Embedded Files
Important: Gemini Advanced will be rolled out on an agency-by-agency basis. If you have questions about the availability of this tool at your agency, please contact your IT Director or agency Product Director.
Top 5 FAQs
What is Google Gemini?
Google Gemini brings the power and possibilities of next-generation GenAI to Google Workspace. It assists with daily tasks like content creation, productivity enhancement, real-time data analysis and more. As a State of Colorado employee or contractor, you can access Gemini Advanced through Google Workspace.
How do I request a Gemini license?
Each state agency will decide if Gemini Advanced will be available to their employees. Please contact your agency IT Director for agency-specific instructions and required training.
Is Gemini Advanced secure?
Gemini is built with security in mind. For more information consult Google’s Summary of Gemini Privacy and Security Controls. Your agency may have additional policies on what type of data you can use with Gemini. Please consult your agency IT Director about responsible use and applicable policies, regulations and statutes and guidelines for treating protected data classifications.
How can I effectively leverage Gemini Advanced capabilities?
The best way to gain proficiency and fully leverage GenAI is to experiment with different prompts and use cases to discover how Google Gemini can best assist you. The following training opportunities and resources are available for all State of Colorado employees:
Where can I find help with Gemini Advanced access problems?
If you have an approved license that has been provisioned and do not see Gemini Advanced in your Google Workspace, submit a ticket in ServiceHub Customer Portal.
General Information
Can I use the free version of Gemini with my State account?
The free version of Gemini has not been approved for use. Access to the Gemini is limited to only the Advanced paid version with a Gemini Advanced license. Learn more about the state’s policies and requirements for AI use on the Guide to Artificial Intelligence website.
Can Gemini Advanced remember information about me?
The Gemini web app, side panel and Gemini integrated tools in Google Workspace use information in your current interaction for context. The Gemini side panel and Gemini tools in Google Workspace will not retain data once the panel is closed or the interaction has finished. The Gemini Web App will retain data for 18 months.
Will my prompts be used to train Google Gemini's AI model?
No, the data generated by the State of Colorado employees will not be used to train Google’s Large Language Model (LLM).
Can Gemini Advanced access my Google Drive?
Gemini like Gmail and Drive, is a Google Workspace service. If you have a Gemini license, Gemini will have access to Google Drive files and folders that you have permission to access.
Can I use GenAI when working with Personal Identifiable Information (PII)?
Gemini has the same access to files and content as you do. This includes any PII data, which Gemini can use to generate answers to your prompts. If any sensitive information is generated by Gemini, it should be treated as confidential and not shared outside your authorized workgroup. Learn more about Gemini’s Data access and Privacy features.
Note: Your agency might have additional policies on what data types you can work with. Consult your manager or product director on: responsible use and applicable policies, regulations, statutes and guidelines for treating protected data classifications.
Can I input sensitive data into Gemini?
Do not input sensitive data directly into Gemini conversations. Upload files or connect to relevant documents from your Drive instead. Refer to the Google Gemini Advanced Guide for details on what sensitive data types can and cannot be uploaded in Gemini.
How can I get the most out of Gemini?
See the Google Gemini Advanced Guide for more information on the general features and training opportunities.
Troubleshooting and Support
Are there any policies or guidelines for using Gemini Advanced at work?
OIT standards and policies for technology assets apply to Gemini and extend to all software and device usage. Your agency might have an additional policy governing the use of Gemini.
How can I learn more about writing effective prompts?
To learn more, review the resources below or join an OIT Gemini training.
What should I do if I get a response from Gemini Advanced that feels inaccurate or unsafe?
If you receive an incorrect response from Gemini, please don't report the issue. Instead, experiment with rephrasing your prompt or providing additional context to help Gemini better understand your request and deliver the desired results. If you ever feel that Gemini's response is unsafe, report your concern OIT Google Team at techu@state.co.us.
Can I provide feedback on Gemini Advanced?
Yes, feedback is valuable for improving Gemini. You can provide feedback through the Gemini Advanced interface or by contacting the OIT Google Team at oit_google_workspace_support@state.co.us .
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