Welcome to the latest edition of the IT Newsletter, your central source for all IT-related information. Our goal is to keep you informed and empowered as we continue to evolve our organization’s technology landscape together.
Photo: Courtesy of Pitkin County Drone Program, Snowmass Falls Ranch
As we mentioned in our last update, our primary goal is to transition to Gemini as our official, unified AI tool. This move will provide a seamless experience within our existing Google Workspace and serve as an approved, secure alternative to third-party tools like ChatGPT, Fireflies (notetaking), Grammarly, etc.
Our Phased Approach
While Gemini offers a massive toolkit, we believe the most successful rollout is a phased one. By releasing features in stages, we can ensure each tool is supported by the right training and security guidelines.
Priority One: Gemini Notetaking for Google Meet
Based on the high volume of requests we’ve received for a reliable, integrated meeting assistant, we have decided to prioritize the Google Meet Notetaker as our first major release.
The path forward
Target Launch: We have shifted our target release for the Google Meet note-taking feature to Monday, July 20th.
Policy & Governance: To ensure we roll this out responsibly, we are working closely with our Attorney’s Office and Records Management. This extra time allows us to establish a tightened usage policy and clear data retention rules before the tool goes live. We will communicate these changes and provide training closer the launch.
Join the Pilot Group: If you are interested in piloting the Gemini Meeting Notetaker, please email me directly by this Friday, June 26th. We will accept the first ten (10) people to respond.
Our intent
Is for Gemini to become your primary note-taking tool for Google Meet. Centralizing our tools is essential for two major reasons:
Security & Privacy: Unvetted third-party tools store information externally, creating compliance and privacy liabilities.
Data Retention: Fragmented tool usage makes it impossible for IT to ensure consistent data privacy and retention.
What about other meeting platforms?
We know you frequently use other platforms. We are actively vetting a second standardized tool that will be approved to join and document non-Google meetings.
We are moving quickly to bring you these new capabilities and deeply appreciate your patience as we ensure the rollout is secure and well-supported. Stay tuned for specific details and policy updates in the coming weeks!
This is a quick reminder to complete your Q2 KnowBe4 Cybersecurity Training: "Working Safely with AI" by the end of June.
💡As a reminder, our quarterly security training is mandatory for all employees to keep our systems and data secure. It's also a requirement for our Cybersecurity Insurance.
Why this matters
Artificial Intelligence tools like ChatGPT, Claude, Gemini, etc. are incredibly powerful for boosting productivity, but they also introduce unique security risks that we all need to navigate carefully. This training focuses on the essentials of using AI responsibly, specifically:
Protecting Proprietary Data: Ensuring confidential company information or client data is never pasted into public AI models, where it could accidentally be exposed.
Spotting Advanced AI Scams: Phishing and social engineering attempts are becoming incredibly sophisticated, using AI-generated deepfakes and hyper-realistic messaging.
Understanding Output Risks: Learning how to verify AI-generated work for inaccuracies or potential copyright issues before using it professionally.
It only takes a short time to complete, but it makes a massive difference in keeping our shared digital workplace safe.
📊 Status Update: As of Monday, 6/15, only 51% of our employees are showing as 'complete.' Please take the time to complete this training by the end of June.
Deadline: Tuesday, June 30, 2026
IronEdge Group (IEG) is looking to enhance the security of our Google Workspace environment through the implementation of Identity Threat Detection and Response (ITDR).
Why are we making this change?
Cybercriminals increasingly use sophisticated phishing attacks to steal passwords and bypass multifactor authentication, making user accounts a primary target. A compromised account can lead to data exposure, financial loss, operational disruption, and reputational damage.
What will IEG do?
To help protect against these threats, IEG will deploy and manage ITDR services that continuously monitor account activity for signs of compromise. Supported by a 24/7 Security Operations Center, the service can quickly detect suspicious activity and take action to secure accounts before damage occurs.
What does this mean for employees?
For most users, there will be little to no impact on daily work. The service operates in the background and is designed to enhance security without disrupting normal business activities. In some cases, if suspicious activity is detected on an account, additional verification steps may be required or access may be temporarily restricted while the activity is investigated.
By implementing ITDR, we are taking a proactive step to reduce cybersecurity risk, safeguard sensitive information, and ensure the continued security of our systems and operations.
As previously mentioned, we have successfully procured the hardware for Phase II of our network upgrade. This phase focuses on access layer switches—the devices that connect end-user equipment like computers, phones, printers, and wireless access points to our network. By modernizing the network, we will continue to improve performance and reliability across the entire organization.
Updated Tentative Schedule:
Device Configuration: August 11-14th
Hardware Swap: August 17th - 21st (this is when there will be some periods of downtime, mostly outside business hours)
We are still in the active planning stages, and we will share more detailed communications as we get closer to these dates.
The GIS team recently completed a roundtable exercise to emulate an Incident Call-up.
The team was given 60 minutes to create a map product to hand off to the Incident Manager, based on the initial (potential) communication from Dispatch.
The wildland fire presented many challenges in replicating it on a visually informative map. The end product could be posted on the emergency management page or social media, hung at an evacuation center or the Incident Command Post, and distributed accordingly.
The team ran through a debrief, reviewed what went well, what needed improvement, and the completed action items.
