Public Records and Administrative Policy
Resolutions adopting or updating the village's records retention schedule and procedures, and establishing AI use policies for village staff.
In force, by year of last update
2026this year
AI Tools Permitted Use
Village employees and elected officials may use AI tools to assist with tasks such as drafting content, summarizing information, or generating ideas. AI tools must be used as supportive aids rather than replacements for professional judgment.[2]
AI-Generated Content Verification Requirement
All AI-generated content must be verified by the employee or official before use. Any AI use in documents must be cited.[2]
AI Tools Confidential Information Prohibition
Village employees and elected officials are prohibited from inputting confidential or personally identifiable information into AI tools.[2]
2022
Records Retention Schedule Adoption
The Village adopts the Retention and Disposition Schedule for New York Local Government Records (LGS-1), issued pursuant to Article 57-A of the Arts and Cultural Affairs Law, for use by all Village officers in legally disposing of valueless records. Only records described in LGS-1 that have met the minimum retention periods set forth therein may be disposed of.[1]
Records Disposal Value Requirement
Records may only be disposed of under LGS-1 if they do not have sufficient administrative, fiscal, legal, or historical value to merit retention beyond the established legal minimum periods.[1]
Source resolutions
- [1]2022-04-11Records Retention
- [2]2026-03-23Policy for the Use of Artificial Intelligence (AI) Tools and Confidential Information
Synthesized from the chronological history of these resolutions. Each clause shows the year it was last established or amended. The text is a reading aid — for legal force, consult the source resolutions and the Village Code.