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AI agent for historians

Digitized Collection Duplicate and Version Check Agent

A grouped list of duplicate documents with conflicts flagged and a chosen best copy for each, approved by the historian

Data cleanupQuality controlDecisionsScience and research
See how it worksGet access
Digitized Collection Duplicate and Version Check Agent: what goes in, what the agent does and what you get

What it does

The same document often appears in several online collections, with different dates, transcriptions and descriptions, and a historian can cite the weaker copy without knowing. This agent compares the transcriptions, dates and descriptions of each candidate across the archives. It groups duplicates, flags conflicts, such as a letter dated 1847 in one collection and 1849 in another, and picks the best copy by provenance, completeness and image quality. It lists what it could not decide. After the historian reviews a group, it rechecks related items. The historian approves the chosen versions. Edge case: two transcriptions differ in one name, so the agent keeps both readings with the image link rather than choosing.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN New batch of records added 2 USES A TOOL Read transcriptions, dates and cataloguedescriptions 3 DOES Compare texts to group likely duplicates 4 CHECKS THE RESULT Are grouped items the same document and not merelysimilar? If not: split the group and mark uncertain pairs. Backto step 3. 5 DOES List conflicts in dates, names and transcriptions 6 DOES Rate each copy on provenance, completeness and imagequality 7 DOES Propose the best copy for each group 8 YOU APPROVE Historian reviews and approves the chosen versions 9 USES A TOOL Reread related items after the review 10 CHECKS THE RESULT Do the approved choices hold for related documents? If not: reopen the related groups and recompare. Back tostep 4. 11 RESULT Duplicate groups and chosen versions
Read the steps as a list
  1. New batch of records added
  2. Read transcriptions, dates and catalogue descriptions
  3. Compare texts to group likely duplicates
  4. Are grouped items the same document and not merely similar?If not: split the group and mark uncertain pairs. Back to step 3.
  5. List conflicts in dates, names and transcriptions
  6. Rate each copy on provenance, completeness and image quality
  7. Propose the best copy for each group
  8. Historian reviews and approves the chosen versionsThe agent waits here for your OK.
  9. Reread related items after the review
  10. Do the approved choices hold for related documents?If not: reopen the related groups and recompare. Back to step 4.
  11. Duplicate groups and chosen versions

How it decides

Copies are grouped when text and metadata overlap strongly. The preferred copy has clear provenance, the fullest text and the best image.

  • Group only when most of the text matches
  • Keep both readings when transcriptions differ on names or numbers
  • Prefer the copy with documented provenance
  • Never merge records with different archive identifiers without a note

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Match strictness
  • Archives included
  • Quality criteria weights
  • Output format for notes

What keeps you in control

It always asks you first

  • Chosen versions
  • Any correction cited in the research notes

Hard limits

  • Never edits the archive records
  • Never decides a date without evidence

It stops when

  • Done: all groups reviewed and versions chosen
  • Stop: records lack enough text to compare

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThree archives held a letter from the same writer, one dated 1847, one 1849 and one undated. The grouping check failed for the undated item because the text differed by two paragraphs, so the agent separated it. It rated the 1849 copy best, with a provenance note and a clear image, but a name differed in one line. The historian chose it and kept both readings.

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