Gemini on a company Google Drive: how to keep employees from seeing documents that are not theirs

Symptoms

• An employee got payroll data in a Gemini answer
• Nobody knows which files the assistant can see
• A manager is afraid to turn on Gemini because of access rights

Causes and fixes

1. Files are shared with "anyone in the company with the link"

What to do: Audit sharing in the admin console and close broad links to HR and finance folders

2. Shared drives have too many members

What to do: Split shared drives by department and assign owners

3. There are no document classification rules

What to do: Apply Workspace confidentiality labels to HR and finance documents

Common problems and fixes

• Gemini in Google Drive cannot find the file you need: why and what to do

About Gemini in Google Drive

Search and summaries across Google Drive files with plain-language questions. Paid plans from $14/mo.

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