AI meeting minutes, drafted from the meeting, adopted by the secretary.
The GovernCore note taker sits in your online board and committee meetings. Afterwards it writes the draft minutes item by item, and the actions it heard, and sends them to the secretary and the chair. The minutes of record are still the secretary's.
Invited to every online meeting
When a meeting in GovernCore has an online link, the note taker is booked for it automatically. It joins at the start time, shows the GovernCore tile, and posts a message explaining that it keeps a written transcript for the company secretary and that no audio or video is kept. If anyone objects, they tell the chair.
If the meeting moves, the booking moves with it. If the secretary switches the note taker off for that meeting, the booking is withdrawn.
After the meeting, a draft within minutes
When the meeting ends, the transcript is read against the agenda. For each item, the assistant drafts the discussion in the third person, the way board minutes are written, keeping only what was said. It also lists the actions it heard, with the person and the date where they were mentioned.
The draft goes by email to the secretary and the chair, and waits in the minutes editor. The actions wait on the meeting page, each to be confirmed with an owner and a date before it enters the action register.
What stays with people
- Placing the draft in the minutes is a named, logged act by the secretary.
- The secretary edits, circulates for comment, and takes the comments in.
- The committee adopts the minutes at its next meeting; adopted minutes are locked and fingerprinted, so a later change would show.
- No action enters the register until a person confirms it.
How the text is handled
The transcript is stored encrypted with the organisation's own records. To write the draft, the agenda and the transcript go to a hosted language model through the operator GovernCore uses, and every draft records which model wrote it. Drafting can be switched off for the organisation, a committee or one meeting; the minutes then work exactly as before, from the agenda and the secretary's notes.
The note taker is part of the board portal, and the same assistant briefs directors on each pack and flags conflicts of interest before the meeting.
Questions asked
1Does the note taker record audio or video?
No. It keeps a written transcript only, which is stored encrypted with the organisation's records. No audio or video of the meeting is kept.
2Which meeting platforms does it join?
Microsoft Teams, Google Meet and Zoom. It joins from the meeting's link at the start time and introduces itself in the chat.
3Can a meeting be held without it?
Yes. The secretary can keep the note taker out of any single meeting, and the organisation can switch it off altogether.
4Who receives the draft minutes?
By default the secretary and the chair of the committee, to review first. An organisation can choose to send them to everyone who attended instead.
5What about meetings held in person?
Upload the transcript or the caption file from the meeting, and the draft minutes and actions are written the same way.
6Is the draft the minutes?
No. It is a labelled draft. The secretary places it in the minutes, edits it, circulates the minutes for comment, and the committee adopts them at its next meeting, after which they are locked.