and how access gets approved and audited.

Why raw transcripts need different permissions than summaries and decks

Raw transcripts can contain names, contact details, health or HR topics, confidential strategy, or other sensitive data that someone said out loud. Even when a transcript feels “internal,” it often becomes a permanent record, which increases the impact of a leak.

Summaries and decks usually carry less risk because they can omit identifiers, remove off-topic remarks, and focus on decisions. That said, a summary can still be sensitive if it includes customer names, unreleased plans, or pricing.

• Raw transcript risk: maximum detail, includes mistakes, context, and “unguarded” statements.
• Summary risk: lower detail, but can still reveal strategy or personal data.
• Deck risk: most shareable format, but often copied widely and exported.

If you operate in a regulated environment, you may also have legal duties around personal data and access controls. For example, the principle of “data minimisation” in the GDPR supports only collecting and exposing what you need for a purpose (GDPR Article 5).

A practical role-based repository permissions model (copy/paste)

A good repository permissions model uses three layers: content tiers, roles, and actions (view, edit, export, share). You can implement this in common tools like Google Drive, SharePoint, Notion, Confluence, or a dedicated research repository.

Step 1: Define content tiers (by sensitivity)

• Tier 0 (Public): approved marketing assets, public reports.
• Tier 1 (Internal-shareable): sanitized summaries, approved decks, decision logs.
• Tier 2 (Internal-restricted): notes with some identifiers, working drafts, tagged snippets.
• Tier 3 (Confidential source): raw transcripts, raw audio/video, intake forms, consent records.

Step 2: Define roles (by job function)

Keep roles broad enough to manage, but specific enough to control risk. Avoid “everyone” and avoid creating a unique role per person.

• Repository Owner (System admin): manages structure, access groups, audit settings.
• Program Owner (Business owner): approves who gets access and why.
• Research/Transcript Team (Creators): produces transcripts and summaries; handles redaction.
• Analysts/PMs (Consumers): use summaries and insights; rarely need raw data.
• Legal/Compliance (Oversight): access for audits, disputes, retention rules.
• Executives (Decision makers): receive decks and high-level summaries.
• External partners (Vendors/Agencies): only get pre-approved exports.

Step 3: Define allowed actions per tier

Start with a default deny for Tier 3 (raw) and add access only when someone can explain a clear need.

• View: can open and read.
• Edit: can change content (high risk for integrity).
• Export/Download: can move data outside the repository.
• Share/Invite: can grant others access (high risk for sprawl).
• Copy: can duplicate content into new locations.

Example permissions matrix (simple and strict)

Use this as a starting point, then adjust for your workflow.

• Tier 3 (Raw transcripts/audio):
  • View: Research/Transcript Team, Program Owner, Legal/Compliance (as needed).
  • Edit: Research/Transcript Team only.
  • Export/Download: Repository Owner + Program Owner approval (two-person rule).
  • Share/Invite: Repository Owner only.
• Tier 2 (Restricted working docs):
  • View: Research/Transcript Team, Analysts/PMs (approved), Program Owner.
  • Edit: Research/Transcript Team, Analysts/PMs (limited).
  • Export/Download: allowed for internal roles; blocked for external.
  • Share/Invite: Program Owner + Repository Owner.
• Tier 1 (Internal-shareable summaries/decks):
  • View: most internal staff with a business need.
  • Edit: content owners only (to avoid conflicting versions).
  • Export/Download: allowed; watermark if your tools support it.
  • Share/Invite: internal sharing allowed; external requires review.
• Tier 0 (Public):
  • View: anyone.
  • Edit: marketing/content owners.
  • Export/Download: allowed.
  • Share/Invite: allowed.

How to reduce risk without blocking your team

Most permission problems happen because raw data spreads into too many places. Reduce risk by limiting where raw transcripts can live, limiting who can export them, and making safe alternatives easy to use.

Design the repository so “safe” is the default

• Separate folders/spaces by tier: keep Tier 3 in a distinct location with stricter inheritance.
• Use groups: assign access to “Research-Team” instead of individuals.
• Block reshare: turn off “editors can add people” on sensitive tiers.
• Limit downloads: if your platform supports it, disable download/print on Tier 3.
• Prefer links over files: reduce email attachments and offline copies.

Minimize sensitive content inside raw transcripts

• Redact obvious identifiers: replace emails, phone numbers, addresses, and account IDs.
• Use consistent tokens: e.g., [CUSTOMER_01], [EMPLOYEE_02], so analysis still works.
• Separate consent data: store consent forms and participant details outside the transcript file.

Protect integrity as well as confidentiality

People focus on “who can see,” but transcripts also need integrity controls. If someone edits a raw transcript, your summary and decisions may become untrustworthy.

