Keep three separate layers
Store the timestamped transcript, topic summary and formal decisions or actions separately. Each action needs an owner, deadline, status and source moment.
A proposal, discussion and confirmed commitment need different statuses; polished language must not erase the distinction between them.
Define the schema first
Use agenda, participants, decisions, open questions, actions, owners and dates. Mark statements as proposed, agreed or awaiting confirmation.
Attach every extracted action to a source interval and require an explicit owner and date, leaving fields unknown when nobody agreed them.
Require human confirmation
The organiser verifies negation, conditions, dates, amounts and overlapping speech before distribution. Corrections should retain a link to the recording.
The meeting organiser should approve the record before external distribution or automatic creation of tasks in operational systems.
Integrate safely
Create tasks only after confirmation and make retries idempotent so they cannot duplicate work. Retain draft, approved minutes and an edit log.
Store approved changes and prevent integration retries from duplicating work, especially when a downstream service responds slowly.