Digital archiving of meeting minutes and resolutions

Purpose

1. Automate digital archiving of meeting minutes and resolutions for architectural associations, ensuring secure, searchable, and compliant record-keeping.

2. Automating central collection, categorization, versioning, and sharing of documents.

3. Enabling automated compliance audits, process traceability, and knowledge sharing across teams.

4. Automated archiving maintains legal and regulatory requirements, streamlines retrieval and approvals.

5. Enables metadata tagging for search automation, automated notifications, and role-based access to sensitive data.

Trigger Conditions

1. Automated when a document (minutes or resolutions) is finalized and marked as approved by a board member.

2. Automates on upload of meeting minutes into a shared drive or document management system.

3. Automator triggers on receiving an approval workflow completion event in project management or workflow software.

4. Automation triggered upon email with qualifying attachment to specific inbox (e.g., “[email protected]”).

5. Automatable trigger through API call or webhook from meeting note-taking solutions.

Platform Variants

1. Microsoft SharePoint

• Feature/Setting: Automated Document Library; configure Power Automate flows to move approved files, apply retention labels.
  

2. Google Drive

• Feature/Setting: Google Apps Script/Drive API; automate moving files to archive folders, set permissions, auto-tag with meeting info.
  

3. Dropbox

• Feature/Setting: File Request + API; automate archive on new upload and send automated notifications to stakeholders.
  

4. Box

• Feature/Setting: Box Relay; automate workflows for uploading, tagging, and archiving approved documents.
  

5. DocuSign

• Feature/Setting: DocuSign Connect Webhooks; automate archiving signed resolution PDFs to a dedicated folder.
  

6. Zapier

• Feature/Setting: Triggers for document approval; automate multi-platform archiving using document management actions.
  

7. Slack

• Feature/Setting: Workflow Builder + Slack API; automate posting links to archived minutes to channels for notification.
  

8. Monday.com

• Feature/Setting: Automations Center; automate moving documentation to archive column and triggering file exports.
  

9. OneDrive for Business

• Feature/Setting: Power Automate integration; automate transfer of files to locked archival folders.
  

10. Notion

• Feature/Setting: Notion API; automate creating meeting minutes pages, moving approved records to an archive database.
  

11. Airtable

• Feature/Setting: Airtable Automations; automatedly store, tag, and filter minutes for easy retrieval.
  

12. Confluence

• Feature/Setting: Page Archiving Automation; automatic movement of approved pages to archive spaces.
  

13. Trello

• Feature/Setting: Butler Power-Ups; automate moving meeting cards with attachments into an archival board.
  

14. Adobe Sign

• Feature/Setting: Agreement Complete webhook; automatic upload of signed documents to cloud storage.
  

15. Jotform

• Feature/Setting: Jotform API/Integration; automate generation and archiving of filled forms for each meeting.
  

16. Egnyte

• Feature/Setting: Egnyte Workflow Automation; automate document archiving and compliance tagging.
  

17. Salesforce

• Feature/Setting: Salesforce Flow; automate storing and linking minutes/resolutions to project or account records.
  

18. Zoho WorkDrive

• Feature/Setting: Zoho Flow automation; automate folder creation and secure archive on meeting completion.
  

19. Asana

• Feature/Setting: Asana Rules; automate converting approved meeting task records to archive projects.
  

20. AWS S3

• Feature/Setting: S3 Event Notifications; automate upload of minutes to versioned archive buckets, lifecycle policy management.
  

Benefits

1. Automating archiving saves time and eliminates manual errors.

2. Automated storage ensures compliance and instant retrieval.

3. Automation provides audit-friendly records and regulatory traceability.

4. Automator systems standardize workflow, ensuring data integrity.

5. Automating notifications keeps stakeholders informed of all archiving events.

6. Automation promotes organizational transparency and facilitates collaboration.

7. Automatable processes reduce risks of data loss and unauthorized access.

8. Automated metadata tagging boosts document searchability.

9. Automation centralizes knowledge, supporting continuity in leadership transitions.

10. Automating versioning protects historical record fidelity.