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Meeting records built for accountability.

Record your meetings. Let ācta draft the minutes. Approve, distribute, and track acknowledgement with a tamper-evident audit trail.

Purpose-built for teams where what was decided actually matters.

Sample record · a fictional organization

When recorded, return to

  1. Dana Whitcomb, ChairConfirmed
  2. Luis Ortega, TreasurerConfirmed
  3. Joan Feld, DirectorConfirmed
  4. Marcus Bell, DirectorNot yet confirmed
  5. Ellen Cho, DirectorNot yet confirmed
  6. Tom Avery, DirectorNot yet confirmed

3 of 6 confirmed. No account needed to confirm.

Space above this line for recorder’s use

Minutes of the regular meeting of the Board of Directors

Harbor Street Community Pantry · Tuesday, October 6, 2026, 7:00 p.m. · Fellowship Hall and by video

Present: Dana Whitcomb (Chair), Luis Ortega (Treasurer), Priya Raman (Secretary), Joan Feld, Marcus Bell. Absent: Ellen Cho, Tom Avery. A quorum was present.

  1. Call to order. The Chair called the meeting to order at 7:02 p.m.
  2. Minutes. The minutes of September 1 were approved as distributed.
  3. Operating budget. Moved by Luis Ortega, seconded by Joan Feld, that the Board adopt the FY2027 operating budget of $184,500 as presented. Off the record · 1 min 40 s removed before drafting Annotation: the secretary marked this part off the record. ācta removed it word by word before any AI model saw the transcript. Carried, 4 in favor, 1 opposed (Bell).
  4. Actions. Priya Raman to send the adopted budget to the regional food bank by October 20. Marcus Bell to get two quotes for the walk-in cooler repair by the November meeting.
  5. Adjournment. The meeting adjourned at 8:14 p.m.

Approved by Priya Raman, Secretary, on October 8, 2026.

Annotation: ācta drafted the motion, the vote, and the actions from the recording. The secretary corrected the draft and approved it. Nothing is final until a person approves it.

From the meeting to the record, in one chain

Every step is part of the same record. Nothing leaves the chain, and nothing joins it without a person’s approval.

  1. Recorded

    You record in ācta or upload audio you already have. No bot joins the meeting.

  2. Off the record

    Moments you mark are removed word by word before any AI model sees the transcript.

  3. Drafted

    ācta drafts the minutes: motions, votes, decisions, and action items.

  4. Approved

    A person reviews, corrects, and approves the draft. Nothing is final before that.

  5. Sealed

    Approval seals the minutes with a SHA-256 hash. A change needs a change request.

  6. Returned

    Each member gets a secure link and confirms receipt. No account needed.

    The sample record is here: 3 of 6 confirmed

  7. Indexed

    Every decision and action joins the register with an owner and a status.

One register of every decision

Each decision and action from every meeting lands in one register, with its owner, its status, and the record it came from. The register grows more useful with every meeting.

7 entries

Sample register for a fictional organization
Meeting Decision or action Owner Status Record
Adopted the FY2027 operating budget of $184,500 Board Decided fb10d894
Send the adopted budget to the regional food bank P. Raman Due Oct 20 fb10d894
Get two quotes for the walk-in cooler repair M. Bell Open fb10d894
Approved the volunteer background-check policy Board Decided c41d07b2
Renew the county food-safety permit L. Ortega Done c41d07b2
Moved distribution day to Saturdays Board Decided 9e2b58f0
Post the new schedule at both sites J. Feld Done 9e2b58f0

Confidential by design

A sanctioned place for AI-drafted minutes, so confidential meetings stay out of personal chatbots.

Transcript excerpt · sample · item 3, operating budget
  1. Dana Whitcomb

    Next item is the budget. Luis, you have the floor.

  2. Luis Ortega

    The FY2027 numbers are in the packet. I move that we adopt them as presented.

  3. Off the record

    1 min 40 s removed word by word. No AI model saw it.

  4. Joan Feld

    I’ll second the motion.

  5. Dana Whitcomb

    All in favor? Opposed? The motion carries, four to one.

  1. Off the record means off the record

    Mark a moment off the record, and ācta removes it word by word before any AI model sees the transcript.

  2. Access by role and workspace

    Each person has a role in your organization, from owner to viewer, and is given access to specific workspaces. Every request is checked against that access, and access can be revoked.

  3. A trail you can show

    Approvals and changes to minutes go into a tamper-evident audit trail, and every action by an external auditor is logged.

  4. You set the retention

    Your organization sets how long audio and transcripts are kept.

Where ācta stands today. ācta is built with SOC 2 and GDPR requirements in mind. It holds no compliance certification or audit report today, and a SOC 2 audit may come later. ācta does not support protected health information.

Read the full security and compliance status

Who ācta is for

Organizations that must keep minutes. Most come to ācta from one of two places: a shared document that anyone can edit, or a board portal that does far more than they need.

Boards that keep minutes in a shared document

Nonprofits, HOAs, associations, and volunteer boards

Today
The secretary types the minutes into a shared document. To save time, they paste the recording or their notes into a personal AI tool. Approval happens by reply-all.
The problem
Nobody can say which version the board approved. Confidential discussion leaves the organization through a personal account. Decisions and actions get lost between meetings.
With ācta
One sanctioned place for the whole job. Moments marked off the record are removed before any AI model sees the transcript. The secretary approves the draft, members confirm with one click, and every decision goes into the register.

Organizations weighing a board portal for their minutes

Committees, established nonprofits, and firms

Today
Board portals bundle board books, e-voting, file storage, and more. The minutes are one small part of a large suite.
The problem
You pay for and set up every module to get the one job you need. Board portals are expensive and heavy, and members often need an account in a large system just to read and approve the minutes.
With ācta
ācta focuses on the record: drafting, approval, confirmation, and the register. Members confirm receipt through a secure link, with no account. It works for one person or a large organization.

Need board books or e-voting today? A board portal is the better fit for now.

Questions

More detail is in the guide. Questions about your organization: support@actaminutes.com.

Is ācta an AI note-taker?

No. A note-taker gives you a summary that anyone can edit. ācta gives you minutes that a person approves, that are sealed when they are approved, and that every member confirms. The record is the product, not the summary.

What does tamper-evident mean?

When a person approves the minutes, ācta seals them with a SHA-256 hash and adds the approval to a tamper-evident audit trail. If anyone changes the document after that, it no longer matches its hash, so the change shows when the record is checked. Approved minutes cannot be edited. A change needs a change request, and each approved change creates a new version.

Who can check a record?

Anyone with access to the workspace can check that a PDF matches its sealed record. An external auditor can check records in an audit session without an account, and every action by an external auditor is logged.

Do recipients need an account?

No. Each recipient gets a secure email link and confirms receipt with one click. ācta records who confirmed and when.

What happens to confidential discussion?

Mark a moment off the record, and ācta removes it word by word before any AI model sees the transcript. Each person is given access to specific workspaces, and every request is checked against that access. Your organization sets how long audio and transcripts are kept. We use analytics and error tracking only to improve ācta. We never sell your data or use it for advertising.

What does the beta cost, and when can I start?

ācta is free during the beta. The first 150 sign-ups get a spot in the beta when it opens. Later sign-ups wait for launch.

Put your next meeting on the record.

Free during the beta.

The beta is limited to the first 150 sign-ups.

Tell us about your meetings (optional)

We send one confirmation email, then write when the beta opens. Privacy policy