POLICY FOR THE USE OF ARTIFICIAL INTELLIGENCE (AI) TOOLS AND CONFIDENTIAL INFORMATION
Village Employees and Elected Officials “Employees” may occasionally use artificial intelligence (AI) tools to assist with tasks such as drafting content, summarizing information, or generating ideas. While AI can be a helpful resource, it is important to use these tools responsibly and with caution. Although AI may be utilized in the assistance of certain tasks, the individual employee remains responsible for the final work product, including any errors.
Verification of AI-Generated Content:
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AI-generated content may be inaccurate, incomplete, or biased. Employees must always verify information from AI tools before using it in reports, communications, or any official documents.
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Critical decisions, legal documents, financial information, or other business-sensitive materials should never rely solely on AI output.
Handling Sensitive or Confidential Information:
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Employees must not input confidential, proprietary, or personally identifiable information (PII) into AI tools.
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PII is information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other information that is linked or linkable to a specific individual (definition from US Dept of Labor).
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Examples of prohibited information include but are not limited to: employee personal data, customer or vendor details, financial records, and intellectual property.
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Sharing sensitive information with AI systems could violate privacy regulations and company policy and may pose a security risk.
Responsible Use:
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AI tools should be used as supportive aids, not replacements for professional judgment, human review, or standard verification procedures.
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Cite any AI use at the beginning of a document identifying the AI tool used.
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When in doubt about whether information can be shared with AI or how to verify AI output, consult the Mayor or the Village Board.
By adhering to these guidelines, employees help maintain the accuracy, security, and integrity of company information while leveraging AI responsibly.
Adopted by the Board of Trustees on March 23, 2026