An association only authorizes an AI tool to its team to guide already widespread uses

What was done

Renaissance Numérique published an interview on 29 July 2026 with Rémy Gerbet, Executive Director of Wikimedia France, an association of about ten employees. Noting that employees and administrators already used these tools, sometimes with paid personal accounts, the association has set a guideline: only Gemini Pro, integrated into its Google account for associations, is tolerated for document analysis and writing. The most sensitive documents, including HR, and the few non-public internal documents, should not be sent to it. No structured training: learning is done between colleagues. Uses: synthesis of voluminous reports, balance sheets, emails, search for documents. After a year, the tool is used almost daily, and management notes a "relief" of employees who no longer need to be used in hiding. The internal digital charter also applies to AI tools.

Before you start

Tool cited by the source: Gemini. Fill in the bracketed items: [nombre], [liste], [types]. Strip confidential data that is not needed and check your tool’s access terms. Features and plans can change.

The method, in three steps.

1. 01

   Gather the context

   Spot the bracketed items in the prompt ([nombre], [liste], [types]) and prepare what they ask for.

2. 02

   Adapt the prompt

   Copy the prompt below, replace the bracketed items, then paste it into Gemini.

3. 03

   Reread before using

   Reread the result, correct it if needed and keep the final decision. Caveats are detailed below.

Your starting point.

Replace the bracketed items, then adapt the proposal to your situation. This prompt is written by the iadujour desk It is not a quotation from the source.

I run a small structure of [nombre] employees. We want to guide the use of general AI.
Tools already used: [liste]. Data we handle: [types].

1. Writes an internal one-page note: authorized tool, encouraged uses, prohibited data, which contact in case of doubt.
2. Proposes 5 concrete examples of authorised uses and 5 prohibited uses, adapted to our activity.
3. Suggest a rule review every six months.

What deserves your attention