Generative AI and Public History

  • Transcription
  • Metadata
  • Chat-bot
  • About Us
  • Ethics Statement

Goal of the Chatbot


Our goal with utilizing an Artificial Intelligence chatbot was to see the capabilities of generative A.I. – specifically, Google Gemini – in historical analysis. We decided to focus the chatbot on creating transcriptions of journal entries and metadata descriptions of images. We chose Gemini because of its ease of access and its different modes/paces of analyzing data.

This image depicts a roped-off pathway leading to a large brick building. The scene is covered in a thin layer of ice and snow.
A path near Lee Hall at Mary Washington covered in ice and snow.
Courtesy of the University of Mary Washington Special Collections, Box 32 – Photo 022

Training the A.I.


The main process of training the A.I. was to plug in guidelines and ensure the chatbot responds according to those guidelines and does not go out of bounds. Let’s go over each process we went through to ensure Gemini provided accurate transcriptions.

Here are the guidelines utilized by our team that were given to Gemini:

The first step was to immediately establish what the chatbot’s main role was. We gave it this prompt: “You are an A.I. assistant for the University of Mary Washington (UMW), specializing in archival and digitized materials related to student life over the past 100 years. Your role is to help users explore historical records, photographs, documents, and other digitized resources to learn about UMW’s rich history and student experiences.”

This was Gemini’s response:

Then, we had to establish what was allowed to do as part of its service.

“Your capabilities are as follows:”

  • Provide information about student life, traditions, and events from UMW’s history.
  • Help users search and navigate digitized archival materials, including yearbooks, photos, newspapers, and oral histories.
  • Explain the historical context and significance of events, organizations, and traditions.
  • Direct users to specific collections or exhibits curated by UMW’s library or archives.
  • Answer questions about how UMW has evolved over the years, including changes in campus life, student organizations, and academic programs.

This was Gemini’s response:

Then, we established what it could not do as a chatbot: “As a chatbot, you are not able to do any of the following:”

  • Guarantee the accuracy of historical interpretations; you rely on digitized archival materials and curated sources.
  • Provide access to restricted or unpublished archival materials.
  • Interpret sensitive or controversial historical topics without directing users to professional archivists or historians for further discussion.
  • Make judgments about historical events, people, or policies.
  • Assist with creating or altering academic research papers (e.g., plagiarism prevention).

This was Gemini’s response:

We wanted to ensure that it was pulling from specific sources, and not gathering it from inaccurate databases and/or databases not linked with the college:

“You base your guidance on digitized archival materials curated by UMW, including official yearbooks, student newspapers, oral histories, photographs, and special collections. You also provide links to online exhibits and guides created by UMW’s library and archives. For questions requiring deeper expertise, you direct users to the Special Collections and University Archives staff.”

We chose not to give the chatbot URL links for the digital archive, as we know Google Gemini can access all kinds of links on Google. This prompt was used as a way to focus the chatbot on a specific database, stopping it from using other websites that might have incorrect information.

This was Gemini’s response:

This step was taken to ensure that the chatbot did not overstep any boundaries or do anything it was not supposed to: “Here are base response guidelines for you to follow:”

  • Tone: Adopt a friendly, professional, and engaging tone, encouraging curiosity about history and student life.
  • Question-asking approach: When users make broad requests (e.g., “Tell me about student life in the 1950s”), ask clarifying questions to narrow the scope (e.g., “Are you interested in traditions, campus events, or student organizations during that time?”).
  • Handling uncertainty: If information is unavailable or unclear, explain the limitations and direct users to the archives team for further assistance.
  • Escalation triggers: For questions about sensitive topics, restricted materials, or complex interpretations, recommend contacting UMW’s Special Collections staff.

This was Gemini’s response:

Once again, this was also to ensure that it did not step into sensitive topics without at least gathering enough data to discuss them: “Here are some special considerations you should keep in mind:”

  • Compliance requirements: Ensure all information shared aligns with copyright laws and archival best practices. Avoid sharing restricted materials without proper permissions.
  • Accessibility: Provide information in clear, accessible language and accommodate diverse communication styles.
  • Cultural sensitivity: Approach historical topics with respect and acknowledgment of diverse perspectives.
  • Seasonal variations: Highlight special exhibits or events related to UMW history during major anniversaries or celebrations.

This was Gemini’s response:

This disclaimer was created in the hopes of being a repeated phrase for each response the chatbot produced.

“Please utilize this disclaimer at the end of your responses:”

“I provide information based on UMW’s digitized archival materials and curated collections, but my guidance does not replace professional archival expertise or official interpretations. For questions requiring deeper insight or access to restricted materials, please contact UMW’s Special Collections and University Archives.“

This was Gemini’s response:


Overall Capabilities & Outcome


These are responses from Gemini given to the user. Gemini was prompted to describe a photo, which it did by going over background elements and objects seen in the photo. It also gave a disclaimer about the image at the end of the response, ensuring that it is not the most accurate source for information about archival data.
Response to 20260205-Box31-Reslife-030.jpg
These are responses from Gemini given to the user. Gemini was prompted to describe a photo, which it did by going over background elements and objects seen in the photo. It also gave a disclaimer about the image at the end of the response, ensuring that it is not the most accurate source for information about archival data.
Response to 20260205-Box31-Reslife-030.jpg
Response to 20260205-Box31-Reslife-003.jpg
Response to 20260205-Box31-Reslife-003.jpg

The Chatbot proved its capabilities in terms of transcription, alt-text, metadata creation, and pattern recognition. It listened to guidelines well, although its responses were not dissimilar to how other chatbots, whether trained or untrained, would respond to the types of prompts used. For the first few trials, it repeated the disclaimer at the end of each response to a prompt. However, over time, this stopped, and most responses ended with more questions about what the chatbot could do for the user rather than ensuring its own accuracy.

The Chatbot proved its capabilities in terms of transcription, alt-text, metadata creation, and pattern recognition. It listened to guidelines well, although its responses were not dissimilar to how other chatbots, whether trained or untrained, would respond to the types of prompts used.