Quick Answers
How Does OnBoard Handle Meeting Records?
- AI Minutes can draft meeting minutes from a temporary meeting recording.
- The recording is used to create a first draft, and then your organization can delete it based on your retention policy (your rules for how long you keep records).
- Your organization controls what stays and what goes.
- If you do not want to record meetings, you can still use other OnBoard AI features that do not require recording (AI Agenda, and AI Assist).
Recording & AI Minutes
Does OnBoard Automatically Record our Board Meetings?
No. OnBoard does not automatically record anything. Recording happens only when a Meeting Administrator configures settings so the OnBoard Recording Assistant will join to the Zoom or Teams meeting.
- If the Recording Assistant is not configured and manually admitted into the meeting, there is no recording, no transcript, and no AI-generated minutes created from recording.
How Does the OnBoard Recording Assistant Work?
The Recording Assistant joins your Zoom or Teams call only when configured by your administrator (as an attendee).
What that means:
- Your organization controls whether the Recording Assistant joins at all.
- No invite = no recording workflow starts.
Where Does the Recording Go?
When the Recording Assistant is invited through settings configuration and captures the meeting:
- The recording is transferred to OnBoard’s secure infrastructure.
- The source copy is deleted promptly once OnBoard takes custody.
- The recording is never sent to train a public AI model.
- Your organization controls:
- Who can access the recording
- How long it is retained
- When it is deleted
Who Has Access to the Recording and Transcript?
Only Administrators of the meeting have access to the raw recording or transcript.
- Meeting Readers and Meeting Contributors do not have access to the raw recording or transcript.
- Access controls follow the same permission model used for other board materials in OnBoard.
Can we delete the recording after the minutes are created?
Yes. You control the recording and can manage it under your document retention policies. By defauly, the recording will be automatically deleted after 90 days.
What is the typical workflow?
- The OnBoard Recording Assistant joins the meeting and captures the recording.
- The recording is transferred to OnBoard’s secure infrastructure and transcribed.
- AI Minutes generates a meeting outline based on the recording and transcript.
- Meeting Admins use AI Minutes to automatically generate the first draft of the minutes.
- The board administrator reviews, edits, and finalizes the minutes.
- The recording, transcript, and outlines are deleted together as a set, based on your retention policy.
- The finalized minutes become the official record.
Are Recordings Discoverable in Litigation or Regulatory Examination?
In general, non‑privileged material relevant to a matter can be subject to discovery obligations, including meeting recordings, transcripts, and minutes.
What OnBoard provides:
- Tools to manage recordings based on your document retention policies.
- Full lifecycle control: you decide when recordings are created, who has access, how long they are retained, and when they are deleted.
- Clear framing: minutes are the official record, and recordings are used as a drafting input to produce them.
Best practice (from the guidance in the document):
- Work with your general counsel to adopt a recording retention and deletion policy before enabling AI. Minutes.
- Many organizations set a defined deletion window (example given: 7–14 days after minutes are approved) for deletion.
Using OnBoard AI Without Recording
What if Our Board Doesn’t Want to Record Meetings at All?
That is completely fine. OnBoard’s AI suite includes features that do not require any recording.
Which AI Features Require Recording?
| Feature | Does it require recording? | What does it do? |
| AI Minutes | Yes | Generates draft minutes from a meeting recording |
| AI Agenda | No | Builds meeting agendas from documents and prior meetings |
| AI Assist | No | Answer questions and summarizes meetings, agendas and book materials |
Many boards start with AI Assist and AI Agenda to save time without recording. They can add AI Minutes later, on their own timeline.
Transcript Storage & Deletion
Are Transcripts Stored?
Transcripts are generated from the recording and exist within OnBoard’s secure environment.
- Transcripts follow the same access controls, encryption, and data isolation protections as other board materials.
- When you delete minutes artifacts (manually or via auto‑deletion), the recording, transcript, and outlines are deleted together as a set.
- There is no scenario described where the recording is deleted but the transcript stays.
Legal & Compliance Questions
Are AI-Generated Minutes Legally Different From Manually Drafted Minutes?
AI-generated minutes that are reviewed, approved, and adopted by the board are legally equivalent to manually drafted minutes: they are the official record.
- AI may draft the minutes, but a human reviews and approves them.
- The approved minutes are the official record regardless of how the initial draft was produced.
How is OnBoard AI Different from Public AI Tools (Like ChatGPT)?
The core difference is control. OnBoard is designed so your organization controls what is recorded, who can see it, how long it exists, and when it is deleted. Also, doesn't use data to train the platform like ChatGPT and similar tools might. Your information stays secure inside your OnBoard instance.
Comparison: OnBoard AI vs. Public AI Tools
| Topic | OnBoard AI | Public AI tools |
| Data stays inside your system | Yes (contained architecture, private endpoints) | No (data is sent to external servers) |
| Recording access | Admin-only, permission-controlled | Not applicable (content typically pasted manually) |
| Can delete recording/transcript | Yes (full lifecycle control) | Not applicable / provider may retain data |
| Used for model training | Never | Often (depends on provider terms) |
| Audit trail | Every interaction logged | Often no governance visibility |
| Compliance certifications | SOC 2 Type II, ISO 27001/27701; HIPAA and GDPR compliant | Varies widely |
Recommended Actions (Board-Friendly Checklist)
What Steps Should We Take Before Enabling AI Minutes?
- Discuss recording with general counsel before enabling AI Minutes. Suggested framing: “We want to use AI to draft minutes. The recording is temporary and deletable. What retention policy should we adopt?”
- Start with non-recording features first (AI Agenda or AI Assist). Let directors experience value before deciding on recording.
- Adopt a recording retention policy (example resolution language is provided in the document).
- Pilot with a committee meeting before using AI Minutes for the full board.
- Communicate clearly to directors using plain language (example sentence provided in the document).
Example Retention Policy Language (template)
“Recordings used for AI-assisted minutes drafting shall be deleted within [7/14] days of minutes approval. The approved minutes shall constitute the sole official record of the meeting.”
Example Director-Facing Message (template)
“We’re using AI to draft minutes from a temporary recording. The recording is deleted after minutes are approved. Only the administrator has access to the recording during the drafting process.”
Why Does this Matter?
- 69% of directors are already using AI for board work.
- Without a governed option, some may default to pasting board materials into public tools.
- OnBoard gives a choice: use AI with recording for the most capable experience, or use AI without recording for everything else, while keeping data protected and interactions logged.
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