AI-Enabled Governance at Altum

Altum Group is an international leading provider of fund, corporate and capital markets, family office and regulatory services, operating across 6 locations. The Group supports a broad range of private, institutional and corporate clients and places a strong emphasis on robust governance, regulatory compliance and operational excellence to deliver competitive advantage for our clients.

As a business operating across multiple jurisdictions, governance forms a critical part of Altum’s service offering, both internally and for client structures. The Group manages a significant volume of board, committee and client meetings each year, with detailed minutes required to support decision-making, regulatory obligations and client service delivery.

As Altum continues to scale our global operations, the volume and complexity of meetings increased significantly. This created increasing demand on governance and operational teams to produce high-quality meeting minutes and action tracking records.

Traditional minute writing is a highly skilled and time-intensive process. Drafting accurate minutes requires recording discussions, identifying decisions and actions, ensuring appropriate governance language and producing a professional final document suitable for regulatory scrutiny.

The challenge was not simply one of capacity. Altum wanted to improve consistency, reduce administrative effort and empower experienced governance professionals to focus on higher-value activities including, delivering deeper analysis, strengthening stakeholder engagement and reporting on strategic progress rather than document production.

As part of our horizon scanning for best-in-breed technology, the Group explored ways in which emerging AI technologies could better enable the minute-taking process whilst maintaining appropriate governance controls, oversight and quality standards.

When considering potential solutions, Altum focused on a number of key requirement

• Ability to accurately process meeting recordings and transcripts.
• Support for governance-specific use cases rather than generic note taking.
• Strong data security and confidentiality standards.
• Flexibility to support different meeting formats and jurisdictions.
• Ability to improve productivity without compromising quality.
• Appropriate human oversight and review capabilities.
• The competitive advantage for our clients.

The evaluation process involved governance, operational and technology stakeholders. Particular emphasis was placed on ensuring that any solution would enhance rather than replace professional judgement. Human review and approval remained a non-negotiable requirement.

Altum adopted Minute Master as an AI-assisted governance platform to support the preparation and administration of board, committee and internal governance meetings.

The platform is used across the meeting lifecycle, from the preparation of board and committee packs through to the generation of draft minutes and action tracking records. By automating several traditionally manual governance tasks, Minute Master helps ensure that meeting materials are prepared efficiently and consistently whilst maintaining appropriate governance controls.

Minute Master supports a range of governance processes by helping Altum:

• Compile and build board and committee packs from multiple source documents.
• Generate first draft minutes from meeting transcripts.
• Identify key decisions, resolutions and action points.
• Structure content in line with governance and regulatory requirements.
• Maintain consistency across meeting records and governance documentation.
• Accelerate the production and circulation of meeting materials.

The solution is integrated into Altum’s broader governance framework and is used primarily by the Group’s Company Secretarial teams to support the administration of board and committee meetings across multiple jurisdictions. It assists with the preparation of meeting packs, minute drafting, action tracking and the production of governance documentation, helping to improve efficiency, consistency and turnaround times.

Implementation was undertaken as a controlled and iterative process involving the Company Secretarial, Operations and Technology teams.

Before adoption, Altum’s Technology team conducted appropriate due diligence on the solution, including risk assessments reviews of information security, data handling, system controls and overall suitability for use within the Group’s governance environment.

The initial phase focused on testing the technology against a representative sample of internal governance meetings. Governance professionals evaluated outputs, identified improvements and developed guidance on how the technology should be incorporated into existing review and approval frameworks.

The implementation involved more than the introduction of a new technology platform. The end-to-end workflow for managing board and committee meetings was reviewed and adapted, covering the preparation of board packs, meeting administration, minute production, action tracking and document circulation. Close collaboration between the Group’s central Company Secretarial team and client-facing teams helped ensure the solution could be embedded consistently within existing governance processes.

Training focused on practical adoption rather than technical complexity. Users were encouraged to understand both the strengths and limitations of AI-generated outputs and to apply appropriate professional judgement during review. The implementation was supported by a series of operational guardrails and defined workflows covering areas such as meeting administration, board pack preparation, meeting attendance, recording requirements, action points, minute production and review procedures. These controls helped ensure the technology was applied consistently across the governance process whilst maintaining appropriate levels of oversight, accountability and professional judgement. The solution was embedded within Altum’s Company Secretarial operating framework to ensure a consistent client experience and governance standard across all jurisdictions.

