Automated archiving and categorization of meeting minutes and cultural resources

Purpose

 1.1. Automate the entire process of capturing, archiving, and categorizing meeting minutes and associated cultural resources for faster knowledge retrieval and robust governance.
 1.2. Automates the assignment of metadata, filing under custom taxonomies relevant to Maori heritage, and links to cultural resources, ensuring knowledge is preserved and systematically accessible.
 1.3. Automating the consolidation of multi-format files (documents, audio, video) for meetings and cultural events into a central repository with search, tagging, and compliance features tailored for Indigenous groups.
 1.4. Enables organizations to automatedly disseminate summarized records and resources to authorized stakeholders, protecting both privacy and culturally sensitive information.

Trigger Conditions

 2.1. Meeting concluded and minutes finalized.
 2.2. New resource file (document, image, audio, or video) uploaded via a designated channel (email, cloud folder, or form submission).
 2.3. Scheduled periodic scan (e.g., nightly/weekly cron job) for new meeting/Cultural event entries.
 2.4. User submits new content for archiving through an approved intake portal or app.
 2.5. Auto-detection of subject tags (e.g., by keyword or AI classifier) triggers classification and storage workflow.

Platform Variants

 3.1. Microsoft SharePoint
  • Feature/Setting: Automate with Power Automate to trigger on new file creation, add metadata columns (“meeting type”, “rohe”, “taonga”), and move files to designated libraries with versioning.
 3.2. Google Drive
  • Feature/Setting: Automates file uploads with Apps Script; use Drive API for automated folder assignment and Optical Character Recognition (OCR) for text extraction.
 3.3. Dropbox
  • Feature/Setting: Automate new file detection with Dropbox API webhooks, initiate categorization script, and move to archival folders.
 3.4. Box
  • Feature/Setting: Utilizes Box Skills API for AI-driven content tagging, with automated workflow for folder organization.
 3.5. OneDrive
  • Feature/Setting: Microsoft Graph API to automate file moves, permission setting, and retention policy enforcement.
 3.6. Notion
  • Feature/Setting: Automate new page creation by API when minutes/resources are posted, then auto-tag and cross-link to relevant projects.
 3.7. Airtable
  • Feature/Setting: Automating new record entry using Airtable Automations and categorization with custom fields and filtered views.
 3.8. Confluence
  • Feature/Setting: REST API for automated upload and page generation; categorize using label automation and space assignment.
 3.9. Slack
  • Feature/Setting: Automate file and note detection in channels with Slack Events API, archive via bot, tag, and store in connected drive.
 3.10. Trello
  • Feature/Setting: Automate card creation and attachments for each meeting, classify using board custom fields and automated lists.
 3.11. AWS S3
  • Feature/Setting: S3 Event Notifications for new uploads, Lambda functions for automated metadata assignment, Glacier for long-term archiving.
 3.12. Google Workspace (Apps Script)
  • Feature/Setting: Automate email parsing and file extraction from Gmail or Drive, categorize and archive via script.
 3.13. Egnyte
  • Feature/Setting: Egnyte APIs to automate network folder scans, tagging, and secure archiving workflows.
 3.14. M-Files
  • Feature/Setting: Automated classification via metadata-driven workflows, auto-population of document classes, and retention rules.
 3.15. Alfresco
  • Feature/Setting: Content model automation using Alfresco Rules and REST API triggers for automated categorization and archival.
 3.16. IBM FileNet
  • Feature/Setting: Automated document entry and processing using workflow automation rules, including taxonomy mapping.
 3.17. Laserfiche
  • Feature/Setting: Workflow automation for file import, template assignment, and custom metadata tagging for cultural relevance.
 3.18. Zoho WorkDrive
  • Feature/Setting: Automate with Zoho Flow to detect new uploads, categorize, and archivedly organize shared knowledge.
 3.19. Monday.com
  • Feature/Setting: Automate file tracking and categorization via Monday automations, linking resources by project or heritage group.
 3.20. Jotform
  • Feature/Setting: Automate intake of meeting minutes and resources via form submission, auto-save to platform of choice, categorize by tags.
 3.21. Evernote
  • Feature/Setting: Automated note import from emails or integrations, tag, and organize by notebook/labels for quick cultural reference.
 3.22. Zoho Docs
  • Feature/Setting: Automate new document workflows and categorization with Zoho's Document APIs.
 3.23. Oracle Content and Experience
  • Feature/Setting: Automate content upload, review, and category assignment using Component APIs and Webhooks.

Benefits

 4.1. Automates compliance and governance by enforcing archiving rules, privacy, and retention timelines for Indigenous knowledge.
 4.2. Accelerates discovery and sharing of cultural and organizational insights, saving manual handling time.
 4.3. Strengthens organizational memory by automatedly organizing and preserving unique Maori assets.
 4.4. Reduces risk of data loss or human error in cultural recordkeeping by automating workflows.
 4.5. Increases transparency and accessibility for authorized members, while maintaining strict data sovereignty controls throughout the automation cycle.