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
Thank you to everyone who has volunteered to participate in our upcoming Gemini Suite Pilot Group! We’re excited to have approximately 20 employees from across the County joining us for this next phase. Please note, TODAY IS THE LAST DAY WE ARE ACCEPTING VOLUNTEERS! If you would like to participate, please complete the form at your earliest opportunity.
Over the next couple of weeks, the IT Analyst team will reach out directly to pilot participants with additional information and invitations regarding kickoff sessions:
Wednesday, October 7 | 12:00–1:00 p.m. -- Roaring Fork Room + Hybrid Option
Thursday, October 8 | 12:00–1:00 p.m. -- Roaring Fork Room + Hybrid Option
Pilot Group members are required to attend one of the two kickoff sessions, either in person or virtually. If you are unable to attend either option, please let Spas, Michaela, and Jeremy know so the team can work with you on next steps.
During the kickoff sessions, the IT team will introduce participants to the pilot and walk through what to expect during the six-week testing period, including:
An overview of the Gemini Suite and the features included in the pilot
A high-level, mandatory AI Overview Training Course
Review and completion of the AI Attestation Form
Expectations and time commitment for the six-week pilot
How participants will test features, provide feedback, and help us identify potential use cases, challenges, and questions before a broader rollout
Why are we piloting first?
Our goal isn't simply to turn on new AI features. We want to introduce these tools thoughtfully and make sure employees have the training, guidance, and policies they need to use them appropriately.
The Pilot Group will give us an opportunity to see how Gemini works in real County workflows, hear directly from employees with different roles and perspectives, and identify where additional guidance, training, or safeguards may be needed.
Throughout the six-week pilot, IT will work closely with participants to gather feedback and use what we learn to help shape training, policies, procedures, and resources for the broader organization.
What comes after the pilot?
Our goal is to fully roll out the Gemini Suite across the organization by the end of the calendar year. The feedback and lessons learned from our Pilot Group will be an important part of helping us prepare for that broader launch.
For employees who aren't participating in the pilot, there's nothing you need to do right now. We'll continue sharing updates as the pilot progresses, including information about training, expectations, and when Gemini will become available more broadly.
Thank you to everyone who volunteered their time to help us test, learn, and build a thoughtful approach to using AI at Pitkin County. We're looking forward to getting started!
Cybersecurity training isn't just another compliance requirement — it works. Regular cybersecurity awareness training helps reduce the risk of employee error leading to a security incident or data breach, while helping all of us recognize and respond to emerging cybercrime threats.
And importantly, quarterly cybersecurity training is required as part of Pitkin County's Cyber Insurance Policy. Completing your assigned training helps protect you, your coworkers, and the County's systems and information.
Q3 Cybersecurity Training
2 courses | Approximately 14 minutes total
Recipe for a Strong Password
Handling Sensitive Information Securely, Part 1
Q3 training is now available and must be completed by Friday, October 2nd.
Click here to login to KnowBe4
Frequently Asked Questions
What if I don't remember my KnowBe4 password?
Use the Forgot Password option on the KnowBe4 login page to reset it. Your KnowBe4 password is not tied to your County network or Google account password.
What if I log in and don't see my assigned courses?
Please contact help@pitkincounty.com and the IT team will assist you.
Thank you for doing your part to protect County systems, information, and one another.
If you plan to work while traveling internationally, including accessing your County email, Google Workspace, or other County systems, you must complete the International Travel Notification Form before you travel. Note: You can find this on the PCIN > IT & IronEdge > Forms.
International login activity presents an increased cybersecurity risk. Login attempts originating outside the United States can resemble compromised-account activity and may trigger the County's security protections. The notification process allows IT to verify that anticipated international access is legitimate while continuing to protect County accounts, systems, and data from unauthorized access.
What employees need to know:
Employees must submit the International Travel Notification Form before working internationally.
Your supervisor must review and approve the request before IT can authorize the international access.
Once approved, IT can configure our security and disaster recovery (ITDR) tools appropriately so your legitimate activity is recognized while you are traveling.
If you do not complete the notification and approval process, your account may be automatically locked when international activity is detected. If this occurs, you will need to contact the Help Desk to verify your identity and restore access.
These protections are intentional. Blocking unexpected international access is an important safeguard against compromised credentials, account takeovers, and unauthorized access to County information.
Please plan ahead and submit the form with enough time for your supervisor and IT to review the request before your departure.
Thank you!
Good news! Our team posted a GIS Analyst vacancy in late August, which produced an impressive 123 applicants!
This past week, we interviewed the top five candidates and will be looking to onboard one of them by November (or sooner!). We are fortunate to have had a fantastic pool of both local and nationwide candidates, many of whom are very qualified. I will keep everyone updated as we finalize our selection and move toward onboarding.
Are you tired of losing your Gmail tab among dozens of open browser tabs? You can easily set up Gmail to open in its own dedicated window and pin it directly to your taskbar for quick, one-click access.
**Note: You can also do this with Google Calendar & Google Drive!
Here are the step-by-step instructions on how to set this up using Google Chrome:
Step 1: Open Gmail in Google Chrome. Open your Google Chrome browser and go to mail.google.com. Sign in to your Gmail account if you aren't already logged in.
Step 2: Create a Dedicated Gmail Window
Click on the three vertical dots (the Chrome menu) in the top-right corner of your browser window.
Navigate to Cast, save and share (or More tools on older versions of Chrome).
Click on Install page as app (or Create shortcut...).
A prompt will appear asking you to name the app or shortcut, which you can leave as "Gmail".
Note: If you selected the "Create shortcut" option, make sure to check the box that says "Open as window".
Click Install or Create. Gmail will now open in its own clean window, separate from your other browser tabs.
Step 3: Pin the Icon to Your Taskbar
While your new Gmail window is open, look at your computer's taskbar at the bottom of the screen.
Right-click on the newly appeared Gmail icon.
Select "Pin to taskbar" from the menu.
You are all set! Now, even when Chrome is completely closed, you can just click the Gmail icon on your taskbar to open your inbox in a fresh, dedicated window.
Video tutorial for pinning Gmail to your taskbar
This short visual walkthrough demonstrates the exact process of installing Gmail as a separate window app and locking the icon to your taskbar for fast access.