Policy · Strata & Community Titles
Owners corporation protocol for AI meeting transcription and AI-drafted minutes (NSW)
Protocol for an owners corporation using AI tools to record, transcribe or summarise meetings: consent, tool approval, what may be recorded, human verification of minutes and votes, retention, access and disputes.
- Kind
- Policy. A policy or procedure for a firm or client.
- Where it applies
- New South Wales
- AI use
- Yellow AI can help in set ways. A lawyer checks specific points before use.
- Law stated as at
- 17 October 2026
- Status
- Maintained. Checked on 17 October 2026 against the 6 authorities it cites, for New South Wales.
- Version
- 1
- Source
- Written for this library
When to use it
Adopt by resolution of the owners corporation or strata committee before any AI note-taker, transcription or minute-drafting tool is used at a strata committee or general meeting. Not needed for manual minute-taking.
How AI may be used
AI transcription and draft minutes are permitted under this protocol; the secretary or minute-taker verifies every motion, vote and attribution against the official voting records before the minutes are distributed.
AI may
- Transcribe meetings where all participants have been told and consented under this protocol.
- Produce a first draft of the minutes in the scheme's template.
- List action items and decisions with time stamps for checking.
AI must not
- Must not be treated as the minutes or as the record of votes.
- Must not record in-camera items, legal advice discussions or items where a participant has objected.
- Must not be used with a tool that trains on, or stores outside the approved location, the recording or transcript.
The lawyer checks
- Each motion's wording and result match the notice, the voting records and the chair's declaration.
- Statements attributed to named people are accurate or removed.
- The recording is kept or deleted under the retention rule, and a hold applies if a dispute is foreseeable.
Method: how the Green, Yellow and Red levels are decided. This is guidance for planning, not legal advice.
Read the full text
The full text is for signed-in accounts. It is free. When you sign in you can:
- read the whole precedent, with its drafting notes beside it;
- copy it, or download it as a Word file or Markdown;
- add it to your firm’s knowledge base, so colleagues can find it;
- let the AI tools you connect read it from that knowledge base.
The summary, the law it rests on and the AI-use guidance above stay public. Privacy.
More in Strata & Community Titles
- New or amended strata by-law: special resolution motion, by-law text and explanatory note (NSW)
- Strata information certificate (section 184, NSW): completion and checking guide
- NCAT strata and community schemes application: pre-filing steps, orders sought and AI rules (NSW)
- Notice of annual or other general meeting of an owners corporation, with agenda, motions and statutory statements (NSW)
- By-law regulating AI-enabled CCTV, facial recognition, licence-plate recognition and smart-building data on common property (NSW)
All precedents for Strata & Community Titles · Tasks and AI use in this area