SiteMinutes was built on one rule: it never deletes or overwrites your files by itself. Site records can end up in a dispute years later, so nothing leaves your control without you asking.
Where your files are
Your projects, recordings, photos and plans are stored on your device, inside the SiteMinutes folder. On iPhone and iPad, you can see it in the Files app:
Files › On My iPhone › SiteMinutes › SiteMinutes
| Folder | What is in it |
|---|---|
| Meetings | One folder per meeting, with its Audio and Photos |
| Plans | One folder per plan: the original file you imported, plus the version used for pinning |
| Exports | Meeting packs (.zip) and minutes PDFs |
| Trash | Anything you deleted, and minutes backups (see below) |
Recordings are saved as .m4a audio files, one per part. Photos are saved as .jpg files.
Nothing is deleted automatically
- A recording is never discarded. The recorder has no delete button, and closing it always keeps the audio.
- When you delete a photo or a plan, SiteMinutes asks first. The file is then moved to the Trash folder, not erased.
- When minutes are replaced, the previous version is saved to Trash first.
- SiteMinutes never empties the Trash. Only you can, from the Files app, once you are sure.
Some things are records rather than files: actions, contract instructions and pins. Deleting one of those removes it for good, which is why SiteMinutes asks first and suggests marking it Closed or Cancelled instead.
Keep a copy
Your iPhone's own backup covers the app's files. For each meeting you want to keep safe, also do this:
- Open the meeting and tap 06 Minutes & export.
- Tap Build meeting pack.
- Send the pack to your Mac or your office server with Send pack · AirDrop to Mac, or save it to any folder with the share button.
The pack holds everything for that meeting: the audio, photos, plans with pins, registers and transcript.
Sync and your own cloud
Sync between iPhone, iPad and Mac, and sharing projects with your company, are coming in a future update. When they arrive:
- The heavy files (audio, photos and plans) stay in storage you own: iCloud Drive for individual Apple users, or your company's OneDrive / SharePoint, Google Drive or Dropbox. They are not kept on SiteMinutes servers.
- Only the text and registers are kept in the SiteMinutes database: projects, meetings, attendance, actions, CIs, pin positions and minutes. Small thumbnails are kept too, so lists load quickly on every device.
- When audio is transcribed on our server, a temporary copy is removed as soon as the original is confirmed safe in your storage. Your own files are never deleted by the system.
The SiteMinutes database is hosted in Frankfurt, Germany (EU), the closest region with good speeds to South Africa and Namibia. Each company can only see its own data. SiteMinutes support staff can see account details so they can help with your tickets.
Your SiteMinutes account
Your web account (the one you use for support tickets) holds your name, e-mail address and support conversations. To close your account or ask what we hold about you, open a support ticket under Account & sign-in.