Chronology-Driven RAG for Construction Meeting Minutes

Ioannis Kostis, Pierre Schaus

Track: Type E (Late-Breaking Abstracts)

Keywords: Retrieval-Augmented Generation, Construction Meeting Minutes, Project Knowledge Management

Abstract:

In large-scale construction projects, the continuous evolution of decisions generates extensive records, most often captured in meeting minutes.
Since decisions may override previous ones, professionals often need to reconstruct the history of specific choices.
Retrieving such information manually from raw archives is both labor-intensive and error-prone.
From a user perspective, we address this challenge by enabling conversational access to the whole set of project meeting minutes.
Professionals can pose natural-language questions and receive answers that are both semantically relevant and explicitly time-annotated, allowing them to follow the chronology of decisions.
From a technical perspective, our solution employs a Retrieval-Augmented Generation (RAG) framework that integrates semantic search with large language models to ensure accurate and context-aware responses.
We demonstrate the approach using an anonymized, industry-sourced dataset of meeting minutes from a completed construction project by a large company in Belgium.
The dataset is annotated and enriched with expert-defined queries to support systematic evaluation.
Both the dataset and the open-source implementation are made available to the community to foster further research on conversational access to time-annotated project documentation.

Submission Number: 91