The AI-powered archivist: Harnessing generative artificial intelligence for streamlined archival description
Abstract
This paper describes the Generative AI and Description Project started by the University of Alberta Archives team in January 2024. Stemming from a curiosity to explore the ways in which generative artificial intelligence (GenAI) can be incorporated into daily workflows, the project sought to find ways of streamlining and saving time on some of the more laborious tasks of archival description. The team focused the implementation of GenAI tools on the creation of biographical sketches and administrative histories. Three GenAI tools were chosen, based on their open access and familiarity to most — ChatGPT, Perplexity AI and Microsoft’s CoPilot. Person and organisation-based entities were selected for the trials. As the project progressed, detailed processing notes were taken to track the accuracy of each tool used in the development of an appropriate and useful biographical sketch or administrative history. The results indicated a varying degree of inconsistency and fabrication (ie errors or inaccurate information) across the three tools, highlighting the need for staff to proofread and confirm the validity of sources; thus, not saving significant time in the end. The goal of this project was to provide other archives professionals with specific examples of practical applications of GenAI tools in archival description workflows. We hope that this project can inspire others to explore other ways in which GenAI can become a part of our professional practices. This article is also included in The Business & Management Collection, which can be accessed at https://hstalks.com/business/.
The full article is available to subscribers to the journal.
Author's Biography
Anna Gibson Hollow is the University Archivist for the University of Alberta Archives. She has over 20 years of experience working in the field of information management in both private and public sector organisations. She has a bachelor of arts degree with distinction and an information access and protection of privacy certificate from the University of Alberta, and a masters of archival studies degree from the University of British Columbia. Anna is also President of the Association of Canadian Archivists for the 2024–2026 term.
Lindsay Cline is a recent graduate of the Master of Library and Information Studies programme at the University of Alberta, living on Treaty 6 Territory. With a bachelor of arts in film studies, she is passionate about audio-visual archiving and digitisation as methods to preserve cultural heritage in Canada. Lindsay previously worked as an archives assistant at the University of Alberta and is currently a research assistant with the University’s Faculty of Kinesiology, Sport, and Recreation.
Mohsen Kardar is a former digital preservation assistant at the University of Alberta Archives, where he contributed to such projects as the preservation of legacy floppy disks and the enhancement of archival metadata and finding aids to improve access. His expertise includes digital preservation tools, metadata management and process automation for greater efficiency. Mohsen holds a master of library and information studies from the University of Alberta in addition to a bachelor’s degree in computer engineering.
Olesya Komarnytska is an archives assistant at the University of Alberta Archives. She is a recent graduate of the Master of Library and Information Studies programme at the University of Alberta; she also holds a bachelor of arts in art history and a diploma in theatre production. Her professional interests include research reference, cultural memory, and heritage conservation and preservation in galleries, libraries and museums.
Laurel Warkentin is an information services specialist for the University of Alberta Library, providing frontline services in reference, technology support and borrower services to library patrons. Laurel also works with the University of Alberta Archives on projects related to archival description. She holds a bachelor of arts in history, a post-graduate certificate in museum management and curatorship, and is currently enrolled in the Master of Library and Information Studies programme at the University of Alberta.
