Navigating the AI Frontier: Why Your Genealogy Society Needs a Policy (and How to Write One!)

Navigating the AI Frontier: (Disclaimer: This article provides general advice and is not legal counsel. Societies should consult with legal professionals as needed when developing formal policies.)

Alright, fellow history detectives and society stalwarts, let’s talk about the elephant in the genealogy society board meeting: Artificial Intelligence. It’s everywhere, it’s evolving at warp speed, and it’s sparking a lot of conversations. From helping us sift through mountains of records to transcribing those tricky old documents, AI is a powerful tool. But with great power, as a wise man once said, comes great responsibility. And for genealogy societies, that means it’s time to talk policy.

You might be thinking, “Do we really need an AI policy? We’re just trying to help people find their ancestors!” And my answer is a resounding “YES!” Just like we have best practices for source citation and privacy for genealogy research, AI use needs clear guidelines to maintain the trust, accuracy, and transparency that are the bedrock of our community.

Navigating the AI Frontier: What are Other Societies Doing? (You’re Not Alone!)

Before you panic and think you have to invent the wheel, let’s look at what some of our peers are doing. The good news is that many organizations, both within genealogy and in related historical fields, are already tackling this.

• The National Genealogical Society (NGS), for example, has been proactive in discussing AI’s role in genealogy, often emphasizing ethical considerations and proper citation. While they might not have a single, standalone “AI Policy” document per se, their guidelines for research, publications, and education implicitly cover many AI-related concerns. Their commitment to the Genealogical Proof Standard is a fantastic framework for evaluating AI-generated content.

• Similarly, the American Historical Association (AHA) has published statements and resources on AI, particularly concerning its use by students and scholars. Their “Statement on AI and the Study of History” highlights the need for transparency, critical evaluation, and intellectual honesty – principles directly applicable to our work. They encourage educators and researchers to understand AI’s limitations and biases.

• While not a genealogy society, the Organization of American Historians (OAH) also addresses the responsible use of digital tools, which naturally extends to AI. Their ethical guidelines for historians often touch on issues of authenticity, attribution, and scholarly integrity that are paramount when incorporating AI.

The takeaway here? While specific “AI policy” documents might still be emerging in the genealogy field, the foundational principles for responsible research, publication, and education already exist. Your society’s AI policy will likely build upon these existing ethical frameworks.

Navigating the AI Frontier: Do We Really Need a Formal Policy?

Short answer: Yes, probably.

Longer answer: Think of it as preventative maintenance for your society’s credibility. An AI policy isn’t about stifling innovation; it’s about safeguarding your society’s values and your members’ trust. It provides clarity and consistency. Without one, you’re leaving a lot to individual interpretation, which can lead to headaches down the road.

Imagine these scenarios:

• A member submits an article for your newsletter, enthusiastically generated by an AI, but without disclosing its origin.

• A guest speaker uses AI-generated images or research in their presentation without attribution.

• Your society uses AI tools for transcribing meeting minutes, but members are concerned about privacy.

Having a clear policy means everyone is on the same page. It helps set expectations and provides a framework for addressing issues if they arise.

Navigating the AI Frontier: Building Your AI Policy: A Practical Framework

So, where do you start? Don’t overthink it. Think about the specific areas where AI might touch your society’s operations. Here’s a framework to get you started, complete with actionable points for discussion:

Newsletter and Publications (Member & Non-Member Submissions)

This is a big one. Our publications are the public face of our research integrity.

• Disclosure Requirement: Mandate that authors explicitly disclose the use of AI tools in any content submitted for publication (articles, book reviews, research notes). This disclosure should specify which AI tools were used and for what purpose (e.g., “AI used for initial draft generation,” “AI used for grammar check,” “AI used to summarize sources”).

• Verification Clause: Emphasize that all AI-generated content (facts, interpretations, summaries) must be independently verified by the human author against original sources. AI is a tool, not a replacement for critical thinking and research.

• Citation Standards: If AI is used to find or summarize sources, the original sources must still be cited according to your society’s established style guide (e.g., Evidence Explained). Do not cite the AI itself as a primary source of information.

• Editing & Proofreading: If AI is used solely for grammar, spelling, or stylistic improvements, a simpler disclosure may suffice, but it should still be noted.

Society-Produced Publications (Journals, Books, Online Content)

When your society itself is the publisher, the stakes for accuracy and transparency are even higher.

