AI for corporate secretaries
Draft minutes, resolutions and written consents, and keep the D&O questionnaires, trading windows and filing calendar on schedule. It works from the files in your governance folder and matches your house format.
Entity-register-annual-reports.xlsxExampleEntity filings, next six months
- Corvane Nevada LLCNevadaNov 30, 2026Flagged
File the initial list of managers and the state business license, which the formation filing left out.
- Corvane Services, Inc.CaliforniaJan 31, 2027Waiting
Confirm the officer slate with the CFO, then file the Statement of Information online.
- Corvane Holdings, Inc.DelawareMar 1, 2027Ready
File the annual report with franchise tax figured under the assumed par value capital method.
- Corvane Logistics LLCTexasMay 15, 2027Ready
File the first franchise tax report and the Public Information Report for the new subsidiary.
How it works
- 1
Gather the governance folder
Start with the bylaws and committee charters, last year’s minutes and consents, the D&O questionnaires, the board portal export and your insider trading policy. Turn on the SharePoint or Drive connector if the papers live there.
- 2
Ask for the deliverable
What comes back is minutes with resolutions in the wording voted on, a written consent for all eight directors, an independence matrix or a calendar of filings and trading windows. Each fact cites the file behind it.
- 3
Review, then enter the record
Check every resolution, vote tally and citation, and confirm the draft says what the board actually decided. Once the board approves, you enter the minutes in the book yourself, and nothing is filed or posted for you.
Inside the Corporate Governance mode
Corporate governance administration
Tracks outstanding D&O questionnaires, checks notice, record date, quorum and proxies against your bylaws, and reads the trading windows from the policy.
Board minutes and resolutions
Builds minutes, resolutions, written consents and secretary’s certificates from your notes, with the wording adopted and abstentions tallied separately.
Entity management and annual filings
Keeps the entity register and the org chart, and lists each subsidiary’s next annual report, foreign qualification and good standing date, state by state.
Compliance policies and procedures
Drafts required policies such as insider trading, whistleblower, conflicts and document retention, and names the source of every required element.
Records retention and disposition
Maps governance records to periods and citations, treats minutes and consents as permanent, suspends destruction under a legal hold and logs each disposition.
Legal authority verification
Checks the statutes, exchange rules and SEC guidance a draft leans on, cites the exact section and flags anything it could not verify.
- Office skills
- Excel, Word, PowerPoint, PDF
- Tools
- Read, edit and write files, Search files, Run code, Search and read the web, View images
- Connectors
- SharePoint, Google Drive, Gmail, and additional custom connectors
- House style
- Your fonts, layouts and rules, on every file
Ask it for
“Draft minutes of the March 18 board meeting from my notes and the deck. Record resolutions as adopted and the 7-0-1 vote, and note the executive session.”
2026-03-18-board-minutes.docx“Pre-populate this year’s D&O questionnaires from last year’s responses, and leave every independence answer blank for the directors to answer.”
2026-DO-questionnaires.docx“Turn the two bank account authorizations into a written consent signed by all eight directors, with a line for each signature and its date.”
Written-consent-bank-authorizations.docx“Map the eight directors’ disclosed relationships against the exchange bright-line tests and our independence standards, and flag what needs board judgment.”
2026-director-independence-matrix.xlsx“Check our insider trading policy against the Rule 10b5-1 amendments and Item 408(b), and mark every gap and change from the 2024 version.”
Insider-trading-policy-review.pdf“Add the new Texas and Nevada subsidiaries to the entity register, and set out each entity’s next annual report, annual list or franchise tax date.”
Entity-register-annual-reports.xlsx
Who it’s for
Corporate secretaries, governance professionals and entity managers, plus volunteer board secretaries of nonprofits, HOAs, cooperatives and private companies.
Questions
Can an AI write our board minutes?
Yes, as a draft you finish. It builds the minutes from your notes, the agenda and the board materials, records each resolution in the wording voted on and tallies abstentions separately, as 4-0-1 rather than 4-0. You then review every file it touched, the chair and counsel read the draft, and the board approves it before it enters the book.
Would an AI notetaker create a second, discoverable record?
No, Ultramarine Work does not join meetings or record them. It drafts from the files you give it, and its drafts stay in the project folder with the rest of the papers. The dual-record problem comes from meeting transcripts that outlive the minutes and get read against them in litigation, so put working drafts under your retention policy, delete them once the minutes are adopted, and let a legal hold override any deletion.
Does it make director independence determinations?
No, the board makes the determination. The mode maps each director’s disclosed relationships against the exchange tests and the independence standards you provide, then drafts the analysis for the nominating committee and counsel to test. Your minutes should record what the board reviewed and concluded.
Can we put privileged materials in the folder?
Nothing in the app stops you, but whether you should is a call for your general counsel. The model runs on Paper Instruments’ servers, so the papers you put in the folder go there to be processed, and the app changes files only in the project’s folder. Run the diligence you would run on any vendor touching privileged material, covering training, access, retention and deletion.
Is it practical for a volunteer HOA or nonprofit board secretary?
Yes, the mode covers volunteer board secretaries as well as corporate secretaries. Give it your bylaws, your state’s notice and open meeting rules and a past set of minutes, and it drafts notices, agendas, minutes and a filing calendar in your format. It can also draft the conflict-of-interest and document retention policies the Form 990 asks about. It is still a drafting tool, and the notice periods in your state statute and bylaws remain yours to meet.
Where does our board material go?
Ultramarine Work changes files only in the project’s folder. When a request needs it, it can read files elsewhere on your computer, never passwords, keys or app data, and you can turn that off in settings. The model runs on Paper Instruments’ servers, so the content it works on is sent there to be processed. Paper Instruments is SOC 2 Type II, and our security and compliance details are on our compliance page.