Transform Every Meeting Into Searchable, Actionable Knowledge
Prepared For
GlassHouse Systems — Enterprise IT Infrastructure, Cloud, Cybersecurity & Managed Services leader with 33+ years serving major enterprises across North America
Prepared By
is4.ai — AI Solutions with Proven ROI, specializing in enterprise-grade intelligent systems
Contact: info@is4.ai | +1 (786) 763-1323
The Challenge
Your Meetings Hold Untapped Intelligence
GlassHouse Systems serves 350+ enterprise accounts across cloud, infrastructure, cybersecurity, and managed services. Your teams run dozens of meetings every week — client architecture reviews, security assessments, project standups, vendor coordination calls, internal strategy sessions, and SOC handoff briefings.
Critical decisions, technical requirements, and client commitments are communicated verbally — and too often lost in the chaos of daily operations.
Today's Reality
- 35–50% of actionable meeting content never captured
- Teams spend 4+ hours weekly searching for "what was said"
- Institutional knowledge lost during team transitions
- Cross-meeting patterns remain invisible
- Technical decisions forgotten or contradicted
For an IT services company managing complex, multi-phase engagements across hundreds of enterprise clients, a missed detail from a meeting can mean a security gap, a misaligned migration plan, or a costly project delay.
The Solution
What is Meeting Intelligence?
GlassHouse Meeting Intelligence is your AI-powered institutional memory — a virtual note taker that automatically joins meetings, transcribes everything said, and indexes content into a searchable knowledge base.
Automatic Capture
A virtual note taker seamlessly joins every meeting across Microsoft Teams, Zoom, and Google Meet. No manual setup required, providing full transcription of every participant.
Semantic Indexing
Transcripts are processed and indexed by meaning, not just keywords. The system intelligently understands context, intent, and relationships between concepts across your entire meeting history.
Conversational AI Interface
Engage with a natural language interface to ask questions and receive synthesized, contextual answers drawn from all relevant meetings, eliminating the need to sift through raw transcripts.
Institutional Knowledge Preservation
Every conversation is permanently captured, indexed, and available for future reference. Critical decisions, client commitments, and technical rationale are preserved regardless of team changes or time passage.
Game Changer
Why Semantic Search Changes Everything
Traditional keyword search only works when you know the exact words someone used. Semantic search matches meaning, not words — revolutionizing how your team accesses institutional knowledge.
Real-World Example
You ask: "Are there any unresolved concerns about the Acme Corp cloud migration?"
The system surfaces a moment from a project standup where an engineer said: "I'm still not comfortable with the latency on the failover path between their Toronto and Calgary sites."
No keywords overlap — but the meanings are related, so the system finds it instantly.
Cross-Meeting Synthesis
"How has the team's approach to the university client's SIEM configuration evolved over the past month?"
The system pulls from every relevant meeting, tracks how technical decisions evolved, and delivers a coherent narrative spanning multiple discussions and decision points.
User Experience
How It Works — Simple Setup, Powerful Results
From initial setup to daily use, the Meeting Intelligence Agent is designed for minimal friction and maximum value. Your team gets enterprise-grade AI capabilities without complex training or disruption to existing workflows.
01
Connect
Users sign in with corporate Office 365 credentials and grant calendar and meeting access permissions. One-time setup takes under 2 minutes.
02
Automatic Capture
From that point forward, every meeting on the user's calendar is automatically joined by the note taker. It appears as a named participant and captures full transcript from every speaker.
03
Processing
After each meeting, the transcript is processed, chunked, and indexed into a vector database. Meaning and context are preserved for intelligent retrieval.
04
Ask Anything
Users access the conversational interface through the same portal. Ask questions in natural language and get synthesized answers with source attribution across your entire meeting history.
Security First
Enterprise-Grade Access Controls
As a cybersecurity services provider, GlassHouse Systems understands the critical importance of data protection. This agent is designed to meet the same rigorous standards you deliver to your own enterprise clients.
Two Access Configurations
Option A — Individual Access: Each user can only query transcripts from meetings they personally attended. Ideal for client-specific engagements or sensitive security assessments.
Option B — Organization-Wide Access: All authenticated users can query any meeting across the organization. Ideal for collaborative teams needing cross-functional visibility across projects.
Both configurations use Office 365 authentication, ensuring only authorized users access the system. All data remains on GHS's own infrastructure.
Security Highlights
- End-to-end encryption for transcripts at rest and in transit
- Role-based authentication via existing O365 infrastructure
- All data stored on GHS-managed servers
- Audit logging for all queries and access events
- SOC2-aligned security practices
- No client data leaves your environment
Technical Architecture
Built on Proven, Scalable Technology
The Meeting Intelligence Agent consists of six integrated components, all deployed on GlassHouse Systems infrastructure for maximum security and control.
