---
title: "Owners corporation protocol for AI meeting transcription and AI-drafted minutes (NSW)"
url: "https://ailawframework.com/precedents/strata-and-community-titles/ai-meeting-transcription-minutes-protocol"
type: "precedent"
site: "AI Law Framework"
id: "a47-ai-meeting-transcription-minutes-protocol"
area_id: "A47"
kind: "policy"
ai_level: "yellow"
version: 1
law_stated_as_at: "2026-10-17"
---

# 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.

Canonical page: https://ailawframework.com/precedents/strata-and-community-titles/ai-meeting-transcription-minutes-protocol  
Law stated as at: 2026-10-17

Site index for agents: https://ailawframework.com/llms.txt

## Key facts

- Kind: Policy. A policy or procedure for a firm or client.
- Practice area: [Strata & Community Titles](https://ailawframework.com/precedents/strata-and-community-titles.md)
- Jurisdictions: New South Wales
- AI level: Yellow. AI can help in set ways. A lawyer checks specific points before use.
- Law stated as at: 2026-10-17
- Status: Maintained. Checked on 2026-10-17 against the 6 authorities it cites, for New South Wales.

## 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.

## Authorities

- [Strata Schemes Management Act 2015 (NSW) Sch 1 cl 22 (full and accurate minutes; distribution within 14 days)](https://legislation.nsw.gov.au/view/html/inforce/current/act-2015-050#sch.1)
- [Strata Schemes Management Act 2015 (NSW) s 180 (records retained for 7 years) and s 182 (inspection of records)](https://legislation.nsw.gov.au/view/html/inforce/current/act-2015-050#sec.180)
- [Strata Schemes Management Regulation 2016 (NSW) cl 41 (electronic voting records)](https://legislation.nsw.gov.au/view/html/inforce/current/sl-2016-0501#sec.41)
- [Surveillance Devices Act 2007 (NSW) ss 7 and 11 (recording and publishing private conversations)](https://legislation.nsw.gov.au/view/html/inforce/current/act-2007-064#sec.7)
- [Privacy Act 1988 (Cth) Sch 1, APPs 5 and 11](https://www.legislation.gov.au/C2004A03712/latest/text)
- [NCAT Procedural Direction 7: Use of Generative Artificial Intelligence, paras 6, 11–14](https://ncat.nsw.gov.au/content/dam/dcj/ctsd/ncat/documents/procedural-directions/ncat-pd7-use-of-generative-ai.pdf)

## Full text and drafting notes

The full text and the drafting notes are not part of this public page. Signed-in firm accounts can read them at https://ailawframework.com/precedents/strata-and-community-titles/ai-meeting-transcription-minutes-protocol and through the signed-in MCP connector https://ailawframework.com/mcp/firm.

*Practice guidance for planning and review. Confirm current primary sources and the requirements of the actual matter. This is general information, not legal advice.*