Audio/Video/Data Implementation Plan 2026
Status: Draft — Ready for Review
Created: 2026-03-14
Owner: Brainforge Engineering
Purpose: Actionable implementation plan for leveraging ALL Brainforge data assets with sensitivity controls, cost management, and phased delivery
Executive Summary
This plan operationalizes the comprehensive Data roadmap into executable phases with clear boundaries, success criteria, and resource requirements. For the proactive briefing layer, see Pulse.
Key Decisions Confirmed:
- ✅ All S3 video will be processed (not prioritized subset)
- ✅ Sensitivity check system required before any content analysis
- ✅ Full org calendar visibility for intelligent preparation
- ✅ Market intel budget approved for premium data feeds
- ✅ Cross-client benchmarking approved as long-term product direction
Not Building Now: This document is planning-only. Implementation begins after review, dependency confirmation, and Phase 1 scoping.
Sensitivity & Privacy Framework
Sensitivity Check System (Required Before Analysis)
Purpose: Prevent exposure of confidential, personal, or sensitive information before any AI processing or storage.
Implementation:
┌─────────────────────────────────────────────────────────────┐
│ SENSITIVITY PIPELINE │
├─────────────────────────────────────────────────────────────┤
│ 1. INGESTION → Automatic classification on ingest │
│ - PII detection (names, emails, phones, SSNs) │
│ - Financial data patterns (account numbers, amounts) │
│ - Confidential keywords ("confidential", "NDA", etc.) │
│ - HR/legal flags ("termination", "performance", etc.) │
│ │
│ 2. CLASSIFICATION → 4-tier sensitivity model │
│ 🔴 CRITICAL: Board meetings, HR issues, legal matters │
│ 🟠 HIGH: Financial details, strategic plans, M&A │
│ 🟡 MEDIUM: Client specifics, pricing discussions │
│ 🟢 LOW: General updates, public information │
│ │
│ 3. HANDLING → Tier-based processing rules │
│ 🔴 CRITICAL: Index only metadata, no content analysis │
│ 🟠 HIGH: Index with redaction, human review required │
│ 🟡 MEDIUM: Standard processing, opt-out available │
│ 🟢 LOW: Full processing, automatic indexing │
│ │
│ 4. AUDIT → Complete audit trail for compliance │
│ - Who accessed what content when │
│ - Sensitivity classification history │
│ - Override and exception logging │
└─────────────────────────────────────────────────────────────┘
Per-Source Sensitivity Rules
| Data Source | Default Classification | Special Handling |
|---|---|---|
| S3 Video — Client meetings | 🟡 MEDIUM | Client name always searchable, content respects client confidentiality |
| S3 Video — Internal meetings | 🟠 HIGH | Participant list indexed, content flagged for HR/legal keywords |
| S3 Video — Board/exec | 🔴 CRITICAL | Metadata only, explicit approval for any content processing |
| Gmail — External client | 🟡 MEDIUM | Full processing, PII redacted in shared outputs |
| Gmail — Internal HR/legal | 🔴 CRITICAL | Index metadata only, no content analysis |
| Gmail — General business | 🟢 LOW | Full processing |
| Calendar — All events | 🟢 LOW | Metadata only (who, when, where), no content extraction from descriptions |
| Slack — Client channels | 🟡 MEDIUM | Standard processing, confidential threads excluded |
| Slack — Internal channels | 🟠 HIGH | Sensitivity scan on exec, hr, legal channels |
User Controls
Individual Opt-Out:
- Any employee can exclude their own calendar from intelligence features
- Gmail folders can be excluded (e.g., “Personal”, “Confidential”)
- Meeting classification can be overridden by meeting title keywords (“[PRIVATE]”, “[HR]”)
Admin Controls:
- Org-wide exclusion lists (domains, keywords, participants)
- Mandatory classification channels (auto-flag exec, hr)
- Retention policy enforcement (auto-delete after N days)
Phase 1: Foundation (Months 1–3)
1.1 Infrastructure Setup (Week 1–2)
Deliverables:
- Sensitivity classification service deployed
- S3 batch processing pipeline scaffold
- Gmail API integration with rate limiting