1
Authentication Layer
Office 365 OAuth integration for single sign-on and calendar access
2
Meeting Agent Service
Multi-platform agent that joins Teams, Zoom, and Google Meet sessions, captures audio, and manages participant presence
3
Transcription Pipeline
Speech-to-text processing with speaker diarization (who said what), punctuation restoration, and post-processing
4
Vector Database & Indexing
Semantic embedding generation, chunking strategy, and vector storage for fast similarity search across full transcript corpus
5
Conversational AI Interface
RAG (Retrieval-Augmented Generation) powered chat interface that retrieves relevant transcript segments and synthesizes natural language answers
6
Web Portal
Responsive front-end for authentication, meeting history browsing, and conversational queries
Real-World Impact
Use Cases for GlassHouse Systems
Meeting Intelligence delivers transformative value across every dimension of your enterprise IT services and managed security operations.
Client Engagement Intelligence
"What concerns were raised about the Acme Corp hybrid cloud migration across all our meetings?" Instantly surface risks, objections, and open items across weeks of client discussions.
SOC & Security Operations
"What security incidents were discussed in last week's MDR briefings across all accounts?" Track threat patterns and response decisions across your managed security portfolio.
Project Continuity
"What did the infrastructure team decide about the university client's IBM Power configuration?" Never lose track of technical decisions made during architecture sessions, even when team members change.
Knowledge Transfer & Onboarding
New consultants and engineers can query months of meeting history to get up to speed on client environments, past decisions, and relationship context without burdening colleagues.
Vendor & Partner Coordination
"What did IBM recommend about the storage architecture for the insurance client?" Track vendor input and commitments across partner meetings with IBM, CrowdStrike, Palo Alto Networks, and your other 37 technology partners.
Executive Oversight
Leadership can ask strategic questions across the entire organization's meeting corpus without attending every meeting. "Which accounts discussed budget constraints this quarter?"
Our Expertise
Why is4.ai — The Right Partner for This Build
About is4.ai
AI software development and consulting company headquartered in Silicon Valley, California and Pittsburgh, Pennsylvania. We specialize in turning AI into measurable business results with proven ROI.
Our team members have built mission-critical systems where accuracy and performance were non-negotiable — fraud detection systems at Visa processing millions of transactions, autonomous vehicle systems at Uber, and portfolio management systems at hedge funds managing $750M in assets.
Deep Technical Expertise
Specialized in RAG systems, vector databases, and semantic search — the exact technology stack this agent requires
Proven Methodology
We build a working MVP with your real data before you invest in full production — de-risking your commitment entirely
On-Premise Deployment Experience
We understand the security and infrastructure requirements of hosting on client-managed servers
Enterprise IT Workflows
Understanding of managed services operations, multi-client engagement models, and enterprise security requirements
Delivery Roadmap
MVP Before You Invest
Our delivery process de-risks your investment by proving the solution works with a Minimum Viable Product before committing to a full production build. This project establishes foundational AI infrastructure that future GHS initiatives can leverage.
1
Phase 1: Discovery & Architecture
Week 1
Map meeting workflows, conferencing platforms, security requirements, and data access policies. Define target architecture for on-premise deployment. Identify required third-party software and licenses.
Deliverables: Architecture blueprint, integration specifications, security plan, software/license requirements
2
Phase 2: MVP — Minimum Viable Product
Weeks 2–3
Build working MVP using actual meeting data. Demonstrate full pipeline: meeting join → transcription → indexing → conversational query. Your team tests with real questions against real transcripts.
Deliverables: Functional MVP, user testing sessions, feedback integration
3
Phase 3: Production Build
Weeks 4–8
Harden MVP into production-grade software. Multi-platform bot deployment, security hardening, access controls, admin panel, monitoring dashboards.
Deliverables: Production-ready agent deployed on GHS servers
4
Phase 4: Launch & Training
Weeks 9–10
Deploy to production, conduct team training, establish support processes, and monitor initial usage.
Deliverables: Live agent, training documentation, support handoff
Timeline: 10 weeks from kickoff to live deployment. Phase 2 MVP investment is credited 100% against Phase 3 costs if you proceed to production build — zero risk.
Investment
Transparent, Phase-Based Pricing
Clear milestone-based pricing with MVP credit that de-risks your investment. Pay only $55,000 total — your Phase 2 investment is fully applied against Phase 3 production build.
Payment Terms
At Contract Signing (Phases 1 + 2): $20,000
At MVP Approval (Phases 3 + 4, net of credit): $35,000 net 15 days
Total: $55,000
Ongoing Support
Post-Launch Support & Maintenance
Since the agent is deployed on-site to GHS servers, is4.ai provides ongoing support at per-hour and retainer rates for software updates, maintenance, enhancements, and training.
