Meeting and Agenda ManagementPurpose
1.2. To automate archiving in a secure, searchable format, supporting transparency and compliance for public administrative function.
1.3. To enable automated distribution of minutes to predefined recipients, ensuring timely communication.
1.4. To streamline traceability via metadata tagging and automated indexing.
1.5. To automate the linkage between agenda items and recorded decisions for auditable council processes.
Trigger Conditions
2.2. Call or videoconference session initiation marked as official council proceedings.
2.3. Upload or creation of audio/video meeting files in designated council storage.
2.4. Receipt of transcription-ready files in council inbox.
2.5. Council secretary triggers automation via meeting completion workflow.
Platform Variants
3.1. Microsoft Teams
• Feature/Setting: Teams Meetings API; automate recording capture and trigger export on meeting close.
3.2. Zoom
• Feature/Setting: Cloud Recording Webhooks; automate extraction and push to transcription/archiving flow.
3.3. Google Meet
• Feature/Setting: Meet Recordings export; automate export via Google Drive API.
3.4. Otter.ai
• Feature/Setting: Auto-sync meetings, automate live transcription and minutes export in DOCX/PDF.
3.5. AWS Transcribe
• Feature/Setting: StartTranscriptionJob API; automate transcription from uploaded audio file.
3.6. Google Speech-to-Text
• Feature/Setting: Automatic transcription and JSON export via REST API; automate input/output workflow.
3.7. IBM Watson Speech to Text
• Feature/Setting: Real-time recognition WebSocket; automate integration with council recording system.
3.8. Trint
• Feature/Setting: Automated transcription and export via Trint API for automated archiving.
3.9. Notion
• Feature/Setting: Automated page creation via API; automate insertion and categorization of meeting minutes.
3.10. OneDrive
• Feature/Setting: File creation webhook; automate archiving minutes under standardized folder structure.
3.11. SharePoint
• Feature/Setting: Document Library API; automate document upload and permission setting.
3.12. Box
• Feature/Setting: Automated folder creation and file upload via Box API.
3.13. Dropbox
• Feature/Setting: Automated file upload and sharing via Dropbox API.
3.14. Google Drive
• Feature/Setting: Automated folder and file management, sharing with designated users/team.
3.15. Evernote
• Feature/Setting: Automated note creation and tagging via Evernote API for archiving minutes.
3.16. Slack
• Feature/Setting: Automated posting and document sharing in dedicated council channel.
3.17. Docusign
• Feature/Setting: Automated document workflow for approval and e-signature on minutes.
3.18. DocuWare
• Feature/Setting: Automated document indexing and archiving via DocuWare REST API.
3.19. Adobe Acrobat Sign
• Feature/Setting: Automated PDF minute routing for review/signature via REST API.
3.20. Monday.com
• Feature/Setting: Automated item creation and status updates linked to meeting minutes.
3.21. Asana
• Feature/Setting: Automated task creation for post-meeting follow-up.
3.22. Jira
• Feature/Setting: Automated issue creation linked to meeting action points.
Benefits
4.2. Automated archiving improves compliance and audit readiness.
4.3. Automates timely communication, reducing lag in action assignment.
4.4. Automates traceability, supporting public records obligations.
4.5. Automates data security and confidentiality with controlled access.
4.6. Minimizes risk of lost or incomplete records via automation.
4.7. Automates structured, searchable minutes for future review.
4.8. Automates workflow triggers for tasks spawned by meetings.
4.9. Automates error reduction in document handling.
4.10. Automates agenda/minute linkage for governance clarity.