Arnau Sanz
Agentic Strategy & AI Transformation LeadKarminaAI StudioAgents · Services · Training
SUCCESS CASE · Public administration
Diputació de Barcelona
This case explains the challenge of Diputació de Barcelona, the solution Meeting Notes and the decisions that allowed it to be applied with knowledge, human control and reviewable results.
StrategyOwn knowledgeProportional permissionsHuman supervisionMeasurement and improvement
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An agent assisted by AI to convert multi-actor conversations into decisions, tasks and dependencies that remain verifiable
Institutional projects can bring together technical teams, municipalities, suppliers, policy makers and legal areas. The challenge was to prevent agreements from being split between personal notes, emails and different versions of an act.
Karmina AI Studio implemented a Meeting Notes who, with consent, prepared a transcript, separated decisions from proposals and linked each task with the person responsible and the temporary source. The AI mandated; people confirmed the commitments and approved the minutes.
Main CTA: Improve the monitoring of your projects CTA Secondary: Discover the Meeting Notes
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Summary Fact Sheet
- Institution: Diputació de Barcelona
- Sector: supramunicipal public administration
- Challenge: give continuity and traceability to meetings with multiple actors
- Principal Agent: Meeting Notes
- Complementary agents: Cloud Index · Project Pulse
- Service: agents for public institutions
- AI layer: Meeting agent, monitoring of projects and institutional knowledge
- Human role: consent, validation of agreements, responsibilities and administrative advertising
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El challenge
Summarizing is not deciding what has been agreed
A transcript can pick up all the words and continue to be unhelpful. Value is differentiating an idea, an objection, a commitment, a decision and a pending issue. In the public sphere, it is also necessary to know which version is official and what can circulate among participants.
The challenge was to speed up the preparation without turning the AI into a meeting fable.
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The starting point
Meeting typologies, record models, vocabulary, roles and conservation policies were defined. Not all sessions could be recorded, and not all the content of a recorded meeting could be incorporated into a common base.
The process had to start with clear information and consent from the participants.
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The Karmina AI Studio approach
The system combined:
- Meeting Notes: Transcription and structure proposal.
- Project Pulse: Monitoring of actions, dependencies and risks.
- Cloud Index: File the approved version with owner and permissions.
The interface literally differentiated what had been said from the synthesis created and the agreement confirmed.
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How it worked
- Prior information and consent.
- Capture or upload notes according to the policy of the meeting.
- Identification of issues, proposed decisions and tasks.
- Link each item to the minute or note of origin.
- Review by those responsible and confirmation of agreements.
- Archive of the approved minutes and activation of the monitoring.
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Governance and Limits
- Without consent it was not recorded or transcribed.
- The agent made no commitments that no one would have confirmed.
- Personal data and restricted content maintained origin permissions.
- The draft was not the official record.
- The deadlines and responsible ones were only activated after human validation.
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Results
The system accelerated follow-up preparation and reduced note-to-note discrepancies. Participants were able to review decisions with the original context and detect previously unaccountable tasks or unresolved dependencies.
Main results: events prepared earlier, more confirmed decisions, fewer ownerless tasks and better continuity between meetings.
YOUR START POINT
Tell us what you want to transform.
A summary of the challenge, the current process and the expected result is enough to begin to value a route of its own.
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Related agents and services
- Meeting Notes: Summary and Traceability.
- Project Pulse: State, dependencies and risks.
- Cloud Index: Archive and official version.
- Agents for Institutions: governance, pilots and adoption provided.
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Closure and CTA
The AI can prepare the minutes. The deal still belongs to the people.
The team
The team that connects strategy, implementation and monitoring
Ignasi Llorente
AI Partnerships & Business Director
Martina Díaz
AI Finance & Business Intelligence Director
Daniel Mallén
AI Operations & Workflow Lead
Eva Trigo
Generative Creative Director
Ariadna Miranda
AI Administration & Knowledge Operations Lead
Claudia Gonzalez
AI Client Success Manager
Jonan Basterra
AI Social Strategy Director
Laura Sabio
Agentic Social Media Lead
Agustina Córdoba
Content AI Specialist
Alba Gómez
Social Listening Specialist
Paola Cudeiro
AI Client Success Specialist
Roger López
AI Project & Workflow Specialist
Mar Berzal
AI Content Strategy Lead
Andrea Gallego
Community Intelligence Specialist
Candela de la Fuente
Content AI Specialist
Blanca Gómez
AI Community Operations Specialist
Cintia Armajach
Content AI SpecialistLet’s talk
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