AI Enhanced Compliance Documentation for Regulatory Meetings

Compliance Documentation for Regulatory Meetings

1. Preparation Phase

1.1 Identify Regulatory Requirements

Review applicable regulations and compliance standards relevant to the meeting.

1.2 Schedule Meeting

Coordinate with stakeholders to establish a meeting date and time.

1.3 Select AI Transcription Tool

Choose an appropriate AI transcription tool to document the meeting. Examples include:

• Otter.ai: Provides real-time transcription and collaboration features.
• Rev.ai: Offers automated transcription services with high accuracy.
• Sonix: Utilizes AI to transcribe audio and video files quickly.

2. Meeting Execution

2.1 Conduct the Meeting

Facilitate the meeting while ensuring compliance with regulatory guidelines.

2.2 Utilize AI Transcription Tool

Activate the selected AI transcription tool to capture the meeting dialogue in real-time.

3. Post-Meeting Documentation

3.1 Review Transcription Accuracy

Verify the accuracy of the AI-generated transcription against the actual meeting recording.

3.2 Edit and Annotate Transcription

Make necessary edits to enhance clarity and add annotations for compliance purposes.

3.3 Generate Compliance Report

Compile the edited transcription into a formal compliance report, including:

• Meeting agenda
• Attendee list
• Key discussion points
• Action items

4. Distribution and Archiving

4.1 Distribute Compliance Documentation

Share the compliance report with relevant stakeholders and regulatory bodies as required.

4.2 Archive Documentation

Store the compliance documentation securely in accordance with regulatory retention policies.

5. Continuous Improvement

5.1 Gather Feedback

Solicit feedback from participants regarding the effectiveness of the AI transcription process.

5.2 Evaluate AI Tool Performance

Assess the performance of the AI transcription tool and identify areas for improvement.

5.3 Update Workflow

Revise the workflow based on feedback and performance evaluations to enhance future compliance documentation processes.