- Calendar API connection with webhook support
- Enhanced vector DB schema for source tagging
Dependencies:
- S3 read access + inventory list
- Google Workspace admin API keys
- TurboPuffer capacity planning + cost estimate
- Dagster cluster sizing for batch processing
1.2 S3 Video Archive Processing (Week 2–8)
Scope: ALL historical video in S3
Processing Pipeline:
S3 Inventory → Priority Queue → Transcription → Metadata → Indexing → Cleanup
↓ ↓ ↓ ↓ ↓ ↓
List all Sort by: Whisper API Scene TurboPuffer Original
objects size, date, (or Azure detection + Supabase kept for
client Speech) + OCR metadata reference
Cost Management:
- Estimated: ~10,000 hours of video
- Whisper cost: ~3,600 for full archive
- Azure Speech alternative for cost comparison
- Parallel processing: 50 concurrent jobs max to control costs
- Spot instance usage for transcoding where applicable
Sensitivity Integration:
- All videos classified before transcription
- CRITICAL videos: metadata only, no transcription
- HIGH videos: transcription with PII redaction review
Success Criteria:
- 100% of S3 video catalogued within 2 weeks
- 80% transcribed and indexed by end of Phase 1
- Processing rate: 100+ hours/day sustained
- Cost tracking dashboard with alerts at 50%, 75%, 100% budget
1.3 Gmail Integration (Week 3–8)
Scope: ALL historical Gmail + ongoing sync
Ingestion Strategy:
Gmail API Bulk Export → S3 Archive → Text Extraction → Entity Extraction → Indexing
↓ ↓ ↓ ↓ ↓
Rate-limited Immutable MIME parsing People, TurboPuffer
(250 quota units/ raw storage + attachment companies, + Entity
user/day) text extraction commitments, Graph
(PDF, DOC) dates
Rate Limiting Strategy:
- 250 quota units per user per day (Google limit)
- ~3,000 messages/day per user at typical quota cost
- Backfill queue: process oldest first (legal discovery precedent)
- Incremental sync: real-time via push notifications
Sensitivity for Email:
- Subject line always indexed (low sensitivity)
- Body content classified by keywords + attachments
- Attachment extraction with virus scanning
- Thread reconstruction maintains context
Entity Extraction Priority:
- People (from/to/cc, signatures)
- Companies (signature domains, mentioned orgs)
- Dates and deadlines (“by Friday”, “next week”)
- Commitments (“I will”, “we’ll send”, “I’ll prepare”)
- Action items (“need to”, “should”, “todo”)
Success Criteria:
- 100% of historical email indexed within 6 weeks
- Incremental sync latency: <5 minutes for new email
- Entity extraction accuracy: 85%+
- Thread reconstruction: 95%+ complete threads
1.4 Calendar Integration (Week 4–6)
Scope: Full organization calendar (read-only, metadata only)
Data Extracted:
- Event metadata: title, time, duration, location, attendees
- Recurrence patterns
- Attendance status (accepted/declined/tentative)
- Meeting descriptions (optional, sensitivity-scanned)
NOT Extracted:
- Private events (unless explicitly shared)
- Event descriptions marked sensitive
- Attachments on calendar invites (separate email flow)
Intelligence Features:
- Pre-meeting brief trigger (24 hours before)
- Post-meeting action extraction trigger
- Relationship cadence tracking
- Optimal meeting time suggestion
Success Criteria:
- 100% of org calendars connected within 2 weeks
- Pre-meeting briefs generated for 90%+ of external meetings
- Calendar-based relationship insights available
1.5 Unified Search MVP (Week 6–10)
First Release: Search across meetings, email, Slack
Search Interface:
- Natural language queries
- Source filters (email only, meetings only, all)
- Date range filters
- Person/company filters
- Confidence scoring
Result Presentation:
- Meetings: timestamped transcript + video link
- Email: thread summary + key excerpt + full thread link
- Slack: channel context + thread link
- Cross-source threading: “Related: 3 emails, 1 meeting”
Success Criteria:
- Sub-2-second search response time
- Relevance: top 3 results contain answer 80%+ of time
