Can AI prepare board meeting minutes? Yes, as a draft that the company secretary and the chair own.
Short answer. Yes, as a draft that the company secretary and the chair own. A model can turn a transcript into minutes under agenda headings, with resolutions and action items. But section 118 of the Companies Act, 2013 says the minutes of each meeting must contain a fair and correct summary of the proceedings, board minutes must also name the directors present and, for each resolution, any directors dissenting, and the chair has absolute discretion to leave out matter that is defamatory, irrelevant or detrimental to the company. Minutes must be prepared, signed and kept within thirty days of the meeting, and tampering with them is an offence. A model does none of that judging. This is general information, not legal advice.
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What a model can draft, and what a person decides
Part of the minutes
What a model can do
What a person decides
Heading, date, place and directors present
Fill them in from the attendance record and the notice.
The company secretary confirms who attended. Speech in a recording is not an attendance register.
Discussion under each agenda item
Draft a short summary from the transcript.
Whether the summary is fair and correct, and what is left out. The chair has the final say on omissions.
Resolutions
Draft the wording from the transcript and mark it for checking.
The exact wording, and whether the resolution was actually passed. Check it against the notice and the law.
Dissent and abstentions
Flag lines where a director disagreed.
The names of directors dissenting must be recorded for each resolution.
Declarations of interest
Flag mentions.
What is to be recorded and what follows from it.
Action items
Propose them with owners and dates.
The owners confirm.
Signing
Nothing.
The chair signs, within the time the law allows.
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What section 118 says, in summary
Minutes of every board meeting and of every committee of the board are to be prepared and signed in the prescribed manner and kept, in books with consecutively numbered pages, within thirty days of the conclusion of the meeting (section 118(1)).
The minutes of each meeting must contain a fair and correct summary of the proceedings (118(2)).
For a board or committee meeting the minutes must also contain the names of the directors present, and for each resolution the names of any directors dissenting or not concurring (118(4)).
The chair may leave out any matter that is or could reasonably be regarded as defamatory, irrelevant or immaterial, or detrimental to the interests of the company, and has absolute discretion on this (118(5) and (6)).
Properly kept minutes are evidence of the proceedings recorded, and unless the contrary is proved the meeting is deemed duly called and held (118(7) and (8)).
The company must observe the secretarial standards on general and board meetings specified by the Institute of Company Secretaries of India (118(10)).
Tampering with the minutes of a meeting is punishable (118(12)).
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What a person must still check
Every resolution against the notice, the agenda and what was actually put to the vote.
That nothing was added, dropped or reworded by the model in a way that changes what was decided.
The names of dissenting directors, which the transcript may not make clear.
Confidential and privileged remarks. The chair decides what belongs in the record.
Dates, amounts, names of counterparties and references to documents.
That the draft is not signed or circulated until the company secretary and the chair have approved it.
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How a company would set this up
Let the company secretary own the process, with a minutes template that follows the secretarial standard.
Feed the model the agenda, the notice, the attendance record and the transcript, and ask for a draft that quotes the transcript line behind every resolution and action.
Run it on a machine you control. Board recordings and transcripts are among the most sensitive material a company holds.
Have the company secretary check the draft against the recording and edit it, then the chair review it.
Decide in writing what happens to the recording and the transcript once the minutes are signed.
Keep the signed minutes in the minute book as the law requires, and keep the AI draft out of it.
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What ANVE does today
ANVE’s meeting minutes maker drafts minutes from transcripts in Hindi, English and Hinglish. Every action item must quote the transcript line it came from, and its owner has to be confirmed by a person before the item is approved. Each confirmation is logged. ANVE lists no company-secretarial function, such as checking resolutions against the articles, circulating drafts or managing signatures. Board papers are sensitive, so read ANVE’s published positions on its security page: everything sits in one database on the box, roles today are administrator and user, and full-disk encryption and secure boot are not on ANVE yet. Administrator access to other people’s chats has not been published, so get that in writing before a paid pilot.
The minutes maker runs today in ANVE’s development build. No sealed unit exists yet.
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Questions people ask
Can AI-written minutes be signed as they are?
Only after the company secretary and the chair have reviewed and corrected them. The law asks for a fair and correct summary of the proceedings, and a person signs for it.
Can the chair exclude something that the AI included?
Yes. Section 118(5) and (6) give the chair absolute discretion to exclude matter that is defamatory, irrelevant or immaterial, or detrimental to the company’s interests.
Should the recording be kept after the minutes are signed?
That is a decision for the company with advice. Properly kept minutes are evidence of the proceedings, so a recording can help or complicate. Decide the rule in writing before the first meeting.
Does the same approach work for committee meetings and AGMs?
Section 118(1) covers general meetings, meetings of classes of shareholders or creditors, postal ballot resolutions, board meetings and committee meetings. The content rules differ by meeting, so adapt the template and have the company secretary check it.
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What is not real yet
No sealed ANVE unit exists; every image of the appliance on this site is a labelled render. The software runs today on a development machine. No customers yet, no certifications, no delivery date, and the final price is not announced.
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