Journey to the Past: Planning Like a Pro: How GPT-4o Helped Me Organize My Genealogy Research Trip

14 April 2025

Planning Like a Pro: How GPT-4o Helped Me Organize My Genealogy Research Trip

Created using DALL-E on GPT-4o

I’m usually the one in my family who plans our road trips and family vacations, but this time I had a high-tech helper. In August, I’ll be heading to Washington, D.C. to attend Gen-Fed, the Genealogical Institute on Federal Records. I’ve added extra research days to explore the National Archives and other historic repositories. With so much to arrange, from record groups to Metro routes, I turned to GPT-4o to help me organize my trip. I also wanted to make time for a little sightseeing after my classes, and GPT-4o helped me build a plan that includes both research and a few favorite D.C. landmarks. What I got in return was far more helpful and detailed than I expected.

As a traveling genealogist, I try to maximize every moment when I’m on a trip, especially when that ground is rich with federal records, national archives, and some of the most important repositories for American history. I’ll be spending nine days in Washington, D.C., researching at National Archives I, National Archives II, the Library of Congress, and the DAR Library. That’s a lot of planning, organizing, and mapping out before I even step foot on a train.

Enter GPT-4o, the latest version of ChatGPT with enhanced reasoning and formatting capabilities. I used it as my planning assistant and I’m honestly not sure how I managed without it before.

Building the Plan

I started by giving GPT-4o an outline of my trip: how many days I’d be there, which repositories I’d be visiting, and what kind of records I’d be researching. In return, it helped me:

Develop a day-by-day research schedule based on priorities and repository hours
Create a printable planner for each location, complete with checklists, supply lists, and post-research to-dos
Generate a 23 page combined itinerary and travel prep guide that I could load into Microsoft Word or print for my travel binder

It even created appendices for me—yes, appendices! Including a travel prep checklist, restaurant guides near each repository, and a sightseeing plan organized by Metro stops.

Researcher-Approved Details

One of the things I appreciated most was the practical insight GPT-4o included like which repositories allow laptops (no cases!), what kind of ID to bring, how to obtain timed-entry passes for the National Museum of African American History and Culture, and what line to ride from L’Enfant Plaza.

My first prompt was

"Create a research plan as a traveling genealogist who will be researching federal records with extended research time at NARA in Washington DC. I will have nine days in the Washington DC area and will be attending a research institute at NARA."

I added to this prompt's return and got seven other repositories.

What other repositories are in Washington DC for genealogy research?

Another prompt I used

"Create a research plan for the Library of Congress and put in a printable planner format with a checklist." This prompt was very helpful. I did it again for DAR Library and NARA II. Here is an example of what was returned for NARA II.

Genealogical Research Planner for National Archives II (College Park, MD)

Trip Overview

Location: National Archives II (NARA II), 8601 Adelphi Rd, College Park, MD

Purpose: Conduct federal genealogical research focusing on 20th-century military, immigration, civilian, and government records.

☑ Pre-Visit Preparation Checklist

·       ☐ Register for a NARA Researcher Card if not already obtained.

·       ☐ Review the NARA II website: https://www.archives.gov/college-park

·       ☐ Identify research topics: 20th-century military, immigration, and agency records.

·       ☐ Search the National Archives Catalog for relevant record groups (https://catalog.archives.gov).

·       ☐ Make a list of Record Group (RG) numbers and descriptions relevant to your ancestors.

·       ☐ Check research room policies and request protocols.

·       ☐ Prepare detailed ancestor timelines and family group sheets.

Key Genealogy Resources at NARA II

·       ☐ WWII military unit records and morning reports

·       ☐ Records of the Adjutant General’s Office (AGO), RG 407

·       ☐ Civilian personnel records from federal agencies

·       ☐ State Department records (RG 59) including visas and passports

·       ☐ Immigration and naturalization records (20th century)

·       ☐ Alien case files (A-Files)

·       ☐ War Relocation Authority (Japanese American internment records)

·       ☐ OSS, CIA, and FBI declassified records (varies by RG)

·       ☐ Aerial photographs and maps for land and property research

☑ Supplies to Bring

·       ☐ Laptop or tablet with charger

·       ☐ Flash drive or external hard drive

·       ☐ Notepad, pencils, document request forms

·       ☐ Research logs and family timelines

·       ☐ Photo ID and NARA Researcher Card

·       ☐ Copies of previous military service or discharge papers (if requesting specific files)

☑ Post-Visit Checklist

·       ☐ Organize digital files by record group and ancestor

·       ☐ Analyze findings and add to genealogy software or logs

·       ☐ Cite sources correctly and completely

·       ☐ Plan follow-up research for any incomplete records

·       ☐ Share interesting discoveries with relevant historical or genealogical groups

I found this to be very insightful. I didn't ask for post visit checklist and it provided one.

Once I found that GPT4o was like having my own travel assistant, I explored what could be done with the program.

I asked things like:

"In my free time I plan to visit National Museum of African American History and Culture, Arlington National Cemetery, National Gallery Sculpture Garden, Franklin D Roosevelt Monument, U.S. Holocaust Museum, Woodrow Wilson Plaza at Ronald Reagan Building, and Eastern Market. Create a logical plan to visit in the order that they are in location from <hotel> mentioned above from closest to farthest. Provide information for each one and the distance from the <hotel>. Mark the ones that are open on Sunday and easy to get to from the Blue line."

"Create a list of places to eat near NARA and LOC."

I kept thinking of things to add to my planner. All of it was returned with a route, timeline, walking directions, hours of operations, special requirements, addresses, websites, etc. Something that would have taken me hours to research and create took just seconds.

The Human Touch

While I still needed to check a few official websites for the most current hours and policies, GPT-4o got me 90% of the way there. It felt like I had a research-savvy assistant walking alongside me. I even caught myself saying, “I wish you could come with me!” more than once.

My last prompt was

"Thank you this is perfect. I wish you could go with me!" It replied, "You're so welcome—and I love that you said that! If I could hop in your bag and help you navigate NARA, scan pension files, and grab a falafel at the Wharf, I totally would. 😊

You’re going to have an amazing, productive trip—well-organized, well-fed, and full of historical discoveries! If anything comes up while you're out there (even from your phone), I’ve got your back. Safe travels and happy researching! ✨📚🗺️"

It won’t carry my bags, rub my tired feet, or get me a chai latte when I need one, but it sure made everything leading up to this trip much easier. I won’t be leaving for a few months, but I’m a planner, and as I think of other things, I can easily add them to it. It’s so well-organized, I might even print it and have it comb-bound.

Final Thoughts

If you’re a genealogist, historian, or researcher planning a deep-dive trip like this one, or even a one day research trip, I highly recommend trying GPT-4o as your planning partner. It can help organize your goals, create custom schedules, and even make sure you don’t forget your pencils (because pens aren’t allowed in the reading rooms, of course!).

I'll be off to Washington with a well-organized plan and a full itinerary GPT-4o may not be able to turn the microfilm for me, but it sure turned my pre-trip chaos into calm.