- Daily active users: 50%+ of team
1.6 Pre-Meeting Brief MVP (Week 8–12)
Brief Components:
- Last Contact Summary — Last meeting transcript summary
- Email Context — Recent threads, open questions, commitments
- Open Items — Outstanding Linear tickets, promised deliverables
- Relationship Health — Communication frequency, responsiveness trends
- Suggested Agenda — Based on open items and historical patterns
Delivery:
- 24 hours before external meetings
- Slack DM to meeting organizer
- Optional: calendar invite attachment
Success Criteria:
- Generated for 80%+ of external meetings
- Organizer opens brief 60%+ of the time
- Positive feedback: “saved me time” or “caught something I missed”
Phase 2: Intelligence (Months 4–6)
2.1 Cross-Channel Action & Commitment Tracking
Unified Action Register:
- Extract from: meetings, email, Slack
- Deduplicate: same action mentioned in multiple channels
- Track: owner, deadline, source, confidence
- Alert: approaching deadline, overdue, completed
Commitment Detection:
- Pattern matching: “I will”, “we’ll”, “I’ll”, “by [date]”
- Deadline extraction: explicit dates, relative dates (“next Friday”)
- Owner assignment: speaker/writer detection
- Recipient tracking: who was the commitment made to
2.2 Relationship Health Scoring
Metrics (Cross-Channel):
- Communication velocity: messages per week across all channels
- Response time: average time to reply by channel
- Sentiment trajectory: positive/negative trend over 30/60/90 days
- Meeting quality: attendance, engagement, outcomes
- Staleness: days since last meaningful contact
Health Score Calculation:
Health = (Communication Velocity × 0.3) +
(Response Quality × 0.25) +
(Sentiment Trajectory × 0.2) +
(Meeting Quality × 0.15) +
(Recency × 0.1)
2.3 Deal Communication Timeline
Timeline View:
- Chronological: all touchpoints with a company/deal
- Filterable: by channel, by participant, by topic
- Searchable: within deal context
- Exportable: for handoffs, post-mortems
Automatic Tagging:
- Deal stage transitions (detected from content)
- Stakeholder identification (who participated when)
- Objection moments (flagged for review)
- Commitment moments (tracked for fulfillment)
2.4 Market Intelligence Feeds
Data Sources (Budget Approved):
| Source | Cost/Year | Data | Integration |
|---|---|---|---|
| Crunchbase Pro | ~$300 | Funding, acquisitions, leadership | API + webhooks |
| LinkedIn Sales Navigator | ~$1,500/user | Hiring patterns, leadership changes | Manual + API |
| SEMrush/Ahrefs | ~$2,000 | SEO trends, competitor content | API |
| G2/Capterra | ~$5,000 | Review trends, category shifts | API + scraping |
| SEC EDGAR | Free | 10-K, 10-Q, 8-K filings | Direct API |
| News APIs | ~$500 | Industry news, press releases | NewsAPI, GDELT |
| Industry Reports | Variable | Gartner, Forrester, IDC | Manual ingestion |
Signal Detection:
- Funding announcements → Expansion opportunity alert
- Leadership changes → Champion risk/reach-out trigger
- Competitive launches → Positioning alert
- Regulatory changes → Compliance opportunity
- Hiring surges → Demand signal
2.5 Communication Pattern Mining
Pattern Discovery:
- Winning deal patterns: “Deals that close in 30 days have…”
- Risk patterns: “Deals that stall show…”
- Top performer patterns: “Top AEs consistently…”
- Response patterns: “Reply rates highest when…”
Validation:
- A/B test recommendations
- Cohort analysis by outcome
- Confidence scoring on patterns
- Continuous re-evaluation
Phase 3: Systematization (Months 7–9)
3.1 Voice-of-Customer Radar
Feature Request Extraction:
- Cross-channel clustering: “I wish…”, “We need…”, “Do you support…”
- Frequency scoring: how many times mentioned
- Account weighting: ARR of requesting accounts
- Trend detection: emerging themes over time
Pain Point Tracking:
- Frustration detection: sentiment + keyword patterns
- Severity scoring: frequency + impact language
- Resolution tracking: was it addressed? satisfaction?