One particularly valuable aspect of the project was the collaborative relationship between Altum and the Minute Master development team. Feedback provided by Altum users has directly influenced product enhancements and future functionality, helping to ensure the platform continues to address real-world governance requirements.

Following a successful internal implementation, the solution was progressively extended to client entity boards, with adoption increasing as confidence in the quality, consistency and governance controls surrounding the outputs grew.

The adoption of Minute Master has delivered tangible results across Altum’s governance service offering, enhancing the quality, consistency and responsiveness of support provided to clients, boards and stakeholders. While operational efficiencies have been realised, the most significant outcome has been the ability to provide a more consistent and client-centric governance experience across multiple jurisdictions and service lines.

Altum has observed three key indicators of success following implementation:

Enhanced Client Experience

Clients, directors and stakeholders benefit from more structured meeting materials, more consistent governance documentation and more timely access to board packs, minutes and action records. This has improved the overall client experience by supporting effective preparation, decision-making and follow-up, whilst ensuring greater consistency in the delivery of Company Secretarial services across jurisdictions.

Improved Quality and Consistency of Governance Outputs

The introduction of standardised workflows, governance templates and AI-assisted document production has enhanced the quality and consistency of board and committee materials. Meeting packs are produced through a more structured process, minutes are generated using consistent governance language and formatting, and action points are identified and tracked more effectively. This has strengthened the reliability of governance records and provided boards and stakeholders with greater confidence in the information they receive.

Increased Efficiency and Responsiveness

Activities that historically relied on manual document collation, PDF creation, minute drafting and action tracking are now supported by an integrated governance workflow. This has reduced administrative effort and enabled governance outputs to be prepared and circulated more quickly, improving responsiveness to clients and helping ensure decisions and actions can be progressed in a timely manner.

In addition, Minute Master provides a central and secure repository for board packs, minutes, action logs and supporting documentation, giving authorised users a consistent source of governance information and improving the accessibility and continuity of records over time.

The efficiencies generated through automation have enabled experienced Company Secretarial professionals to dedicate more time to governance oversight, stakeholder engagement and client service delivery, enhancing the overall value provided to clients whilst maintaining the robust review, oversight and control standards that underpin Altum’s governance framework.

Overall, Minute Master has enabled Altum to elevate the quality and consistency of its governance services, delivering a more responsive and enhanced experience for clients, directors and stakeholders through more timely, accurate and reliable governance outputs.

One of the key considerations was ensuring that AI-generated content met the standard required for formal governance documentation.

Altum addressed this by establishing clear review processes and reinforcing that AI outputs represent a starting point rather than a final record. Professional review remains an essential step before any minutes are finalised.

Another challenge was ensuring that meeting-specific nuances, context and judgement were appropriately captured. This was managed through user training and the development of internal guidance on reviewing and refining outputs.

As with any emerging technology, continuous feedback and refinement have been important in achieving successful adoption.

Several key lessons emerged from the project:

• Client outcomes must remain at the centre of any technology initiative. While operational efficiencies are important, the most meaningful benefits have been the delivery of a more consistent, responsive and high-quality governance service to clients and stakeholders.
• AI delivers the greatest value when combined with experienced human oversight.
• Clearly defined governance processes and rigour remain essential.
• User engagement during implementation significantly improves adoption.
• Iterative testing and close collaboration with technology providers produce better outcomes and help ensure solutions continue to evolve in line with business requirements and user expectations.

The overarching lesson was that AI should be viewed as an augmentation tool that enhances professional capability rather than a replacement for governance expertise.

The successful adoption of Minute Master has provided Altum with a strong foundation for broader AI-enabled process improvement.

The organisation continues to explore opportunities and implement AI responsibly across governance and operational functions, focusing on areas where technology can improve service quality and improved client and investor experience whilst maintaining appropriate controls.

As AI capabilities evolve, Altum will continue to deliver competitive advantage and a truly client centric experience, enhanced by AI and automation to transform how governance services are delivered, improving both client outcomes and internal operations.