• Internal Guidelines: Establish clear internal guidelines for staff or volunteers who use AI in creating society content. This might include using AI for initial content generation (e.g., drafting an announcement), but always requiring human review, editing, and fact-checking.

• Attribution for AI-Generated Elements: If AI is used to create visual elements (e.g., generating an image of a historical scene for an article illustration), clearly attribute it (e.g., “Image generated with AI assistance,” or “AI-generated image based on historical description”).

• Editorial Oversight: Reinforce that all content, regardless of AI involvement, must undergo the same rigorous editorial review process as traditional submissions.

AI-Assisted Meeting Transcription & Note-Taking

Convenience vs. privacy – this is where the rubber meets the road.

• Informed Consent: If your society uses AI tools to transcribe meetings (board meetings, committee meetings, general meetings), inform all participants before the meeting begins. State clearly that an AI tool will be used for transcription.

• Privacy & Data Security: Address how meeting data (transcriptions, audio recordings) will be stored, who will have access to it, and how long it will be retained. Choose AI tools with robust privacy policies and data security measures.

• Accuracy Check: Emphasize that AI transcriptions are a starting point, not the final word. Human review and correction of notes/minutes are essential for accuracy.

• Opt-Out Option: Consider offering an opt-out for individuals who do not wish their spoken words to be recorded and processed by AI. This might mean providing a manual note-taking alternative for specific sensitive discussions.

AI Use at Society Events (Conferences, Workshops)

Events are dynamic, and AI can enhance them – but boundaries are key.

• Attendee Use: Provide general guidance to attendees. Can they use AI tools to summarize presentations they just attended for their personal notes? Probably fine. Should they live-tweet AI-generated summaries of a speaker’s unreleased research? Probably not. A simple statement about respecting intellectual property and not misrepresenting content is usually sufficient.

• Society-Provided Tools: If your society uses AI for live captioning or translation during an event, announce its use at the beginning of the session. This is generally seen as an accessibility enhancement.

• Photography/Videography: If you use AI-enhanced photography or videography tools, consider a general disclosure in your event program or on your website.

AI Tools Used by Guest Speakers & Webinar Presenters

Our guest experts often bring cutting-edge approaches, and AI can be part of that.

• Pre-Event Communication: Inform guest speakers of your society’s AI policy before their presentation. This is crucial. Ask them to disclose any significant use of AI in preparing their presentation (e.g., “I used an AI image generator to create the header slide,” “My research included AI-assisted analysis of this dataset”).

• Transparency during Presentation: Encourage speakers to be transparent about AI use during their talk. A simple slide or verbal acknowledgment is usually sufficient.

• Content Vetting: Remind speakers that all facts, figures, and conclusions presented must be verifiable and properly sourced, regardless of AI assistance in preparation. Our society is still responsible for the quality of content we present to our members.

Navigating the AI Frontier: Next Steps: Don’t Delay, Delegate (and Discuss)!

Developing an AI policy doesn’t have to be an arduous task. Here’s a plan:

• Form a Small Committee: Get a few tech-savvy (or tech-curious!) board members or volunteers together.

• Review & Discuss: Use this article and the examples of other societies as a starting point. Talk through each scenario and how it applies to your society’s operations and values.

• Draft a Policy: Start with a simple draft. It doesn’t need to be legalistic jargon; clear, concise language is best.

• Seek Feedback: Share the draft with your board and perhaps a few trusted members for feedback.

• Adopt & Publish: Once approved, make sure your policy is easily accessible on your website, in your membership materials, and mentioned during calls for newsletter submissions or speaker invitations.

The world of AI is moving fast, but our core genealogical values of accuracy, integrity, and trust remain constant. By proactively developing an AI policy, your society isn’t just keeping up with the times; you’re demonstrating your commitment to responsible scholarship and service to your members. Go forth and govern, genealogists!

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Author’s Note: I want to be transparent that this content – Navigating the AI Frontier: Why Your Genealogy Society Needs a Policy (and How to Write One!) – was created in part with the help of an artificial intelligence (AI) language model – Gemini Pro 3. The AI assisted in generating an early draft of the content, but every paragraph was subsequently reviewed, edited, and refined by me. The final content is the result of extensive human curation and creativity. I am proud to present this work and assure readers that while AI was a tool in the process, the story, style, and substance have been carefully shaped by the author.