AI-Enabled Governance at Altum

As Altum continues to scale our global operations, the volume and complexity of meetings increased significantly. This created increasing demand on governance and operational teams to produce high-quality meeting minutes and action tracking records.

Traditional minute writing is a highly skilled and time-intensive process. Drafting accurate minutes requires recording discussions, identifying decisions and actions, ensuring appropriate governance language and producing a professional final document suitable for regulatory scrutiny.

The challenge was not simply one of capacity. Altum wanted to improve consistency, reduce administrative effort and empower experienced governance professionals to focus on higher-value activities including, delivering deeper analysis, strengthening stakeholder engagement and reporting on strategic progress rather than document production.

As part of our horizon scanning for best-in-breed technology, the Group explored ways in which emerging AI technologies could better enable the minute-taking process whilst maintaining appropriate governance controls, oversight and quality standards.

When considering potential solutions, Altum focused on a number of key requirement

• Ability to accurately process meeting recordings and transcripts.
• Support for governance-specific use cases rather than generic note taking.
• Strong data security and confidentiality standards.
• Flexibility to support different meeting formats and jurisdictions.
• Ability to improve productivity without compromising quality.
• Appropriate human oversight and review capabilities.
• The competitive advantage for our clients.

The evaluation process involved governance, operational and technology stakeholders. Particular emphasis was placed on ensuring that any solution would enhance rather than replace professional judgement. Human review and approval remained a non-negotiable requirement.

Altum adopted Minute Master as an AI-assisted governance platform to support the preparation and administration of board, committee and internal governance meetings.

The platform is used across the meeting lifecycle, from the preparation of board and committee packs through to the generation of draft minutes and action tracking records. By automating several traditionally manual governance tasks, Minute Master helps ensure that meeting materials are prepared efficiently and consistently whilst maintaining appropriate governance controls.

Minute Master supports a range of governance processes by helping Altum:

• Compile and build board and committee packs from multiple source documents.
• Generate first draft minutes from meeting transcripts.
• Identify key decisions, resolutions and action points.
• Structure content in line with governance and regulatory requirements.
• Maintain consistency across meeting records and governance documentation.
• Accelerate the production and circulation of meeting materials.

The solution is integrated into Altum’s broader governance framework and is used primarily by the Group’s Company Secretarial teams to support the administration of board and committee meetings across multiple jurisdictions. It assists with the preparation of meeting packs, minute drafting, action tracking and the production of governance documentation, helping to improve efficiency, consistency and turnaround times.

Implementation was undertaken as a controlled and iterative process involving the Company Secretarial, Operations and Technology teams.

Before adoption, Altum’s Technology team conducted appropriate due diligence on the solution, including risk assessments reviews of information security, data handling, system controls and overall suitability for use within the Group’s governance environment.

The initial phase focused on testing the technology against a representative sample of internal governance meetings. Governance professionals evaluated outputs, identified improvements and developed guidance on how the technology should be incorporated into existing review and approval frameworks.

The implementation involved more than the introduction of a new technology platform. The end-to-end workflow for managing board and committee meetings was reviewed and adapted, covering the preparation of board packs, meeting administration, minute production, action tracking and document circulation. Close collaboration between the Group’s central Company Secretarial team and client-facing teams helped ensure the solution could be embedded consistently within existing governance processes.

Training focused on practical adoption rather than technical complexity. Users were encouraged to understand both the strengths and limitations of AI-generated outputs and to apply appropriate professional judgement during review. The implementation was supported by a series of operational guardrails and defined workflows covering areas such as meeting administration, board pack preparation, meeting attendance, recording requirements, action points, minute production and review procedures. These controls helped ensure the technology was applied consistently across the governance process whilst maintaining appropriate levels of oversight, accountability and professional judgement. The solution was embedded within Altum’s Company Secretarial operating framework to ensure a consistent client experience and governance standard across all jurisdictions.

One particularly valuable aspect of the project was the collaborative relationship between Altum and the Minute Master development team. Feedback provided by Altum users has directly influenced product enhancements and future functionality, helping to ensure the platform continues to address real-world governance requirements.

Following a successful internal implementation, the solution was progressively extended to client entity boards, with adoption increasing as confidence in the quality, consistency and governance controls surrounding the outputs grew.

Clients, directors and stakeholders benefit from more structured meeting materials, more consistent governance documentation and more timely access to board packs, minutes and action records. This has improved the overall client experience by supporting effective preparation, decision-making and follow-up, whilst ensuring greater consistency in the delivery of Company Secretarial services across jurisdictions.

The introduction of standardised workflows, governance templates and AI-assisted document production has enhanced the quality and consistency of board and committee materials. Meeting packs are produced through a more structured process, minutes are generated using consistent governance language and formatting, and action points are identified and tracked more effectively. This has strengthened the reliability of governance records and provided boards and stakeholders with greater confidence in the information they receive.

Activities that historically relied on manual document collation, PDF creation, minute drafting and action tracking are now supported by an integrated governance workflow. This has reduced administrative effort and enabled governance outputs to be prepared and circulated more quickly, improving responsiveness to clients and helping ensure decisions and actions can be progressed in a timely manner.

In addition, Minute Master provides a central and secure repository for board packs, minutes, action logs and supporting documentation, giving authorised users a consistent source of governance information and improving the accessibility and continuity of records over time.

The efficiencies generated through automation have enabled experienced Company Secretarial professionals to dedicate more time to governance oversight, stakeholder engagement and client service delivery, enhancing the overall value provided to clients whilst maintaining the robust review, oversight and control standards that underpin Altum’s governance framework.

Overall, Minute Master has enabled Altum to elevate the quality and consistency of its governance services, delivering a more responsive and enhanced experience for clients, directors and stakeholders through more timely, accurate and reliable governance outputs.