Beyond the Records: A Personal Discovery at the National Archives

National Archives in Washington, DC, photographed by Brenda Leyndyke

Last summer, I had the opportunity to attend Gen-Fed in Washington, DC, and the main highlight of that trip was spending time at the National Archives.

This was something I had wanted to do for years.

As a family historian, we spend so much time working with digital records, indexes, and transcriptions. Those tools are invaluable, but they are not the same as being there in person.

Walking into the research room, I felt a sense of awe. I knew that somewhere in that building were records connected to my own family.

When I was finally able to sit down, look at, and touch the documents, it became something more than research.

It became personal when I looked through logbooks from the 1890s and early 1900s for Point Betsie Lighthouse in Frankfort, Michigan, and saw entries for my great-grandfather, Frank H. Glover.

Lighthouse Log Book at NARA in Washington, D.C.

I had the opportunity to view log books from my great grandfather’s time as an assistant lighthouse keeper. Seeing his name written in those records was one thing. But actually being there, turning the pages, and knowing that these were the very documents created during his lifetime, is hard to put into words.

I am emotional just writing this.

There is something powerful about touching a piece of your family’s history. It connects you to them in a way that no digital image ever can.

The log book entry, on the last entry, for Frank H. Glover's resignation in June, 1900

In that moment, my great grandfather was no longer just a name, a date, or an entry in my family tree. He was a person who kept those logs, who lived that life, and whose work was recorded in those pages.

It is an experience I had hoped for, and one I will never forget.

Research Notes:

• Repository: National Archives I

• Record type: Lighthouse log books

• Time period: 1898-1902

• Location: Record Group 25, Entry Number NC 1 106, Bound volume number 10

• Access notes: Accessed in person 

This was just one of many records I found documenting my great-grandfather’s life, each adding another piece to his story. But this moment felt different. It reminded me why I spend so much time doing this work, not just to gather names and dates, but to better understand the lives behind them. Moments like this turn research into connection and make family history feel truly personal.

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.

AI Disclosures

This blog post used the assistance of the artificial intelligence (AI) tool GPT-4o and DALL_E.

While the content reflects my ideas and writing, GPT-4o was used for grammar and style suggestions, and for the actual planning of this trip.

The research plan example for NARA II was entirely written by GPT-4o.

The headline on this blog was created by AI algorithms at GPT-4o. 

The headings and subheadings were suggested by GPT-4o based on the information provided and returned to me.

Washington DC Bound-Thanks to the Richard S. Lackey Scholarship

This image was generated using DALL-E 2025. 

Ever since I took a Genealogical Research Institute of Pittsburgh (GRIP)—now the GRIP Genealogy Institute—course on Guide to Treasures in Federal Records with Michael Strauss, I have wanted to attend the Genealogical Institute on Federal Records, or Gen-Fed for short.

Gen-Fed is a weeklong, in-depth course held in Washington, D.C., where attendees study and research at the National Archives and Records Administration (NARA).

Due to its popularity, attendees are chosen via a lottery. This year, the class size is around forty, making it one of the more challenging genealogical research institutes to get into.

I received an email announcing the sign-up period, along with information about a scholarship opportunity. I knew the costs of attending, and I also knew that being awarded a scholarship would be an incredible honor. I never expected it, but to my surprise, I was awarded the Richard S. Lackey Scholarship.

I wrote my scholarship application on a cold afternoon here in Michigan, dreaming of a steamy August day in D.C. The application required me to describe my genealogical background and explain how attending the institute would benefit my work in the genealogy community.

The first part was fairly easy—I referenced my genealogy résumé and wrote about my research interests, contributions to the genealogy community, and leadership roles in Michigan.

For the second part, I focused on my work with the Fort Custer Historical Society as a volunteer librarian and archivist. I wrote, “This opportunity would equip me with the knowledge and confidence to assist others in researching United States federal records.” I also described the types of research inquiries we receive, including those related to World War I, World War II, and the German prisoners of war held at Fort Custer during World War II. I concluded my application by emphasizing that attending Gen-Fed and learning about federal records would allow me to provide more successful, meaningful, and impactful responses to these inquiries.

I never thought I would win—I assumed I would be competing against more seasoned researchers. However, I felt confident that I had the skills necessary to attend such a prestigious institute.

I am incredibly grateful and honored to have been awarded this scholarship to attend Gen-Fed. I look forward to immersing myself in learning and gaining knowledge that I can pass on to the many families seeking to understand their relatives’ experiences at Fort Custer.

AI Disclosure

This blog post was proofread using ChatGPT and only minor edits were used, mainly the use of em dashes.

The image used on this blog post was created by AI software. The visual was designed using prompts written by the author.