National Archives Uses AI to Boost Access to Historical Records
Published Date::17/10/2024
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The National Archives, under the leadership of Archivist Dr. Colleen Shogan, is implementing a new Strategic Framework that emphasizes the use of artificial intelligence (AI) to improve recordkeeping, accessibility, and efficiency. This initiative aims to make historical records more accessible to the public and enhance the agency's digital capabilities. "By National Archives News
WASHINGTON, October 17, 2024 – Archivist of the United States, Dr. Colleen Shogan, recently announced a new Strategic Framework for the National Archives. This framework serves as a blueprint for the development of a comprehensive Strategic Plan, focusing on building digital capacity, scalability, and the responsible adoption of technological innovation.
“Our mission is both straightforward and complex We preserve, protect, and share the historical records of the United States to promote public inquiry and strengthen democratic participation,” said Shogan. “The goals outlined in this framework will guide our efforts as we navigate the rapidly evolving digital landscape and engage all Americans in meaningful ways.”
One of the key objectives of the agency is to integrate artificial intelligence (AI) into archival recordkeeping and information-sharing practices. As a nonpartisan institution dedicated to making the nation's history accessible, the National Archives does not alter or interpret the records in its holdings. By leveraging AI and machine learning, the agency aims to enhance public access to its vast collection of historical documents.
NARA's early AI projects have already demonstrated significant improvements in response times for records requests and the clarity of information from its holdings. For instance, in 2022, AI was used to identify names in the 1950 Census before the records were released. Census records are a valuable resource for genealogists, but finding names can be challenging due to the handwritten nature of the entries. NARA utilized AI to make these names searchable within the National Archives Catalog, significantly improving the public’s ability to find family members in the census on the day of release.
During the pandemic, NARA faced a backlog of records requests from veterans and their families. To address this, the agency conducted a proof of concept using AI-driven Robotic Process Automation (RPA). This initiative not only helped reduce the backlog but also showed promise for more efficient management of routine operations in the future. AI has thus far supported archivists by making smaller pieces of large datasets more accessible to the public.
Further projects are underway to explore the potential of AI in various areas, including Freedom of Information Act (FOIA) document reviews, metadata capture in microfilm digitization, safeguarding personally identifiable information (PII), and performing natural-language search queries in digitized records. A pilot project named ArchieAI is in development to test AI’s capacity for user-directed search queries. ArchieAI is expected to be available to the public for testing and feedback in December 2024.
Each AI project at the National Archives is managed by multidisciplinary teams that establish use cases, document testing, set parameters, and validate results. These projects adhere to the U.S. federal framework for trustworthy AI use, guided by the Executive Order on the Safe, Secure, and Trustworthy Development and Use of AI and the AI risk management framework from the U.S. National Institute of Standards and Technology (NIST). The outcomes of these projects will inform the development of AI governance at the National Archives, balancing innovation, risk management, and resource allocation.
AI is also being tested as an administrative tool to enhance the efficiency of NARA employees in their daily tasks. Employees participating in the pilot project can access Google Gemini AI capabilities within Google applications for tasks such as summarizing documents, writing emails, and creating presentations and data visualizations. The Gemini pilot ensures that no data is shared outside the National Archives environment or used to train Google’s AI model.
National Archives Chief Information Officer Sheena Burrell stated, “AI technology has the potential to revolutionize the way we work at NARA. By automating routine tasks and providing us with new tools to analyze and understand our data, AI can help us to be more efficient, effective, and responsive to the needs of our customers.”
The National Archives is committed to thoughtful and responsible use of AI to enhance access to its billions of records. Shogan emphasized, “Like any new tool, we have to assess how best to use artificial intelligence and ensure we are prepared to use it smartly. Access is one of my top priorities for the National Archives. We will never be able to provide the broad access needed to meet the needs of all Americans without embracing new tools like AI.”
FAQS:
Q: What is the National Archives' new Strategic Framework?
A: The National Archives' new Strategic Framework is a blueprint that will guide the development of a full Strategic Plan. It emphasizes building digital capacity, scalability, and the responsible adoption of technological innovation, particularly the use of artificial intelligence (AI).
Q: How does the National Archives plan to use AI in its operations?
A: The National Archives plans to use AI to improve recordkeeping, information-sharing, and efficiency. This includes projects like improving response times for records requests, enhancing the searchability of census data, and supporting archivists' work by automating routine tasks.
Q: What is the ArchieAI pilot project?
A: ArchieAI is a pilot project aimed at testing AI's capacity to perform user-directed search queries. It is slated to be opened to the public for testing and feedback in December 2024.
Q: How does the National Archives ensure the responsible use of AI?
A: The National Archives ensures the responsible use of AI by following the U.S. federal framework for trustworthy AI use, guided by the Executive Order on the Safe, Secure, and Trustworthy Development and Use of AI and the AI risk management framework from the U.S. National Institute of Standards and Technology (NIST).
Q: What is the National Archives' top priority, according to Archivist Dr. Colleen Shogan?
A: According to Archivist Dr. Colleen Shogan, the National Archives' top priority is to enhance access to its vast collection of records. She emphasizes the need to thoughtfully embrace new tools like AI to meet the needs of all Americans.