When a traditional recording service warns you about AI, remember: they’re selling their own solution. Here’s a clear, practical look at what actually matters for condo corporations in Ontario.
What they’re claiming
Some vendors warn about inaccuracy, lack of context, privacy risk, and non‑compliance when using AI for minutes. Those sound serious—until you examine how minutes are really produced and approved in practice.
The facts (and how our platform handles them)
1) “Inaccuracy”
- Reality: Human minutes are not infallible either—misheard names, bias, missed motions, inconsistent style.
- Our approach: Modern transcription + a minutes‑specific generator that’s been tuned for condo governance language. Names and roles are cross‑checked against the corporation’s profile, and the output is manager‑reviewed before circulation. The Board still approves minutes at the next meeting. That approval, not the method of drafting, is what makes them official. For more on common errors in condo minutes and how AI prevents them, see Common Legal Mistakes in Condo Minutes (and How AI Prevents Them).
2) “Lack of context”
- Reality: Minutes are not a history lesson; they record what was discussed and decided, not background lore.
- Our approach: The generator prioritizes motions, decisions, and actionable directives. If an item is discussed in depth, it’s reflected. If it’s only mentioned, it’s treated accordingly. This keeps minutes tighter, more compliant, and free of editorial storytelling.
3) “Exposure of confidential information”
- Reality: Emailing Word files among multiple third parties is usually riskier than a controlled platform.
- Our approach: Minutes by My Condo Space stores data on AWS (Montreal) with encryption at rest and in transit. Access is limited to the authorized manager account. Audio and raw transcripts are deleted after six months; the first draft.docx is retained per corporate records practice while the only approved copy remains in the corporation’s files. We use the OpenAI API, not ChatGPT; API inputs are not used to train models per OpenAI’s enterprise API terms. No datasets, no resale.
4) “Non‑compliance with legislation”
- Reality: The Condominium Act requires that minutes be kept; it doesn’t dictate who drafts them or what software is used. Boards have always approved minutes drafted by managers, assistants, or secretaries. For a full breakdown of compliance requirements, see Ontario Condo Minutes: Legal Compliance.
- Our approach: AI produces a faster, cleaner first draft. The manager reviews, and the Board approves at the next meeting—exactly the normal process.
Why boards prefer this workflow
- Speed: Draft minutes within hours, not days.
- Clarity: Consistent structure and language; no typos or style drift.
- Control: Everything stays within your management platform; no “floating Word docs.”
- Cost: Typically ⅓ the price or less of traditional recording services—without sacrificing accuracy or control.
How it works (simple)
- Record (in‑person or virtual).
- Transcribe securely.
- Generate a minutes‑ready draft tuned to condo governance standards.
- Manager review for names, motions, and any site‑specific phrasing.
- Board approval at the next meeting → minutes become the official record.
Common concerns, answered
- “What if the AI makes a mistake?”
The same as with any draft produced by a human secretary: the manager corrects it; the Board approves the final. The approval step is the safeguard. - “What about sarcasm or tone?”
Minutes don’t transcribe tone. They record business decisions. That’s a feature, not a bug. - “Could a breach expose our data?”
We minimize exposure by avoiding email chains and third‑party editors. Data resides in one secured system with strict retention (audio/transcripts auto‑delete after six months).
Bottom line
You can pay more for the illusion of comfort—or you can cut costs, reduce turnaround, and keep control where it belongs: with the corporation and its manager. Minutes by My Condo Space makes the right thing also the easy thing.