Why a cautious approach to AI is the smartest move in the co sec world

Artificial intelligence (AI) is evolving quickly. In some industries, this pace might be welcomed with open arms. But in governance, faster is not always better. When it comes to board reporting, minute-taking and corporate compliance, caution is not just a preference. It is a responsibility.

As company secretaries, our role is to ensure that records are accurate, decisions are documented properly and governance processes are upheld with integrity. These responsibilities cannot be fulfilled by shortcuts or automation. They require judgement, context and trust. That is why, at Virteffic, we choose to take a careful and thoughtful approach to AI.

What the latest research is telling us

The Chartered Governance Institute UK & Ireland (CGIUKI) recently surveyed over 600 governance professionals. The findings reflect what many in our profession already feel:

• 74% are concerned about the accuracy of AI-generated corporate content

• 37% cite a lack of understanding at board level about how AI works

• Most organisations do not yet have clear policies in place

• Many are already using tools like Microsoft Copilot, often without proper oversight

Peter Swabey, Director of Policy at CGIUKI, noted that AI is already being used informally in governance functions. He emphasised the importance of boards developing clear strategies to manage these tools responsibly.

Our approach at Virteffic: careful, informed and always human

At Virteffic, we stay informed about emerging technology and explore how it might be used in a responsible and appropriate way to support our team and our clients. But we are also clear about where to draw the line. Some tasks should not be automated. They will always require professional judgement and a human voice.

Our policies prohibit the use of AI in any area involving board or committee minutes, confidential matters or documents that require high-level accuracy. These services demand precision, discretion and contextual understanding.

Our outputs are human-led. Everything is prepared or reviewed by qualified professionals who bring experience, insight and care to each task.

Where we see limited value in AI

We recognise that AI tools can support certain routine or non-sensitive tasks. These may include formatting, grammar checks or generating outlines. Occasionally, they may assist with early-stage research or template drafts. However, these results are never used in isolation. Every outcome is reviewed and assessed with professional care before it is used.

We believe AI has no role in any aspect of our work that involves confidential or board-level content. These tasks require trust and accountability, which cannot be delegated to technology.

What makes Virteffic different

Clients rely on us because they know we prioritise confidentiality, professionalism and quality. We take time to understand each client’s unique needs. We do not take shortcuts. We never use AI to create or process content that demands independent judgement or discretion. And we are always transparent about how we work.

Clients choose Virteffic because we are:

• Reliable and responsive

• Experienced in governance and minute-taking

• Focused on confidentiality and professionalism

• Flexible but never careless

• Grounded in human judgement and not reliant on automation

Looking ahead: the role of company secretaries will not be replaced

AI may influence the tools we use, but it will not replace the role of the company secretary. Our work goes far beyond processing data. It requires foresight, diplomacy and accountability. These are qualities that no machine can replicate.

At Virteffic, we are open to innovation but guided by professional responsibility. The value we offer cannot be replicated by a system. It is built on trust, expertise and thoughtful care.

Now is the time for the profession to lead

If your organisation is exploring the use of AI, we encourage you to pause and reflect.

• Do you have policies in place to guide responsible use?

• Are your teams equipped to assess risks and review outputs critically?

• Can you be confident that AI is supporting, not undermining, your standards?

The governance profession has an opportunity to lead by example. At Virteffic, we will continue to take a client-first, human-led approach. In governance, trust is earned through people, not platforms.