Integration with Product:
- Weekly digest to product team
- Linear ticket suggestions with context
- Customer validation invitations
3.2 Smart Clips Generator
Clip Types:
- Decision moments: “We’ve decided to…”
- Objection handling: “The concern is…” → response
- Feature requests: “What we really need is…”
- Success stories: “Since implementing…”
- Executive quotes: C-level commentary
Generation Pipeline:
- Key moment detection (transcript analysis)
- Video timestamp extraction (scene matching)
- Clip boundaries (5-second buffer on each side)
- Transcript overlay generation
- Shareable link creation
- CRM/Slack integration
3.3 Meeting QA Scorecards
Metrics:
- Talk ratio (rep vs. prospect)
- Discovery questions (count + depth)
- Objection handling (detected + response quality)
- Next-step clarity (explicit commitment language)
- Call structure (agenda, recap, actions)
Benchmarking:
- Individual vs. team average
- Trend over time
- Correlation with outcomes (closed-won correlation)
3.4 Email Coaching
Analysis:
- Response rate by length, tone, timing
- Question quality (open vs. closed)
- Follow-through rate
- Subject line effectiveness
- Thread management patterns
Recommendations:
- “Try asking an open question here”
- “Your response time is 2x team average — speed up”
- “This email is 200+ words; 50-100 gets better responses”
Phase 4: Platform (Months 10–18)
4.1 Unified Org Intelligence Graph
Graph Schema:
NODES:
- Person (email, role, expertise, communication style)
- Company (domain, industry, health score, lifecycle stage)
- Project (status, team, dependencies, blockers)
- Deal (stage, value, timeline, participants)
- Decision (who, when, what, status)
- Commitment (who, to whom, what, deadline, fulfilled?)
- Topic (extracted themes, frequency, trend)
EDGES:
- COMMUNICATED_WITH (frequency, recency, sentiment)
- WORKS_ON (role, start date, allocation)
- DEPENDS_ON (dependency type, criticality)
- DECIDED (confidence, outcome, reversed?)
- COMMITTED_TO (deadline, fulfilled, communication channel)
- INTERESTED_IN (topic, intensity, recency)
Query Interface:
- Natural language: “Who knows the most about AWS migrations?”
- Graph queries: “Show all people who’ve worked with EnterpriseCo”
- Path finding: “Shortest connection to CTO of TargetCo”
4.2 Predictive Opportunity Engine
Opportunity Types:
- Expansion triggers: Client raised funding, hired team, launched product
- New logo: Market signal + your expertise match
- Churn prevention: Communication decline + market stress
- Competitive displacement: Client frustration + your capability
- Timing optimization: Industry event + client milestone
Scoring Model:
Opportunity Score = (Signal Strength × 0.4) +
(Fit to Expertise × 0.3) +
(Timing Urgency × 0.2) +
(Access Likelihood × 0.1)
4.3 Autonomous Relationship Management
Autonomous Actions (with human approval gates):
| Action | Confidence Threshold | Human Gate |
|---|---|---|
| Draft check-in email | 80% | Preview before send |
| Suggest meeting times | 90% | Auto-send below threshold |
| Share relevant content | 85% | Preview with context |
| Flag at-risk account | 70% | Alert only, no action |
| Schedule quarterly review | 90% | Calendar integration |
Learning Loop:
- Track which autonomous suggestions were accepted
- Feedback on sent messages (response rate, sentiment)
- Continuous model improvement
4.4 Market Intelligence Platform (Productized)
Service Tiers:
| Tier | Price | Includes |
|---|---|---|
| Pulse | $500/mo | Weekly industry digest, 3 competitors tracked |
| Radar | $2,000/mo | Daily alerts, 10 competitors, custom topics |
| Command | $5,000/mo | Real-time alerts, unlimited competitors, custom analysis, API access |
Deliverables:
- Automated market reports (PDF + dashboard)
- Competitor monitoring with change alerts
- Opportunity sizing based on market signals
- Custom query interface (“What’s happening in X?”)
