Pitkin County permits the limited and responsible use of Artificial Intelligence (AI) tools to support County business functions. Use of these tools must comply with all County policies, protect privacy, ensure transparency, and uphold professional standards. Employees are reminded that AI tools can enhance efficiency, but do not replace professional judgment, expertise, or accountability.
Please review Pitkin County's full AI Policy - Policy 6.30(a): Use of Artificial Intelligence (AI) Tools - in our Policy and Procedures manual.
Please review the two Gemini Notetaker trainings below!
The Policy Training will provide you an overview of how to use the notetaker responsibly and stay fully aligned with organizational policies.
The End-User Training is designed to walk you through exactly how this tool works - from setting it up in Google Calendar before your meeting starts, to using real-time catching-up features during the call, to finding and editing your notes afterward.
IT excited to announce that Gemini Notetaker is coming to our organization! Powered by Google Workspace AI, Gemini Notetaker automatically captures meeting highlights, generates action items, and makes catching up on missed discussions seamless, helping us save time and focus on meaningful conversations.
To help everyone get up to speed on best practices, privacy guidelines, and how to use the tool effectively, IT is hosting two live hybrid training sessions:
Option 1: Monday, August 17 | 12:00 PM - 1:00 PM
Option 2: Wednesday, August 19 | 12:00 PM - 1:00 PM
Location: Hybrid - attend in-person in the Roaring Fork Room or join virtually via Google Meet (link included in calendar invite on the County Calendar).
What We’ll Cover:
How It Works: Scheduling Gemini Notetaker, using real-time features like "Summary So Far", and accessing post-meeting summaries in Drive and Email.
Privacy & Governance: Guidelines on consent, 6-month document retention, and public records/CORA considerations.
Organizational Policies: Important rules around host controls and restricted default sharing settings.
Next Steps: Keep an eye on the County Calendar for an invitation to both sessions and please choose the date that works best for your schedule. We look forward to seeing you there!
Please fill this feedback form out to provide IT with valuable insight into how you're using Gemini.
Is Gemini Notetaker HIPAA compliant?
Yes. Because our organization is a "Google shop" with an Enterprise Workspace agreement, Gemini is covered under our existing Business Associate Agreement (BAA).
Data Isolation: Your prompts, transcripts, and meeting notes are not used to train Google’s global AI models.
Internal Only: Your data stays within our organizational boundary, adhering to the same security standards as Gmail and Drive.
Sharing: Improper sharing settings can lead to HIPAA violations by granting access to unauthorized external stakeholders. Exercise extreme caution when sharing meeting notes or transcripts, even internally; always verify recipient permissions to ensure Protected Health Information (PHI) is only accessible to those with a "need to know" under compliance guidelines.
Does Gemini listen to meetings when it's not "taking notes"?
Technically, yes - Gemini is processing the meeting’s dialogue via captions so it can be "ready" to answer your questions. However, from a privacy and compliance standpoint, here is the nuance:
Gemini only processes audio when the "Take Notes for Me" feature is explicitly activated by a participant. Once the meeting ends and the summary is generated, the temporary processing data is deleted.
When you use "Ask Gemini" without "Take Notes" turned on, Google does not store the meeting text after the call ends. Audio is processed via the meeting's Closed Caption stream locally to answer your questions in the moment and is then wiped at the end of the meeting.
Will the notes disappear after 6 months, even if I share the notes out?
The doc itself will be purged after 6 months unless the label has been changed to “Retain.” Only editors of doc can change from “Purge” to “Retain.”
Keep in mind, the user you shared the doc with may have made a copy or printed it out, so be careful who you give access to.
Does Gemini Notetaker work in Zoom, Teams, or other platforms?
No. Gemini's native "Take Notes for Me" feature is exclusive to Google Meet.
The Workflow: To get the best experience, meetings should be hosted via Google Meet.
Please reach out to the IT department for more information on alternative cross-platform solutions.
Can I use Gemini on my mobile device?
Yes. Gemini features are available in the Google Meet app for both Android and iOS. You can start the note-taking process from your phone just as you would on a laptop.
How do I start the Notetaker during a meeting?
In a Google Meet call, click the Gemini icon (the sparkle) in the top right corner.
Select "Take notes for me."
A blue "pencil" icon will appear for all participants, notifying them that AI note-taking is active.
Who can start the notes versus who gets it?
All participants, including attendees, can start and stop the notes, however by default, only the hosts and co-hosts will receive a copy of the notes.
Where are the notes saved after the meeting?
Once the meeting ends, Gemini automatically creates a Google Doc with the summary and action items.
Location: It is saved in the meeting organizer's Google Drive, in the calendar event, and sent in an email.
Access: Only hosts and co-hosts will receive a copy of the notes and have access to the notes unless the default sharing settings are changed.
Should I remove irrelevant or inaccurate information from the notes?
Yes! Best practice is to review all notes after the meeting and manually remove information that is unnecessary or irrelevant. This ensures that the notes are accurate and relevant, and keeps the human in the loop.
If you don’t need the notes (and therefore aren’t reviewing the notes), then delete the notes. If you forget to delete the notes, they will be auto-purged after the 6 month creation date. Keep in mind, those notes are still CORA discoverable while they’re in your Drive, and the owner of the notes is responsible for any inaccuracies in the content.
Am I the only one who sees what I ask in the “Ask Gemini”?
Correct! Everything written by you in the “Ask Gemini” feature is only visible to you and not captured in the notes.
Can the notetaker determine decision points, for example, in a Public Meeting?
Currently IT is asking staff to test this functionality out, but not rely on it.
Keep in mind, the tool can define decisions based on users who join the meeting as an individual, but if multiple users are in a meeting room under one user’s profile, decisions will be captured by that individual person rather than the individuals in that room.
Will Gemini replace our need to record meetings?
Not necessarily. Gemini provides a summary and action items, not a word-for-word transcript (unless "Record meeting" is also turned on). If you need a legal record of exactly what was said, you should still use the Record feature.
What happens if multiple people speak at once?
Gemini 3.1 is highly sophisticated at distinguishing voices; however, like any human notetaker, "crosstalk" can reduce accuracy. For the best results, we recommend using Google's "Adaptive Audio" feature if multiple people are joining from the same room.
Can Gemini take notes in languages other than English?
Yes. As of early 2026, Gemini supports note-taking and live translated captions in over 40 languages, including Spanish, French, German, and Portuguese.
Does everyone in the meeting see the notes as they happen?
No. To avoid distraction, Gemini works in the background. The summary is only distributed after the meeting concludes. However, any participant can add "Summary" or "Note" tags to the chat during the meeting to "nudge" Gemini to highlight specific points.
Pro-Tip: If you join a meeting late, you can click "Summary so far" in the Gemini panel to get a quick AI-generated recap of what you missed without interrupting the flow of the conversation!
Do I need to take my own meeting notes?
Staff will bring their own attitudes to what this balance is. We invite you to compare self-generated notes against Gemini notes to review the tool's efficacy.
How do we navigate the climate considerations?
The reality is virtual meetings take energy. IT is looking for feedback on what this balance is, as it relates to your team and organizational culture.