AI Note-Taker Policy Builder

Why a board needs an AI note-taker policy

Many meetings now use software that records, transcribes, and summarizes what people say. Some boards allow it. Some ban it. Many have not decided. Without a written policy, each person decides alone.

A policy sets the rules before a problem occurs. It says which meetings may use the tool, what happens in executive session, who approves a tool, and how long recordings stay. It also makes one fact clear. The approved minutes are the official record. An AI draft is not.

How to use the builder

1. Enter the organization name. This field is optional. The name appears only in the document.
2. Choose the type of organization. Answer each question about meetings, consent, objections, approval, retention, and personal accounts.
3. Select Build policy. Join the beta waitlist with your work email to see the policy.
4. Copy the text, print it or save it as a PDF, or download a Word file.
5. Give the draft to your counsel. Adopt it by a vote of your board.

The builder joins fixed clauses that are written in advance. It does not use AI. The builder runs in your browser. Your organization name and the policy text never leave it. We record only which options you chose.

A worked example

A homeowners association board allows a tool at all meetings. It never records executive session. It announces the tool at the start of each meeting and writes down any objection. The board approves each tool. It deletes recordings after the minutes are approved. It does not allow personal AI accounts. The policy then says that the chair stops the tool before executive session. It says that the secretary writes each objection in the minutes. It says that the board approves each tool, and that the approved minutes are the official record.

Common questions

Is this legal advice?

No. Laws on recording and privacy differ by state and country. Consent rules for recording differ by place. Ask your counsel which rules apply. Your counsel must check the policy before you adopt it.

Why does the policy call AI output a draft?

A tool can mishear a name, miss a word, or give a remark to the wrong person. A person must review each draft. The board then approves the minutes. The approved minutes are the official record.

What should we do about executive session?

Some boards stop all recording in executive session. Others allow it with the approval of counsel. A third choice removes off-the-record segments before any AI processes the audio or text. The builder offers all three.

How long should we keep recordings?

No one answer fits every organization. Some boards delete a recording when the minutes are approved. Others follow a records retention schedule. A legal hold can stop deletion. Ask your counsel.

Does the checklist name any tools?

No. The checklist at the end of the policy applies to any tool. It asks if you can keep segments off the record, if a person approves each draft, if access is logged, if a retention period is set, and if you reviewed the data terms.