Our solution comprises an integrated ecosystem consisting of three coordinated layers designed to eliminate bottlenecks, automate critical processes, and ensure full transparency throughout the lifecycle of meeting minutes. At the base, there is a capture totem equipped with a camera and digitizing tablet, capable of recognizing physical signatures via siamese neural networks and automatically forwarding the minutes to the notary’s back-end system. Next, the notary’s system receives these files, activates language models to generate summaries and identify key information (signatories, decisions, CNPJ, dates), and validates each signature, reducing the notary’s workload and accelerating the process. Immediately after validation, each minute is assigned a cryptographic hash recorded on a private blockchain node. This ensures immutability, traceability, and proof of document integrity at every stage of the workflow. Finally, a mobile app provides the CNPJ holder with a unified interface to track the real-time progress of each minute.
The process of managing and validating the minutes of NGO, foundation and association board meetings is fragmented, time-consuming and prone to inconsistencies. Each meeting generates minutes that need to be signed manually or electronically by the board members, forwarded to different notary offices and only then are they publicly recognized. This process requires manual checks of the identity and authenticity of signatures, which takes time and human effort, leaves room for errors and makes it difficult for interested parties to monitor the minutes. Furthermore, there is no unified mechanism to automatically extract key information from the text of the minutes, such as participant data, topics discussed or institutional ties, which compromises standardization and speed in decision-making. The lack of traceability regarding who has possession of the document at each stage and transparency regarding when the minutes are made public further increases the risk of fraud and increases uncertainty for all involved. In short, the challenge is to create an integrated, secure and automated flow that combines capture, verification, registration and provision of minutes, reducing rework, ensuring reliability and accelerating the document management process.
Here is the process of submission of a minute works, step-by-step:
If the minute is ordinary, that is, contains no decisions that impact/alter the legal structures of the entity the process is completed (Código Civíl Art 59)! Otherwise, the minute must now be submitted to a registry office where the document will be analysed for it’s compliance with the entities internal statute and it’s legality under the Brazilian law. There, the process will follow a similar flow. However, due to the subjective interpretation of the text, greater monitoring by the notary is necessary.
The Notary can access all minutes through a web application, where they can check the status of the LLM analysis, review the contents, and modify, add, or delete information from any minutes of meetings (MoMs) in their office.