Records Retention and Technology Governance

2026last touched · 4 source resolutions

↑Village/Rules/Policies/Adopted/records_and_technology_governance

Governs the village's schedule and procedures for retaining and disposing of official records, videoconferencing procedures for public meetings, and policies for the use of artificial intelligence tools.

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. AI tools must be used as supportive aids rather than replacements for professional judgment.[4]

AI Tools — 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.[4]

AI Tools — Confidential Information Prohibition

Village employees and elected officials are prohibited from inputting confidential or personally identifiable information into AI tools.[4]

2023

Videoconferencing Authorization

Board of Trustees members who experience an extraordinary circumstance (including disability, illness, caregiving responsibilities, or any other significant or unexpected factor precluding physical attendance) are authorized to attend meetings by videoconference. Videoconference attendance is permitted only as long as a quorum of members attend in-person at one or more locations open to the public, and the remote member can be seen, heard, and identified during the open portion of the meeting.[2]

Videoconferencing Recording and Posting Requirement

Any meeting at which a member attends by videoconference must be recorded and posted to the Board of Trustees web page within five business days, and must be transcribed upon request. Members of the public must be permitted to attend and participate, if authorized, in any such meeting by videoconference.[2]

Model Videoconferencing Procedures

The Board of Trustees has adopted the Model Procedures for Member Videoconferencing as required by the videoconferencing authorization resolution, in compliance with New York Public Officers Law Section 103-a. A copy of the Model Procedures is annexed to Resolution 8-2023.[2][3]

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 Threshold

Records may only be disposed of if they do not have sufficient administrative, fiscal, legal, or historical value to merit retention beyond the established legal minimum periods under LGS-1.[1]

Source resolutions

[1]2022-04-11Records Retention
[2]2023-04-10RESOLUTION FOR USE OF VIDEOCONFERENCING
[3]2023-04-10RESOLUTION TO ADOPT MODEL VIDEOCONFERENCING PROCEDURES
[4]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.