What you'll accomplish
Reference inquiries that take 30–45 minutes each can drop to 5–10 minutes using a structured ChatGPT workflow. This guide walks you through building that workflow: a reusable context block for your institution plus prompts for the most common query types, including "do you have records on X," reproduction requests, and access procedure explanations.
What you'll need
How-To Guide: Build a ChatGPT Reference Response Workflow
The most important step is building a reusable context block that you paste at the start of every reference session. This tells ChatGPT your institution's procedures so it drafts appropriate responses.
Create a text file (or keep it in a notes app) with this structure:
I'm an archivist at [Institution Name], a [type: county historical society / university library / government archive].
Access procedures:
- [e.g., By appointment only, Mon-Fri 9-5; contact us at X]
- [e.g., Researchers must register with a photo ID]
- [e.g., Bring your own laptop; no personal scanners]
Reproduction/copying policy:
- [e.g., Staff-assisted copying only; $0.25/page]
- [e.g., Photography permitted for personal research; no flash]
Restriction notes:
- [e.g., Some materials restricted per deed of gift; inquire about specific collections]
Tone: [professional and helpful / warm and accessible]
Fill this in with your actual policies. Save it; you'll paste it at the start of each reference session.