Ask AI: "What is the best way to document your genealogy research work to stand the test of time?"

I'm training myself to ask questions about my genealogy and family history research of the available Artificial Intelligence tools.  This is hard to do for an experienced male aerospace engineer!  But it is instructive!

1)  Today, my prompt was:   "You are a professional genealogist trying to document your research work based on home sources, published sources, unpublished records in local, county, state, regional or national repositories, free and commercial websites with digital databases, and collaboration with other researchers. What is the best way to document your genealogy research work to stand the test of time."

I asked this question to the free AI tools on OpenAI's ChatGPT-4o, Anthropic's Claude,  Microsoft's CoPilot, Google's Gemini, Meta's AI, and Perplexity.

digital image created by Meta AI

2)  In my opinion, by far the best and most complete answer I received was from OpenAI's ChatGPT-4o:

To ensure that your genealogical research stands the test of time, thorough documentation is essential. Here's a professional approach to achieve that:

1. Follow Genealogical Standards

• Genealogical Proof Standard (GPS): Adhere to the five elements of GPS:

  • Reasonably exhaustive research: Use a wide variety of sources, including home sources, published materials, and unpublished records.

  • Complete and accurate citations: Provide full citations for every fact.

  • Analysis and correlation of sources: Examine and compare information from different sources.

  • Resolution of conflicting evidence: Address discrepancies and inconsistencies in your findings.

  • Sound, coherent conclusion: Draw conclusions based on evidence and logic.

2. Document Sources Properly

• Home Sources: Document family letters, heirlooms, photographs, and oral histories with detailed notes about the source, including who provided it, when, and its significance.

• Published Sources: Use reliable books, journals, and newspapers. Always record:

  • Title, author, publisher, and date of publication

  • Page numbers, volume, or edition used

  • URL or repository for digital sources

• Unpublished Records: When accessing original records (e.g., deeds, wills, court records, church records):

  • Record the repository (local, county, state, national)

  • Include full citation details: file name, date, page number, and any collection or box number

• Digital Databases: For free or subscription databases (e.g., FamilySearch, Ancestry, Findmypast):

  • Record the database title, website, and URL

  • Include date of access, as databases are often updated or corrected

• Collaboration: When using information from other researchers:

  • Keep detailed notes on your sources of information

  • Always attempt to corroborate with primary sources if possible

3. Use Standard Citation Styles

Use accepted citation formats like Evidence Explained by Elizabeth Shown Mills, or follow The Chicago Manual of Style. Some standard formats include:

• Books: Author, Title (Place of publication: Publisher, Year), page number.

• Online Records: Database title, website name, publication date, URL (accessed date).

• Original Documents: Repository, collection title, record type, date, and specific document reference.

4. Create a Research Log

Keep a detailed research log for each ancestor or project:

• Date and location of your research

• Sources you searched and their locations (digital, physical archives)

• Results (positive or negative) from each source

• Notes on further research plans

5. Write Detailed Research Reports

For each major research project, create a research report:

• Objective: Clearly state your research question (e.g., Who are the parents of Henry Carringer?).

• Findings: Summarize your findings, analyze conflicting evidence, and explain your conclusions.

• Sources: Provide a complete list of sources you consulted, following citation guidelines.

• To-Do List: Include next steps for unresolved issues or further research.

6. Preserve and Archive Your Work

• Digital: Store documents, photos, and reports on secure cloud platforms, using clear file naming conventions (e.g., "Henry_Carringer_birth_record_1800_PA").

• Physical: Maintain organized physical files for paper documents, keeping them in archival-quality folders and boxes.

• Backup: Regularly back up your digital work and scan important paper records to avoid loss.

7. Create a Family History Narrative

Compile your research findings into a well-organized family history or genealogy book:

• Narrative style: Present your research in a readable format, weaving in facts and personal stories.

• Include citations: Make sure your conclusions are well-supported by footnotes or endnotes referencing your sources.

• Share your work: Distribute copies to family members, historical societies, and libraries.

8. Publish and Share

• Consider publishing your findings through family history blogs, websites, or genealogical journals.

• Share your work with other researchers via online collaborative platforms (e.g., WikiTree, FamilySearch).

• Deposit your research in local or national genealogical libraries and historical societies.

By following these principles, your genealogical work will be well-documented, thoroughly researched, and easily verifiable, ensuring its long-term value to future researchers and descendants.

4) In general, I think the answer to the prompt is complete and accurate, but a summary, not a detailed response. While most experienced genealogists are aware of these methods and resources, many inexperienced and occasional genealogists are not and may find this post useful.  

5)  What methods and resources did the answers to the question miss?  What topics should be explained better?  I think that questions that ask for more details about the Genealogical Proof Standrd elements, research process and resources, keeping a master family tree, digital file folders, collaboration with others, publishing books, and other topics should be explored.

6)  The great thing about Perplexity.ai is that it provides online sources to investigate on which it bases its' answers.  Here the sources cited by Perplexity:

• https://www.familysearch.org/en/wiki/Document_AS_YOU_GO!
• https://guides.loc.gov/local-history-genealogy-research-guides/genealogy-basics
• https://www.youtube.com/watch?v=K2Muirk5wss
• https://www.ngsgenealogy.org/ags/guide-to-documentation/
• https://www.archives.gov/riverside/how-to-begin-genealogical-research
• https://www.doi.gov/tribes/research
• http://www.capitalareagenealogy.org/documents/Guide_to_Documentation.pdf
• https://www.ngsgenealogy.org/mastering-genealogical-documentation/

While these sources are a bit dated, I doubt that there are many new methods and resources available to solve this problem.  

7)  What other questions should I (we?) ask about AI tools for genealogy research?  Please tell me in comments.

==========================================================

Copyright (c) 2024, Randall J. Seaver

The URL for this post is: https://www.geneamusings.com/2024/10/ask-ai-what-is-best-way-to-document.html

 

Please note that all comments are moderated and may not appear immediately.

Please comment on this post on the website by clicking the URL above and then the "Comments" link at the bottom of each post. Share it on Twitter, Facebook, or Pinterest using the icons below. Or contact me by email at randy.seaver@gmail.com.