A Notion operating system for the board and committees of a SAMA-regulated finance company.
Fifteen databases. Nine tests that compute. An archive that can take five years of messy history — minutes, resolutions, scans, correspondence from 2021 to cutover — without poisoning the live register.
A finance company under SAMA does not need another folder of Word minutes. It needs a secretariat that can answer, from the record, whether a sitting had authority to decide, whether it was properly convened, whether the pack was actually ready, what the vote produced, whether a recusal can be walked end to end, and whether anything decided was then done.
SAMA Circular 42081293 (21/11/1442H — 30 June 2021) is the regime. Composition mix, quorum, notice, minutes contents, related-party recusals, and the annual governance report are not optional prose. They are tests. If those tests live in a secretary's head, they drift. If they live in formulas, they hold.
The company also had a second problem, which is the one most board systems get wrong: history. Records exist from 2021. They are incomplete, bilingual, scanned, inconsistently numbered, and not in the shape of a modern register. Importing them into the live engine would fake quorum, fake attendance rates, and mix dummy current-year rows with real past decisions.
Members never sit on bodies. A Seat is the join — one person, one body, one period, with role, classification, voting rights, dates, and the appointing resolution. History survives when someone leaves. Pending SAMA no-objection is not Active, so it does not count as a filled seat.
Meetings is the spine. Agenda, attendance, resolutions, minutes, and actions all attach there. Status is the only progress field: Scheduled → Notice Issued → Papers Circulated → Held → Minuted → Closed.
Around that spine:
Attendance is its own database, one voting seat per meeting. It is not a multi-select. Quorum is a fact rolled up from Counts For Quorum, not a box the secretary ticks.
Signing happens in SignIt. Notion records the lifecycle. The executed PDF is the original.
You do not type these. They resolve when the facts exist.