SOFROS AI Secretary: Building a Local System for Automatic Meeting Minutes

SOFROS, a company facing the problem of losing context after meetings, developed SOFROS AI Secretary, a local system that automatically converts any meeting into a structured protocol with tasks and responsible persons. The system allows users to upload files or paste video conference links, automatically transcribes speech, identifies speakers, extracts key topics, creates a list of tasks with assignees and deadlines, and generates minutes in MD, DOCX, and PDF formats. It introduces the concept of projects to group meetings, providing roles like Owner, Member, and Administrator. Users can create meetings via a button, project menu, or drag-and-drop, and the system supports various input formats including audio (MP3, WAV, OGG, etc.), video (MP4, AVI, MKV, etc.), text files, URLs, or ready transcriptions. Processing pipelines are flexible, allowing users to choose between speed and error correction. The generated protocol page includes sections for summary, topics, tasks, full minutes, and transcription with timestamps and speaker names, each downloadable individually. A chat assistant answers questions based on the protocol and transcription, with usage statistics and model selection. A browser extension for Chromium-based browsers records online meetings locally, sends data only after stopping, and has a 4-hour limit. Public links with protective hashes and email distribution with selected formats and documents facilitate sharing. Filters, search, and hotkeys help manage many meetings. The entire system can be deployed locally without the need for GPUs, ensuring full data control.