Meeting notes and decision archive

Requirements describe capabilities the pattern needs in your environment, not the vendors you must buy. Any system that fills a requirement satisfies it — that’s what makes the catalog portable across the long tail of SMB tooling.

1. meeting_audio_source

   REQUIREDREADstream

   Recording or live transcript of internal meetings, with metadata about who's there.

   DATA SHAPE

   Audio file or real-time stream with timestamp, participant list, meeting title, optionally meeting type tag.
   COMMONLY FILLED BY

   • video conferencing recording with auto-transcription
   • dedicated meeting bot that joins and records
   • ambient room recording in meeting rooms equipped for it
2. participant_directory

   REQUIREDREADrequest

   Who's in the company and what role they have, so the pattern can attribute speech and understand organizational context.

   DATA SHAPE

   Employee records with name, role, team, optionally voice fingerprint.
   COMMONLY FILLED BY

   • HR directory
   • company org chart
   • internal directory in the productivity suite
3. notes_destination

   REQUIREDWRITEevent

   Where the structured notes land for participants and others to read. Has to be accessible and indexed for future search.

   DATA SHAPE

   Structured notes: attendees, summary, key topics, decisions, action items with owners and due dates, deferred items.
   COMMONLY FILLED BY

   • page created in the wiki under a meeting archive section
   • shared document linked from the calendar event
   • channel in team chat with the notes posted
4. decision_archive

   REQUIREDWRITEcorpus

   Long-term searchable archive of decisions specifically, separate from full notes. The compounding asset.

   DATA SHAPE

   Per-decision records: what was decided, what alternatives were considered, who decided, link back to the meeting and full notes.
   COMMONLY FILLED BY

   • dedicated decision log in the wiki
   • structured database of architectural or strategic decisions
   • section of the knowledge corpus searchable via C7 if live
5. action_item_destination

   RECOMMENDEDWRITEevent

   Where action items become tasks for the responsible people. Without this, action items rot in meeting notes.

   DATA SHAPE

   Per-action-item: description, owner, due date, source meeting link.
   IF MISSING

   Action items still appear in notes but fewer than half typically get executed. Strongly recommend a destination.
   COMMONLY FILLED BY

   • task created in the project management tool
   • follow-up created in the responsible person's task list
   • calendar reminder
6. privacy_classifier

   REQUIREDREADrequest

   Determines which parts of a meeting should not be indexed broadly. Internal HR discussions, individual performance conversations, sensitive strategic deliberations get different treatment.

   DATA SHAPE

   Rules and signals for classification: meeting tags, participant roles, content cues.
   COMMONLY FILLED BY

   • meeting-tag-based rules ('1:1', 'HR', 'board' tags get restricted indexing)
   • content-based detection of sensitive topics
   • explicit privacy markers participants can set