Text with labelled speakers
Every statement by a councillor, the mayor or a resident is assigned to a speaker, and before export speaker names can be corrected and residents labelled without their names
Knowledge
AI transcription of council sessions: from recording to draft minutes
AI transcription of a municipal council session turns the recording of the proceedings into text with labelled speakers and the time of every statement. That text becomes the draft minutes and the captions for the recording published in the BIP (Public Information Bulletin). In SAIE the speech recognition model can run in the office’s infrastructure, also without internet access, so sessions, committee meetings and internal meetings can be transcribed in the same way
14days for captions
2 mo.at the latest
BIPtext and captions
11.10.2026legal status
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What AI session transcription is
AI transcription turns speech in a recording into text, and diarisation assigns every statement to a speaker. From one recording the council office gets four results:
Time of every statement
Timestamps lead from a sentence in the text to the place in the recording, which makes checking easier and helps answer requests for public information
Draft minutes
The text becomes draft minutes for correction, and agreed actions can go straight to a task list with an owner and a deadline
Captions for the recording
The same text with statement times provides captions for the recording published in the BIP and on the municipality’s website
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Why now
Three obligations · legal status as of 11.10.2026
100%
of council sessions are broadcast and recorded, and recordings go to the BIP and the municipality’s website
Art. 20(1b) Local Self-Government Act14days
to make a broadcast recording accessible, captions included; at most 2 months if the office states a later date when publishing
Art. 5a(1)-(2) Digital Accessibility Act100%
of session and committee minutes are open to residents
Art. 11b Local Self-Government ActTranscribing hours of proceedings by hand within 14 days is a heavy load for a council office. AI transcription produces text with labelled speakers, ready for correction in a few minutesFull sources in section 07
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How it works step by step
1Recording
A file with the session recording or live recording during the proceedings
2Transcription in the office
The speech recognition model runs in the office’s infrastructure, also without internet access
3Speakers and correction
Statements are assigned to speakers and time-stamped, and the council office corrects names and unclear passages
4Minutes and tasks
The session text becomes draft minutes, and agreed actions go to a task list with an owner and a deadline
5Publication
Export to PDF, Word, TXT and JSON, plus captions for the recording in the BIP
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Not just sessions
One tool
Sessions and internal meetings in the same environment
Public sessions
+Sessions and committee meetings are public, and the session recording goes to the BIP. The working transcript and the draft minutes stay in the office until they are adopted
Internal meetings
Briefings, meetings with residents, hearings in proceedings: these recordings do not have to be published, so the recording and the text stay in the office’s infrastructure
1
environment for sessions, committees and briefings. Transcription runs in the office’s infrastructure, also without internet access, so the council office works the same way with public and internal recordings
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Captions deadline
Two questions give you the captions deadline and the latest deadline - with nothing sent anywhere
Tool · deadline
Instant result · no e-mailCheck the captions deadline
?
Please choose the session end date - the captions deadline appears here immediately, nothing is sent anywhere. Basis: Art. 5a of the Digital Accessibility Act (as of 11.10.2026)
The deadline runs from the day the broadcast ends (Art. 5a(1) Digital Accessibility Act). An indicative result, not legal advice
06 / 08Book a demo →
How SAIE does it
TWIN:DESK
Transcription and diarisation of recordings: text with labelled speakers and statement times, markers, AI analysis and export to PDF, Word, TXT and JSON
SAIE Pantera
13 new features, including meetings turned into tasks and AI models run without internet access
AI training
An Art. 4 AI Act literacy programme for public administration
A demo on the recording of your council’s latest session
Session recordings are public in the BIP. Just point us to a session and we will show the text with labelled speakers, the draft minutes and the captions
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Sources
- Act of 8 March 1990 on local self-government, Art. 11b and Art. 20(1b) (ISAP)
- Act of 4 April 2019 on the digital accessibility of websites and mobile applications of public entities, Art. 5a (ISAP)
- allclouds.pl, SAIE Pantera - the new SAIE release for Q3 2026
For information only, not legal advice. Legal status as of 11.10.2026
FAQAll questions →
Questions about session transcription
Can AI prepare the minutes of a council session?
It can prepare a draft. Transcription with labelled speakers is the basis for the minutes, and the council office checks their content and prepares them for adoption in line with the municipality’s statute
Who approves the minutes?
As before, in line with the municipality’s statute: they are usually signed by the chair of the session and the minute-taker, and the council adopts them at the next session. AI does not change this procedure, it only shortens the work on the draft
Does transcription work without internet access?
Yes, in an on-premises deployment. The speech recognition model then runs in the office’s infrastructure, so the recording does not have to leave its network
Will the transcription produce captions for the recording?
Yes. The text with statement times is exported as captions for the recording in the BIP and on the municipality’s website, which helps meet the 14-day deadline of the Digital Accessibility Act
Can committee meetings be transcribed?
Yes, just like sessions. The law does not require committee meetings to be broadcast or recorded, but their minutes are public (Art. 11b Local Self-Government Act)
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