Phase 5: Moonshots (Months 18+)
5.1 Communication Simulator
Training Environment:
- AI-generated scenarios from real patterns
- Difficulty levels: novice, intermediate, expert
- Industry-specific modules
- Performance tracking and certification
Scenario Sources:
- Difficult objections from deal history
- Complex stakeholder situations
- Executive conversation patterns
- Crisis recovery stories
5.2 Outcome-Autonomous Revenue Organization
Agent Teams:
- Prospecting Agent: Identifies targets, drafts outreach, manages sequence
- Deal Agent: Manages active deals, schedules next steps, handles objections
- Expansion Agent: Monitors health, identifies expansion signals, manages upsell
- Market Agent: Tracks industry, identifies opportunities, feeds prospecting
Governance:
- Weekly review of agent actions
- Quarterly goal setting with human leadership
- Exception handling protocols
- Kill switch for any agent
5.3 Collective Intelligence Network
Cross-Client Insights:
- Benchmarking: “Your onboarding is X% faster than peers”
- Trend detection: “5 clients mentioned Y this month”
- Best practice sharing: “Top performers do Z”
- Market timing: “Q2 is historically best for X”
Privacy Model:
- Differential privacy: noise added to prevent individual identification
- Minimum cohort size: insights only for groups of 5+
- Opt-in only: clients choose to participate
- No raw data sharing: insights only, never underlying data
Resource Requirements
Team Structure
| Role | Phase 1 | Phase 2 | Phase 3+ |
|---|---|---|---|
| Platform Engineer | 2 | 2 | 2 |
| ML/AI Engineer | 1 | 2 | 2 |
| Data Engineer | 1 | 2 | 2 |
| Product Manager | 0.5 | 1 | 1 |
| Frontend Engineer | 1 | 1 | 2 |
| DevOps/SRE | 0.5 | 1 | 1 |
| Total FTE | 6 | 9 | 10 |
Infrastructure Costs (Monthly)
| Component | Phase 1 | Phase 2 | Phase 3 | Phase 4 |
|---|---|---|---|---|
| S3 Processing | $5,000 | $1,000 | $500 | $500 |
| Transcription | $3,600 | $800 | $500 | $500 |
| Vector DB | $500 | $1,000 | $2,000 | $3,000 |
| Compute | $1,000 | $2,000 | $3,000 | $4,000 |
| Market Intel Feeds | $500 | $1,000 | $1,500 | $2,000 |
| Total | ~$10,600 | ~$5,800 | ~$7,500 | ~$10,000 |
Note: Phase 1 spike due to one-time backfill processing
External Services Budget
| Service | Annual Cost |
|---|---|
| Crunchbase Pro | $3,600 |
| LinkedIn Sales Navigator (3 seats) | $4,500 |
| SEMrush Business | $6,000 |
| NewsAPI + GDELT | $6,000 |
| Industry Reports | $10,000 |
| Misc (G2, Capterra, etc.) | $5,000 |
| Total | $35,100/year |
Risk Management
Technical Risks
| Risk | Likelihood | Impact | Mitigation |
|---|---|---|---|
| Gmail API rate limits | High | Medium | Incremental sync, retry logic, queue management |
| S3 processing cost overrun | Medium | High | Cost alerts, parallel limits, spot instances |
| Entity resolution accuracy | Medium | Medium | Human verification workflow, confidence thresholds |
| Search latency at scale | Medium | Medium | Hierarchical indexing, caching, query optimization |
| Model hallucination | Medium | High | Confidence scoring, human verification for high-stakes |
Business Risks
| Risk | Likelihood | Impact | Mitigation |
|---|---|---|---|
| Low adoption | Medium | High | Start with power users, demonstrate value, gradual rollout |
| Privacy concerns | Medium | High | Sensitivity framework, opt-out, transparency, audit |
| Alert fatigue | Medium | Medium | Smart prioritization, digest format, thresholds |
| Competition | Low | Medium | Proprietary data moat, continuous improvement |
| Scope creep | High | Medium | Strict phase gates, MVP focus, defer nice-to-haves |
Compliance Risks
| Risk | Mitigation |
|---|---|
| GDPR (EU clients) | Data processing agreements, right to deletion, audit trail |
