Recorded Meetings – Minute Taking

Costs are on a per-meeting basis, dependent on the meeting type, meeting duration, and whether you require meeting minutes, notes, verbatim transcription, or a custom solution. Contact us today to tell us about your organization and your specific needs. We’ll provide you with a free quote and further information about our services.

Yes, absolutely! As minute-taking can be tedious and time-consuming, it’s common for organizations to fall behind in completing their meeting minutes. If you find yourself in this situation, fear not! With a minute-taking and editing team of over 150 people, we have the capacity to take on backlogs of any size and get you up to speed in no time.

Turnaround times can vary based on the length and complexity of the meeting, but our standard turnaround time for recorded meetings is 5-10 business days. This timeframe can be expedited for a reasonable rush fee upon request. Multi-day meetings and bulk batches of meetings may require an extended turnaround time.

Our policies regarding record retention and destruction are tailored to the preferences of our clients. We offer unlimited free storage if you want us to retain copies of your meeting recordings and materials. This prevents you from having to hunt down old files when you experience staff or management turnover. With this option, we’ll always have your files, right when you need them.

Alternatively, you can opt for us to delete these files immediately after the minutes are completed or approved.

Yes, we offer a secure online platform for uploading your recordings to our system. The recordings are encrypted in transit and at rest. Access to these recordings is strictly controlled and the files are view only or listen only via our secure internal portal.

We currently accept the following file types: MP4, M4V, MP3, WAV, AIF, MOV, M4A, MPG, and MPEG.

If you have a different file type, please let us know, and we can discuss potential options.

You may provide your recorded meetings and meeting materials however you choose, including by:

• Providing us with a link to access your files in SharePoint, Dropbox, Google Drive, or other cloud storage system
• Sharing a password-protected link via Zoom or another videoconferencing platform
• Emailing regular files or Zip files directly to us
• Using a free online file-sharing service, such as WeTransfer

We generally do not accept physical media like USB drives unless it’s for a large, pre-arranged special project. However, with our secure online platform, you can easily upload the files from your USB drive into our system.

We enforce stringent access controls, ensuring that client files, recordings, and confidential data are exclusively accessible to those directly involved in delivering our services. Our enterprise management system’s interaction is guided by a strict acceptable use policy, with all our team members committed to upholding it.

Every one of our employees signs a strict non-disclosure agreement (NDA), and we will happily sign an NDA specific to our work with your organization as well.

Yes, we can work with audio-only files. While having video is helpful, it is not required and a lot of the recordings we transcribe are audio only.

If you plan to provide us with audio-only recordings to take minutes from on an ongoing basis, we can provide you with advice on how to run your meetings and create audio in a way that makes the conversations clear and easy to understand for minute-taking purposes.

Yes, we offer detailed note-taking and verbatim transcription services, catering to a variety of documentation needs. For verbatim transcription, we typically require recordings of the audio so our transcriptionists can replay sections as required to ensure nothing is missed. Verbatim transcription is difficult and time-consuming, and the product is better when professionals have recordings to work with.

We want your minutes, meeting notes, and transcripts to be perfect, which is why we include one round of amendments at no additional cost. When starting with a new client, it is common for there to be some revisions required as it takes some time for us to familiarize ourselves with your organization and understand your specific needs.

However, we aim to assign a consistent minute taker to your meetings, or a dedicated group of minute takers for large clients, which helps accelerate this familiarization. Coupled with our simple yet effective onboarding process and a review of your previous minutes (if available), our work will go from great to excellent in no time!

Yes, we offer options for expedited delivery. Our standard expedited service delivers your minutes within three business days. Should you require even faster completion, just let us know and we’ll provide a custom quote for you.

We work with a very wide range of industries to document both recorded and live meetings of many types, including:

• Board meetings
• Committee meetings
• Annual meetings/AGMs
• Condominium/HOA owners’ meetings, turnover meetings, and town halls
• Council and commission meetings
• Conferences, seminars, and workshops
• Research interviews
• Budget meetings
• Executive meetings
• Roundtables
• Community engagements
• Project management meetings