• Make Tier 3 read-only for most roles: allow edits only during a defined cleanup window.
• Version control: keep a clear “final transcript” and lock it after approval.
• Change logs: require comments or a change note for edits to Tier 2 and Tier 3.

External sharing: a safe path for vendors, clients, and collaborators

External sharing is where a repository permissions model either saves you or fails you. The goal is simple: never share raw transcripts by accident, and make approved sharing repeatable.

Create an “Export Package” workflow

• Step 1: Select content: start from Tier 1 summaries or decks whenever possible.
• Step 2: Review: check for names, identifiers, confidential pricing, and sensitive comments.
• Step 3: Redact: replace details with tokens and remove irrelevant sections.
• Step 4: Approve: require Program Owner approval for any external share.
• Step 5: Publish to an external folder: separate from internal tiers, with expiration if available.

Rules that keep external access contained

• No external accounts in Tier 2/3: keep partners out of restricted and raw spaces.
• Time-bound access: set a review date and remove access when the project ends.
• One-direction flow: internal → export folder, not export folder → internal.
• Track what was shared: maintain a simple log: what, who, when, approver.

If your organization must meet accessibility requirements for video content, keep captions and transcripts in mind during sharing. For U.S. federal agencies and many contractors, Section 508 guidance is a common reference point for accessible content practices.

Governance: document access rules so they survive team changes

Governance does not need a 40-page policy. A one-page access standard plus a lightweight request process can prevent most permission sprawl.

Write an “Access Rules” page (template)

• Purpose: why the repository exists and what content it stores.
• Content tiers: Tier 0–3 definitions and examples.
• Roles and owners: who approves access and who administers it.
• Default permissions: what each role can do by default.
• Exception process: how to request raw transcript access, and valid reasons.
• External sharing rules: export workflow, approvals, and what is prohibited.
• Retention and deletion: where the rule lives and who enforces it.

Use a simple access request checklist

• What tier do you need (Tier 1, 2, or 3)?
• What project is this for?
• What is the business reason (one sentence)?
• How long do you need access?
• Do you need download/export, or view-only?
• Who approves (Program Owner)?

Review access on a schedule

Even strong models decay because people change roles and projects end. Set a recurring review for Tier 3 and Tier 2 access and remove what no one can justify.

• Quarterly: review Tier 3 (raw) access list.
• Twice a year: review Tier 2 access and external partner access.
• After re-orgs: run a manual check of group membership.

Pitfalls to avoid (and how to fix them)

• Pitfall: “Everyone can view, only some can edit.” Fix by limiting Tier 3 view access first, not just edits.
• Pitfall: Raw transcripts stored in shared drives or team chats. Fix by making the repository the only allowed Tier 3 location.
• Pitfall: People copy raw quotes into decks. Fix by providing pre-approved quote banks that are anonymized.
• Pitfall: External collaborators get added to internal spaces. Fix by using a dedicated external sharing folder and blocking invites elsewhere.
• Pitfall: No one owns permissions. Fix by naming a Repository Owner and Program Owner for each workspace.
• Pitfall: Over-restricting so people work around controls. Fix by making Tier 1 summaries fast to access and easy to search.

Common questions

• Should executives have access to raw transcripts? Usually no, unless they have a clear need for source detail; decks and summaries meet most executive needs.
• What’s the difference between “restricted” and “confidential source”? Restricted content may include partial identifiers or drafts, while confidential source includes raw transcripts, recordings, and anything that can directly identify a person.
• How do we handle a request for raw transcript access? Use a form with a business reason, time limit, and approval from the Program Owner, and grant view-only when possible.
• How can we share insights with a client without sharing transcripts? Share Tier 1 summaries and decks, and use anonymized quotes or themes rather than verbatim identifying detail.
• Do we need separate repositories for each project? Not always; many teams use one repository with project-level folders plus consistent tiered permissions.
• What if someone accidentally shares a raw transcript externally? Remove access immediately, document what happened, and update controls (like blocking external invites to Tier 3) so it’s harder to repeat.
• How do automated transcripts affect permissions? Treat machine-generated raw output as Tier 3 if it includes sensitive content, and limit access the same way; only share cleaned summaries broadly.

Where transcription fits in (and how to keep it controlled)

Transcription creates the raw material that drives your summaries and decks, so it belongs in your Tier 3 controls. If you use automated tools for speed, keep output in the same restricted area and consider a review step before anything moves to Tier 1.

• If you need a fast first draft, you can start with automated transcription and then apply your Tier 3 rules.
• If you already have transcripts but need cleanup, consider a review layer like transcription proofreading services before summaries circulate.

When you’re ready to set up a safer workflow from raw audio to shareable insights, GoTranscript can support both restricted raw transcript creation and cleaner share-ready outputs through its professional transcription services.