A person in a purple shirt holds their hands out. Above their hands hovers a transparent and white image of brain circuitry. Texts reads Artificial Intelligence.

updated June 26, 2025

As artificial intelligence (AI) tools become more sophisticated and accessible, they offer new opportunities—and new challenges—for clerks striving to serve their communities better. Here’s what you need to know about integrating AI-generated content into your daily operations.

The Power of AI in the Clerk’s Office

  • Enhanced Communication:
    AI can generate personalized permit applications, clear public notices, and tailored FAQs. With the right tools, you can quickly draft communications that are accessible and easy to understand, freeing up time for more complex tasks and direct resident support.

  • Streamlined Workflows:
    Repetitive tasks—like summarizing meeting minutes, drafting routine emails, or compiling reports—can be automated with AI, saving time and reducing the risk of human error.

  • Multilingual Outreach:
    Modern AI translation tools are more accurate than ever, helping you communicate with non-English-speaking residents and ensuring inclusivity in civic engagement.

  • Data-Driven Insights:
    AI can analyze resident feedback, survey responses, and service requests to help you identify trends and improve services.

Hazards to Consider

  • Bias and Accuracy:
    AI models reflect the data they’re trained on, which can introduce bias or inaccuracies. Always review AI-generated content for fairness, accuracy, and compliance with your municipality’s standards before publishing.

  • Transparency and Trust:
    Residents deserve to know when content is AI-generated. Being upfront about your use of AI builds trust and aligns with open government principles. Many localities now require staff to disclose AI use in public communications and maintain inventories of AI tools in use.

  • Data Privacy and Security:
    Ensure that any AI tool you use complies with local, state, and federal data privacy regulations. Avoid inputting sensitive or personally identifiable information into third-party AI platforms.

  • Job Evolution, Not Replacement:
    AI is a tool to enhance—not replace—your expertise. Focus on upskilling: learn to manage, audit, and improve AI outputs so you remain the decision-maker.

Moving Forward: Best Practices for Municipal Clerks

  • Vet Your Tools:
    Choose AI vendors with strong ethical guidelines, transparent data practices, and government experience.

  • Pilot, Then Scale:
    Start by automating low-risk tasks. Gather feedback, monitor results, and expand use only when you’re confident in the tool’s reliability.

  • Maintain Human Oversight:
    AI should assist, not replace, your judgment. Always review and edit AI-generated content to ensure it reflects your office’s standards and voice.

  • Communicate Proactively:
    Inform your council and residents about your use of AI, address concerns, and provide opportunities for feedback.

  • Stay Informed:
    AI technology evolves rapidly. Regularly review best practices and participate in professional development opportunities.

Resources

Note: OnBoardGOV does not use AI, but it can still help streamline your board and committee management processes, making your work faster and easier.

By embracing AI thoughtfully and transparently, municipal clerks can boost efficiency, improve communication, and better serve their communities—while upholding the trust and integrity that are the hallmarks of local government.