Records Retention and Administrative Policy
Resolutions adopting or updating the village's records retention and disposition schedule, modifying residency requirements for appointed officers, and adopting policies governing the use of artificial intelligence tools and handling of confidential information.
In force, by year of last update
2026this year
AI Tools — Permitted Uses
Village employees and elected officials may use AI tools to assist with tasks such as drafting content, summarizing information, or generating ideas, provided such use is treated as a supportive aid rather than a replacement for professional judgment.[3]
AI Tools — Content Verification Requirement
All AI-generated content must be verified by the employee or official before use or publication.[3]
AI Tools — Prohibition on Confidential Data Input
Employees and officials must not input confidential or personally identifiable information into AI tools.[3]
AI Tools — Citation Requirement
Any use of AI tools in the preparation of Village documents must be cited within those documents.[3]
2022
Records Retention Schedule Adoption
The Village has adopted 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 that have met the minimum retention periods described therein.[2]
Records Disposition Eligibility — Administrative or Historical Value
Only those records may be disposed of that do not have sufficient administrative, fiscal, legal, or historical value to merit retention beyond the established legal minimum periods set forth in LGS-1.[2]
2020
Appointed Officer Residency Requirement
Pursuant to Village Law §3-300(2)(a), all appointed officers of the Village of Red Hook need not reside in the Village, but may reside anywhere in the County of Dutchess, State of New York.[1]
Source resolutions
- [1]2020-01-13RESOLUTION REGARDING MODIFICATION OF RESIDENCY REQUIREMENTS FOR APPOINTED OFFICERS
- [2]2022-04-11Records Retention
- [3]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.