Gemini Notebook for a Site Records Review

1. Download each public document you will review.
2. Rename each file with a short code, for example Doc1-agency-file-record.pdf.
3. Keep a plain list of codes and where each document came from (the public source and the date you downloaded it).
4. Skip anything marked confidential, draft or restricted.

What you should see: A folder of PDFs with short, consistent names and a source list. Troubleshooting: A scanned PDF without text may not search well. Use a text-based copy if the source offers one.

1. Go to Gemini Notebook from your Google account. Look for the option to create a new notebook.
2. Name it "Records review (public documents)".

What you should see: An empty notebook with an area for sources. Troubleshooting: Google renamed NotebookLM to Gemini Notebook, so older links and guides may still use the old name.

1. Look for the control to add sources.
2. Add your PDFs, Google Docs or pasted text. Google's page lists supported source types including Google Docs, Slides, PDFs, text and markdown files, web URLs and pasted text. It lists a limit of 500,000 words or 200MB per uploaded file.
3. Wait until every source shows as loaded.
4. Confirm the number of sources in the notebook matches the documents in your folder.

What you should see: Each document listed as a source.

Ask for one table per source so the page numbers stay clean. Paste this prompt, changing the document name each time.

Use only Document 1 (a public agency file record I uploaded). Make a table with these columns: Document, Date printed on the document, What the document says about the property, Page.
For "What the document says about the property", quote or closely paraphrase the passage. Do not interpret it. Do not say what it means for contamination, use history or risk.
If a date or page is not stated, write "not stated". Include a citation for every row.
Add no row that is not backed by a passage in this document.

What you should see: A table whose rows each carry a citation you can click. Troubleshooting: If the notebook answers with general knowledge, repeat the request and remind it to use only the named document.

This step carries the whole workflow. Do not skip it.

1. Click or open the first citation. The notebook should show the passage in the source.
2. Read the passage on the page and compare it with the table row, word for word.
3. Check the page number against your PDF viewer's page number, not the number printed on the page.
4. Mark each row in your own log: confirmed, wrong or unclear.
5. Delete or correct any row you cannot confirm.

What you should see: Each confirmed row matches the source text. Troubleshooting: If a citation points to the wrong page, fix the page number in your log and note that the tool's page reference was off.

1. Copy only confirmed rows into your own spreadsheet or the project file.
2. Add your source list from Step 1 so every row traces to a document and download date.
3. Save the useful notebook answers as notes by pinning them. Google's page says the notebook does not keep a history of questions and responses in chat, so copy anything you need before you close it.