9/9/2025

ChatGPT Instructions to Digitize and Import your Cemetery Records into EverArk

Cemetery records often date back decades—or even centuries—and many are stored in fragile paper ledgers, index cards, or maps. Over time, these can be lost to fire, water damage, fading ink, or simple deterioration. Digitizing ensures that these irreplaceable records are preserved permanently in a secure format. It protects a cemetery’s heritage and allows future generations to access accurate information about past burials.

Manual record-keeping also leaves room for errors—misfiled papers, duplicate entries, or handwriting that’s hard to read. A digital system centralizes the information, making it easier to search, cross-reference, and update records. This streamlines daily tasks like finding available plots, verifying ownership, or generating reports for management. Staff can work more efficiently, and families receive faster, more accurate service.

Families often request information about loved ones or need help finding specific plots. With digitized records, cemetery staff can provide quick answers and even share digital maps or online portals that help visitors navigate the grounds. In some modern systems, families can also access information online, order memorial products, or create digital tributes—all of which improve the overall customer experience.

Following these simple steps, you can help digitize your cemetery records and get them ready for import into EverArk.
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Step 1: Review your PDF record(s) for structure.
The first thing you need to do is make sure your PDF document has some type of structure to it so it can be read accurately by ChatGPT.  It will be critical that ChatGPT recognize the structure upon your request to correctly read and translate the data.

​The below PDF document is an example of 'Sold' and 'Interred' plots.  It is structured in a tabular format, similar to an Excel file.  It has 19 columns, all of which are discernable.

Reviewing PDF document to make sure it has structure so it is readable.

Step 2: Ask ChatGPT to read the PDF.

 In ChatGPT, we uploaded the PDF document asked it to do the following:

"The attached cemetery pdf file has 19 columns. Can you parse the data out and convert it to a csv file?"

In our request to ChatGPT, we described the structure so it could be deciphered.  Depending on the layout of your data, you may need to provide more detailed instructions.

Note, depending on the quality of your PDF, you may also need to run OCR (Optimal Character Recognition) on it so ChatGPT can read it.

Using ChatGPT to decipher the PDF data so it can be extracted to a CSV file.

Step 3. ​Download and open the CSV file.

We can see from the ChatGPT display window that the columns and the data were correctly interpreted.  We, therefore, downloaded the resulting CSV file and opened it in Excel for review.  In some cases, there may be some small discrepancies, so it is important to review the document before converting and importing it into  EverArk.

These are the ChatGPT results of converting the PDF to CSV.

Step 4.  Match the records to the EverArk templates.

Next, download the EverArk 'Import Template' from the Settings > Integrations view. Open it and navigate to the worksheets called 'Plot Import Template' and 'Contacts Import Template'.  Copy and paste the ChatGPT data into the EverArk templates, adding and correcting any other fields you also want imported. 

Note, the data may need to be parsed correctly into the two (2) import templates since the information contained in the ChatGPT CSV file has data pertaining to both plots and contacts.  Similarly, some fields, like Plot Owner name, will need to be broken into First Name and Last Name.

This is the ChatGPT GPS data reformatted into the EverArk contacts import template.

Step 5. Import your plot and contact data into EverArk

Lastly, you can navigate to Settings > Import and follow the workflow and instructions to import your plot data.  It will take a few minutes to import and you will be notified by email when it is complete.

We imported the plots first, followed by the contacts so the plots and the contacts can be linked correctly in the software.

After the import is complete, you can navigate to Cemetery > Inventory and Cemetery > Contacts to view the results.
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We hope this step-by-step guide helps you convert and digitize your paper and/or PDF records more quickly and efficiently.  If you need any assistance or want to see a demo of all EverArk's features, click here for a demo of EverArk's Cemetery Management software.

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