System for Creating Approved Action Records from Meeting Notes

The problem

In day-to-day operations, meeting notes and task fields arrive through different systems and files, preventing the team from reviewing the same case in one view.

As a result, the link to source evidence can be lost while an owner, task and deadline draft is prepared, leading to repeated checks and uncertainty about the basis for the decision.

Incomplete automation may overlook an unclear owner or date, while incorrect automation risks assigning a task to the wrong person.

What we set out to improve

• Time taken for the owner, task and deadline draft to be ready for review
• Correct routing of records with an unclear owner or date to the appropriate specialist queue
• Record of suggestions corrected or rejected by the meeting owner

How the system works

1. 01 Retrieve meeting notes and task fields from authorised sources
2. 02 Verify the source system, record identifier and recency information
3. 03 Map the fields to the target process schema
4. 04 Prepare the owner, task and deadline draft
5. 05 Compare the draft with business rules and source records
6. 06 Check for an exception: the owner or date is unclear
7. 07 Have the meeting owner approve, revise or reject the suggestion
8. 08 Write the input, suggestion, changes and final decision to the audit log

Methods we used

• Source-traceable data extraction for meeting notes and task fields
• Structured output that limits the owner, task and deadline fields through business rules
• An exception gate that separates cases with an unclear owner or date
• A queue that shows the meeting owner the source evidence and suggestion together
• Duplicate-processing controls and a reversal record to reduce the risk of assigning a task to the wrong person

Where people stay involved

Data and security

Only fields required for the task are processed from meeting notes and task fields. Source-system permissions are preserved, and personal or commercially sensitive data is minimised before being passed to the model. Every read, suggestion, human change and write to the target system is logged.

Who this suits

Frequently asked questions