What's Covered Under Support
- Software updates and security patches
- Bug fixes and troubleshooting
- Minor feature enhancements and UI improvements
- AI model tuning and RAG quality improvements
- Transcription pipeline updates
- Integration maintenance
GHS manages its own server infrastructure, so hosting, uptime, and infrastructure monitoring remain under GHS operational control — consistent with your existing managed services capabilities.
ROI Analysis
Investment Summary & Return on Investment
The complete is4.ai development contract covers design, build, and deployment of the Meeting Intelligence Agent on GHS servers — from discovery through production launch and team training.
$55K
Total Development Investment
Complete end-to-end delivery
4+
Hours Per Week Saved
Per employee searching for meeting information
14x
Year One ROI
For 50 users across GHS enterprise accounts
ROI at a Glance
Average IT professional spends 4+ hours/week searching for meeting information. At $75/hr, that's $15,600/year per employee recovered in pure productivity.
- 10 users: $156,000/year — a 2.8x return in year one
- 25 users: $390,000/year — a 7x return
- 50 users: $780,000/year — a 14x return
Payback period: Estimated 4–8 weeks depending on team size and meeting volume.
Beyond Productivity
Reduced risk from missed client commitments, lost technical decisions, and security assessment gaps. Institutional knowledge retention across your 33+ year history.
Improved client satisfaction through better continuity across long-term managed services engagements.
Strategic value: This agent establishes the foundational AI knowledge base for future GHS initiatives — multiplying the return on this initial investment.
Requirements
What We Need From You
Successful deployment requires partnership and collaboration across technical access, organizational coordination, and infrastructure provisioning.
Technical Access
- Office 365 admin credentials for API integration setup
- Access to GHS server infrastructure for deployment
- IT team availability for security review and firewall configuration
- Sample meeting recordings for MVP development
Organizational
- Designated project lead for requirements and feedback
- Test group of 5–10 users for MVP validation
- Meeting platform admin access (Teams, Zoom, and/or Google Meet)
Software & Licenses (GHS-provided): The agent architecture relies on several third-party components requiring GHS to provision software and/or licenses. Examples include vector database (e.g., Pinecone, Weaviate, Milvus, or Qdrant), transcription API service (e.g., Azure Speech Services, Deepgram, or OpenAI Whisper), LLM API access for RAG inference (e.g., Azure OpenAI, Anthropic, or self-hosted models), and server resources for hosting the agent components. The final architecture design — including specific technology selections, licensing requirements, and associated costs — will be defined during Phase 1 (Discovery & Architecture).
Next Steps
Let's Get Started
The executive sponsor has been identified and the NDA is already executed and in place. Here's the clear path forward to transform your meeting intelligence.
Accept This Proposal
GHS confirms approval of the development scope and investment. Execute the SOW and authorize Phase 1 + Phase 2 payment ($20,000).
Schedule Kickoff
is4.ai and GHS schedule a 60-minute kickoff alignment call. Confirm platform priorities (Teams/Zoom/Meet), server infrastructure details, and project lead assignments.
Week 1 — Discovery & Architecture
is4.ai maps workflows, defines the target architecture, and identifies software/license requirements for GHS procurement.
Weeks 2–3 — MVP Delivery
Working MVP with your real meeting data. Your team tests the conversational interface against actual transcripts and provides feedback.
Weeks 4–10 — Production Build & Launch
Agent hardened, deployed on GHS servers, and team trained. Full production deployment complete.
Future Vision
Building Block Strategy
This Meeting Intelligence Agent is the first step in a broader AI initiative for GlassHouse Systems. The semantic knowledge base and indexing infrastructure established here become the foundation for future projects.
Each subsequent project builds on the infrastructure deployed today — reducing future development costs, accelerating delivery timelines, and compounding the value of every piece of knowledge GHS captures across all enterprise engagements.
Automated SOW Generation
Leverage the meeting knowledge base to draft Statements of Work informed by actual client discussions, requirements, and decisions captured in meetings
Document Indexing & Retrieval
Extend the vector database to index SOW documents, proposals, technical specifications, and other GHS documentation alongside meeting transcripts
SOW Standardization
Build templates and automated quality checks to ensure consistency across all GHS Statements of Work
SOW Approval Workflows
Automate the review and approval pipeline for Statements of Work, with AI-assisted compliance checks and routing
Our goal is to earn your trust through results, not promises.
The MVP ensures you see it working with your own data before committing to the full build. Let's transform how GlassHouse Systems captures, preserves, and leverages institutional knowledge.
+1 (786) 763-1323 | is4.ai
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