Templates

Three templates to print and adapt.

An AI use register, a records decision sheet and one page of staff guidelines. Print one, or save it as a PDF, and fill it in with your staff.

Template

AI use register

Template: a starting point to adapt with your attorney and records custodian.

One row per AI tool your office uses, including AI features inside software you already pay for. Review it at least once a year, and whenever a tool changes.

AI use register, with blank rows to fill in
ToolDepartmentWhat it’s used forData it can seeWho approves its outputRecords it createsRetentionDate reviewed
BlankBlankBlankBlankBlankBlankBlankBlank
BlankBlankBlankBlankBlankBlankBlankBlank
BlankBlankBlankBlankBlankBlankBlankBlank
BlankBlankBlankBlankBlankBlankBlankBlank
BlankBlankBlankBlankBlankBlankBlankBlank
BlankBlankBlankBlankBlankBlankBlankBlank

Download it as a spreadsheet (CSV)

Template

Records decision sheet for AI

Template: a starting point to adapt with your attorney and records custodian.

New Jersey’s records guidance says records created by government systems that use AI are subject to the State’s public records law, and it names prompts, outputs and logs among them. Decide each row with your records custodian before a tool goes into use, following your approved retention schedule.

Records decision sheet: one row per kind of material an AI tool creates or keeps
MaterialIs it a record?Who keeps itFor how longWhere it’s kept
PromptsWhat staff type or paste into the toolBlankBlankBlankBlank
OutputsWhat the tool returns: answers, drafts, summariesBlankBlankBlankBlank
DraftsDocuments the tool drafted, before a person edits and approves themBlankBlankBlankBlank
Uploaded filesDocuments staff give the tool to work fromBlankBlankBlankBlank
LogsThe system’s record of who used it, when and for whatBlankBlankBlankBlank

Source: New Jersey Division of Revenue and Enterprise Services, Guidelines for Developing Retention and Disposition Policies for Artificial Intelligence/Machine Learning Systems, February 2025, revised July 2025. Accessed September 27, 2026.

Template

Staff guidelines for AI use

Template: a starting point to adapt with your attorney and records custodian.

One page for everyone who uses an AI tool for the office. Fill in the approved tools, then walk staff through it.

Do

  • Use only the AI tools on our approved list, signed in with your work account.
  • Check every fact, figure, name and citation a tool gives you before you use it.
  • Say when a tool drafted something that goes to the public, as our policy requires.
  • Keep your prompts and the tool’s outputs as our records policy directs.
  • Ask before you use a tool for anything new.

Don’t

  • Paste personal information about residents, colleagues or yourself: addresses, phone numbers, account numbers, dates of birth.
  • Paste anything confidential, or anything Daniel’s Law or the Open Public Records Act keeps out of a public release.
  • Use a personal or consumer account for work.
  • Let a tool approve, decide or publish anything official.
  • Use a tool to write about a sensitive matter, such as a personnel issue or an emergency.

Always: A named person reviews and approves anything a tool drafts before it goes out.

Approved tools
Questions go to
Adopted

Sources: New Jersey Office of Information Technology, Joint Circular 23-OIT-007: State of New Jersey Interim Guidance on Responsible Use of Generative AI; Digital Government Hub, GovAI Coalition Templates and Resources. Accessed September 27, 2026.

Reviewing a public page? The municipal website page review checklist includes a printable record and a worked example.