Board minutes software with versions, sign-off and amendments

Every save is a version, in both languages

Each time someone saves the minutes, Mithaq keeps the full Arabic text, the full English text, who saved it and when. The Arabic source is kept as carefully as the English, because on an Arabic-speaking board the Arabic text is the one the board approved.

Several people can work on the same minutes. Each save carries a fingerprint of the text the editor started from. If someone else saved in between, the save is refused and the refused text is stored as a conflict version, so nobody's work is overwritten and nobody's work is lost. A tenant administrator can also let board members correct the minutes text of their own board's meetings, without giving them rights over the date, the agenda or the attendance.

A first draft from the meeting itself

There are two routes to a draft. The secretary can paste a transcript, for example one exported from Zoom or Teams, and the assistant returns a summary, the decisions with their outcome, the motions with mover, seconder and vote, and the actions with an owner and a due date. Or the secretary can record the meeting in the browser and save the recording to the meeting; Mithaq then transcribes the Arabic audio and drafts the minutes against the agenda.

The draft is never saved as the minutes. The secretary reviews it in the minutes editor and saves it there. Before that, Mithaq checks each sentence that records a decision (تقرر، تمت الموافقة، اعتمد) against the transcript lines around the time it cites. If those lines do not show the board taking the decision, the secretary sees "check this against the recording". This check exists because a model can turn one member saying موافق into a board resolution.

Recording transcription sends board audio to Google Gemini. For that reason it is off until a tenant administrator records, in the product, that the key is on a paid Google project and that the board allows the processing. A board that keeps AI on its own endpoint cannot use it at all.

Sign-off, then a lock the server enforces

When the chair signs off the minutes, the lock is not a hidden button. The save handler itself refuses the change, so a direct request cannot rewrite approved minutes. Before adoption, the chair can see exactly what moved between the circulated draft and the text on the table, or confirm that nothing changed and adopt the draft as circulated.

Amendments after sign-off follow five controls. An amendment is a record, not an edit. The proposer cannot approve it. The approver must be someone who could have signed the minutes. The difference is computed when it is proposed, so the approver sees the comparison that will be applied. And the amended minutes are signed off again by the approver; they do not inherit the original signature.

Exports: a PDF for the record, Word for the draft

The signed record is a PDF in Arabic or English, rendered by a browser engine so Arabic letters join and read right to left. For a secretary who still circulates a draft that directors mark up in Word, Mithaq also exports an editable .docx with Arabic written as right-to-left runs. The Word file is built on the server without Microsoft Office or LibreOffice, so an on-premise install needs no extra software for it.