Why most AI minute-taking tools are not built for schools and MATs

There’s a growing wave of AI minute-taking tools randomly popping up in virtual meetings or being used in the background to support meetings.  Many of us have no doubt been in a meeting (generally virtual) where suddenly a message pops up to say that someone's AI assistant has joined the call, sometimes without the person themself even being present. On the surface, they promise a similar outcome with quick meeting summaries and less admin. But in reality they often don't capture in person meetings and still require significant work to format and rewrite the notes so they suit requirements and they carry risks around how data is handled, stored, and accessed.

The problem with off the shelf AI tools

Many AI note-taking platforms on the market today were never designed for the education sector. They were built for sales calls, quick catch-ups or virtual meetings. This matters because schools and MATs are not generic. They are dealing with sensitive data, statutory compliance, and regulated governance processes and they need to know exactly how and where data is being processed, and by whom.

Yet many off-the-shelf tools:

• Operate outside the UK or EU

• Lack data retention or audit controls

• Don't work well for large in person meetings

• Can’t align with your meeting formats or terminology

• Offer little in the way of human oversight or post-meeting review

In short, they’re designed to capture content, not uphold governance.

Scriba was built from the ground up for schools, trusts, and governance professionals. We don’t just “add on AI.” We embed it within a secure, UK-based system, with custom workflows and governance-first design.

Here’s how we differ:

Governance-first architecture
Every meeting is supported with proper workflows, templates, and permissions. Scriba has been built to ensure that it aligns with how real governance teams operate in schools and MATs.

Data protection and hosting
We store and process data in the UK and EU, with full GDPR alignment and transparent data pathways. No grey areas and no overseas servers.

Customisable to your needs
Meetings aren’t one-size-fits-all and neither is Scriba. It produces minutes in a range of formats designed to suit board and meeting requirements. Some meetings may just require a summary and actions, in others you might want to capture challenges made by governors as well as steps being taken to address issues and concerns.

Human input is key
AI can speed things up, but people bring context, nuance, and judgement. Scriba blends both and users can deploy the tools and outputs in the way that works best for them. 

Why this matters

Trust boards and school leaders are under pressure to improve efficiency without compromising oversight. AI can help, but only when it’s governed, not guessed. With the wrong tool, you’re not just risking messy minutes but also potentially risking safeguarding blind spots, GDPR non-compliance and a breakdown in trust.