How to efficiently review Board Minutes with DocuMine

Streamline Board Minute reviews by automating the search for answers to key questions, saving time and ensuring consistency.

What is DocuMine?

DocuMine is an AI engine that eliminates the tedious task of manually searching through large volumes of documents. You can ask specific questions to receive precise answers. DocuMine automatically suggests answers to your questions and creates references to the relevant numbers, text, or sentences.

By replacing manual work with AI, users can focus on reviewing and validating data while staying in full control.

Why Use DocuMine for Board Minute Reviews?

Reviewing Board Minutes is a critical but often time-consuming task. These documents often contain key decisions, policies, and strategic directions, requiring careful review to ensure compliance and accurate record-keeping.

DocuMine transforms how you approach document-heavy reviews with:

• Time Savings: Automates manual searches, enabling faster results.
• Consistency: Provides a structured and uniform approach to reviewing Board Minutes.
• Traceability: Links answers directly to their source with Snips, ensuring transparency and accuracy.

Pre-requisites:

• DataSnipper version 6.2 or later
• DocuMine add-on module
• User Management enabled in admin
• Access to the internet

Video tutorial

Example workbook

Here you can download the workbook shown in the video including all of the listed questions and source documents.

Example workbook - Board Minute review

Step-by-Step Guide

Step 1: Prepare Your Board Minute Document(s)

1. Upload your Board Minute document(s) to the DataSnipper Platform.
2. Use the "Import" or "Organize" buttons to ensure your documents are ready for processing.
   

Step 2: Define Your Questions

1. Write down the specific questions you want answers to in your Excel sheet.
   Examples:
   • "What decisions were made about the annual budget?"
   • "Who approved the strategic initiatives?"
   • "What risks were discussed during the meeting?"
2. Refer to example workbooks for common Board Minute review questions, if available.

Step 3: Open DocuMine

1. Click the DocuMine icon in the DataSnipper ribbon in Excel.
   
2. The DocuMine pane will appear on the right side of your screen.

Step 4: Select your questions

1. Highlight or select the questions you’ve written in your Excel sheet.
2. Click Next in the DocuMine pane to proceed.

Step 5: Select your documents

1. In the DocuMine pane, select the Board Minute document(s) you want to search.
2. Click Start to begin the DocuMine process.

Step 6: Start your review

1. Once DocuMine completes the process, click on "Start Review" to review the AI-generated answers in Excel.
2. Each cell will contain answers found in the document.
3. Answers will include Snips referencing the source document, making verification simple.

Step 7: Review the answers

1. Confirm the accuracy of each answer by reviewing it carefully:

   • If the answer is correct, click "Approve" to save it in the designated cell. Approved answers will be highlighted as pink Snips, confirming your review is complete.
   • If the answer is incorrect, click "Reject" to discard it. Rejecting an answer will remove both the incorrect answer and its associated Snips.

Step 8: Use Focus Mode for Detailed Review (Optional)

Focus Mode is a dedicated interface in DocuMine designed to help you efficiently review, approve, and reject answers. It simplifies your workflow by displaying one answer at a time while providing full context from the source documents.

• Left Side: Displays the question, answers, and the reference to the source (Snips).
• Right Side (Document Viewer): Shows the source document for reference.
• Approve or Reject: Validate the answers by either approving or rejecting them as needed.

With a clean layout and intuitive controls, Focus Mode ensures you can concentrate on the Answers without distractions.

Focus on reviewing evidence, instead of finding it

Reviewing Board Minutes with DocuMine is a fast, efficient, and reliable process that replaces manual effort with intelligent automation. Leverage AI to save time, ensure accuracy, and focus on what matters most—validating critical information.

To make the most of your reviews, keep these tips in mind:

• Be Specific: Ask clear, targeted questions to ensure accurate results.
• Leverage Snips: Use Snips to verify the source of each answer and maintain a clear audit trail.
• Focus on High-Impact Questions: Prioritize questions related to key decisions, approvals, and risks.

For more tips and tutorials, keep reading our Knowledge Base!