| CCPA (California) | Opt-out mechanisms, data inventory, disclosure |
| SOC 2 | Access controls, audit logging, encryption, monitoring |
| Client confidentiality | Tenant isolation, no cross-contamination, sensitivity classification |
Success Metrics by Phase
Phase 1 (Month 3)
| Metric | Target | Measurement |
|---|---|---|
| S3 video processed | 80%+ | Objects transcribed / total objects |
| Historical email indexed | 100% | Messages indexed / total messages |
| Calendar connected | 100% | Users with calendar integration |
| Pre-meeting briefs generated | 80%+ | External meetings with briefs |
| Unified search DAU | 50%+ | Daily active users / total users |
| Time to find information | <30s | User-reported search time |
| Cost on budget | 100% | Actual / planned spend |
Phase 2 (Month 6)
| Metric | Target | Measurement |
|---|---|---|
| Action extraction coverage | 90% | Actions captured / total commitments |
| Relationship health scores | 50 accounts | Accounts with full scoring |
| Market alerts actionable | 5+/week | Alerts with follow-up actions |
| Deal timeline usage | 70% | Deals with timeline viewed |
| User-reported time saved | 5+ hrs/week | Survey response average |
Phase 3 (Month 9)
| Metric | Target | Measurement |
|---|---|---|
| VoC Radar usage | 100% product team | Weekly active users |
| Meeting scorecard delivery | <1 hour | Time from meeting end to scorecard |
| Clip relevance rate | 70%+ | User-confirmed relevant clips |
| Forecast accuracy | +20% | Comparison to pre-implementation |
Phase 4 (Month 18)
| Metric | Target | Measurement |
|---|---|---|
| Complex query success | 85%+ | Queries with satisfactory answer |
| Predictive opportunities | 10+/month | Opportunities surfaced |
| Autonomous task completion | 30% | Low-touch tasks handled automatically |
| Market intel product revenue | $20K MRR | External customer revenue |
| Platform NPS | 50+ | Net Promoter Score survey |
Decision Log
| Date | Decision | Rationale | Alternatives Considered |
|---|---|---|---|
| 2026-03-14 | Process ALL S3 video | Maximum data moat value | Prioritized subset (rejected: loses historical value) |
| 2026-03-14 | Sensitivity check required | Privacy compliance, trust | Post-hoc classification (rejected: risk of exposure) |
| 2026-03-14 | Full org calendar | Complete relationship intelligence | Opt-in only (rejected: incomplete picture) |
| 2026-03-14 | Budget approved for market intel | Quality external signals | Free sources only (rejected: insufficient coverage) |
| 2026-03-14 | Cross-client benchmarking approved | Long-term product direction | Keep proprietary (rejected: limits value) |
Next Steps (Planning Complete)
Immediate (This Week)
- Review this plan with stakeholders
- Confirm Phase 1 resource allocation
- Validate cost estimates
- Approve external service procurement
Pre-Implementation (Next 2 Weeks)
- S3 inventory and access verification
- Google Workspace admin API setup
- Sensitivity classification model selection
- Phase 1 ticket creation in Linear
- Success metric baseline measurement
Phase 1 Kickoff (Month 1)
- Sprint planning for Week 1–2 infrastructure
- S3 processing pipeline deployment
- Gmail API integration begin
- Weekly status review establishment
Related Documents
| Document | Purpose |
|---|---|
| Audio/Video/Data Roadmap | Strategic vision and 30+ project concepts |
| Data Platform Roadmap | Infrastructure and pipeline planning |
| Slack Assistant Roadmap | Internal AI assistant integration |
| Sensitivity Framework (this doc) | Privacy and classification system |
Document History
| Date | Change |
|---|---|
| 2026-03-14 | v1 — Complete implementation plan with sensitivity framework, resource requirements, phase-by-phase execution |