Try now with demo data
USE CASE · EXECUTIVE OPERATIONS & STRATEGIC INTELLIGENCE · LOCAL RAG
Private AI for Board Minutes and Shareholder Resolutions: The Answer Is Already in Your Building
Your governance archive holds every decision the company ever made. Finding one should not cost a morning. Noot 8 gives your office a cited, page level answer in seconds, and no document ever leaves your LAN.
The Operational Bottleneck
A director asks a simple question. "What did we resolve about the capital increase in 2021, and who dissented?" The company secretary stops what they are doing. Then the hunt begins.
The minute book sits in one folder. Signed PDF scans sit in another. The shareholder resolutions live in an email thread, a shared drive, and a binder in the legal office. Annexes are separate files with names like "Allegato_B_final2". Nobody remembers which version the board actually approved. So the assistant opens twenty files, skims scanned pages, and calls two colleagues to ask what they recall.
The cost is not only time. It is interruption. Every search pulls the chief of staff, the CFO's office, and legal into a chain of messages. And the real knowledge, such as why a dividend was deferred or which condition the Collegio Sindacale attached, lives in the heads of two people who may retire next year. Cloud AI tools promise relief. But uploading confidential board material to a public service creates a new problem: price sensitive information leaving your control.
Executive teams are stuck between two bad options.
- The Manual Search Pitfall: Scanned minutes cannot be searched by keyword. Folder names are inconsistent. Each lookup burns twenty minutes and interrupts three people.
- The Cloud AI Privacy Risk: Pasting unreleased board deliberations into a public SaaS tool exposes M&A plans, valuations, and shareholder disputes to a third party, and creates a GDPR problem you must later explain.
How Noot 8 Solves It Locally
Noot 8 Edge is a plug and play appliance. You connect it to your office LAN, point it at your governance folders, and it starts indexing. Setup takes about five minutes. There is no IT project, no server room, and no consultant.
Then your team simply asks questions in plain language. Noot 8 replies with the answer, the document name, and the exact page. Every claim is traceable. For a company secretary, that citation is the difference between a hint and evidence.
Eye Cortex: Visual Intelligence for Governance Scans
Governance archives are rarely clean text. They are signed scans, stamped pages, handwritten margin notes, shareholding tables, and organisation charts. Classic OCR stumbles on exactly these. It misreads a "3" as an "8" in a voting table and nobody notices.
Eye Cortex works differently. Its ColPali visual engine, a 4 billion parameter model, reads each page as an image, the way a person does. It understands layout, tables, signatures, and diagrams directly. No lossy text conversion step means no silent OCR errors in the numbers that matter.
- Board minutes: Ask which directors voted against a related party transaction and get the page of the signed verbale.
- Shareholder resolutions: Retrieve the exact quorum, majority, and share percentages from the assemblea dei soci, even when printed in a table.
- Cap table and ownership charts: Read diagrams of holding structures and compare them across years.
- Statutory registers: Search the libro soci and libro delle adunanze scans without retyping them.
- Annexes and powers of attorney: Link each decision to its attached documents in one answer.
WORKFLOW SCENARIO: PREPARING FOR THE ANNUAL SHAREHOLDERS MEETING
Before: Three days before the meeting, the chair wants every prior resolution on dividend policy. The assistant opens forty scans, emails legal for the missing 2019 annex, and waits a day for a reply. The summary arrives late and nobody is sure it is complete.
After: The assistant types one question into Noot 8. In four seconds the answer lists each dividend resolution, the vote outcome, and the page of the signed minute. The 2019 annex appears with its source. The briefing pack is ready before lunch, and legal was never interrupted.
Architectural Advantage & Privacy Guarantee
Privacy here is physical, not contractual. Noot 8 runs on hardware sitting inside your building. Embedding, indexing, and answering all happen on that device. Your board papers are never uploaded, never sent to an external model, and never used to train anything.
That design makes compliance simpler to demonstrate. Data stays within your perimeter, which supports your GDPR duties on minimisation and access control. It also fits the direction of Italian AI Law L.132/2025, which expects organisations to keep human oversight and clear accountability over AI use. A system you can point to in the server cabinet is easy to explain to an auditor.
Directors also gain a quiet benefit. They can ask sensitive questions about a pending acquisition without wondering who else might see the prompt.
| Operational Dimension | Noot 8 Local RAG | Cloud AI (Copilot / Public SaaS) |
|---|---|---|
| Where board minutes and resolutions are processed | ✓ On hardware inside your LAN | ✗ Uploaded to external servers |
| GDPR and EU AI Act posture for price sensitive material | ✓ Data never leaves the perimeter | ✗ Third party transfers to assess and document |
| Understanding signed scans, voting tables, holding charts | ✓ Eye Cortex reads pages visually | ✗ Text extraction misses stamps and table layouts |
| Setup effort for the company secretary's office | ✓ About 5 minutes, zero IT configuration | ✗ Tenant setup, permissions, data classification work |
| Cost for a small governance team | ✓ Flat €149/month, hardware included | ✗ Per seat fees that grow with every director and assistant |
Practical Applications in Executive Operations & Strategic Intelligence
- Board pack preparation: Ask for every prior decision on a topic, such as a subsidiary disposal, and assemble the background section with page citations in minutes instead of days.
- Director onboarding: Let a new non executive director ask what the board decided on risk appetite over the last three years, and read the sources themselves.
- Due diligence responses: When an investor or bank asks for evidence of authorised signatories and past approvals, retrieve the signed resolutions without opening a data room manually.
- Follow up on action items: Search across years of minutes for commitments assigned to a named executive and see which ones were never closed.
- Succession and continuity: Turn the memory of a retiring company secretary into a searchable archive, so tribal knowledge about past precedents stays with the company.