AI Policy

Introduction

Due to the dynamic development of artificial intelligence and generative artificial intelligence tools, and their growing use (also in form of modules supporting the already existing electronic tools such as library catalogues, academic repositories, etc.), it is necessary for editorial boards of the Institute of National Remembrance academic periodicals to declare the rules of acceptance and exclusion of content generated by AI and GenAI tools, as well as for marking such content, as well as rules for conduct concerning processing and storing the texts being in editorial process or already published by the AI and GenAI tools. The editorial boards work on the assumption that use of AI and GenAI tools is acceptable only as a support for the research and creative process, under the condition of upholding the authentic character of the published works. In order to protect the reliability and copyright of the authors, reviewers and publisher, as well as to protect the confidentiality of unpublished works and editorial process, and to ensure the readers that they are dealing with authentic and reliable works, the use of AI and GenAI tools as well as its extent and manner must be reported by the authors and reviewers to the editorial board and publisher.

Among the perils of AI and GenAI tools use, which undermine the reliability of the processed content, one should listed the non-personal character of products of those tools (and thus their status excluding the establishment of actual authorship), the possibility of appearance of difficult to verify blunders, absence of back matter or references to the resources used, possibility of copyright infringement during or as a result of processing used resources by the aforementioned tools, the unknown to the users methods of processing the data, instructions (prompts) and contents uploaded to those tools, possibility of passing of data, research data and copyrighted content to the third parties by the owners or providers of AI/GenAI tools, or other unspecified use or abuse of uploaded content.

Authorship

The AI and GenAI tools cannot be named as author (co-author), because they are not able to bear responsibility for content generated, and to own the copyright, as they are not persons.

The author of the texts submitted to publication and reviews could be human only.

The author’s name must be listed without exceptions (with correct academic IDs).

The authors and reviewers are fully responsible for content of submitted works (reviews), including the AI-generated content.

The AI/GenAI tools must not be used to generate texts submitted for publication and content of reviews (publishing assessments).

The AI/GenAI tools are allowed to be used as a support only, in justified cases, and in case when they are the search tool of a library, museum, archival, etc., catalogues, and other repositories. The AI/GenAI-generated contents cannot replace or supplement the personal creativity of the author.

In case of detecting that the submitted work (text, review, assessment) is AI/GenAI-generated, the editorial board reserves the right to withdraw the work from publication and publish the information on grounds for detraction in an editorial note, or relevantly declare a review (assessment) as non-existent.

The transparency of AI/GenAI tool use methodology

All the cases of use of AI/GenAI tools by the authors, co-authors and reviewers are to be reported, with information of extent and causes for their use, as well method of their use, way of use and dates of use, as well as instructions, prompts, inquiries, etc., uploaded to the AI/GenAI tools.

The authors and reviewers must not upload to the AI/GenAI tools the unpublished texts or data, illustration material, etc., being parts of the unpublished works.

The authors and reviewers are obliged to report the scope and extent of AI/GenAI tool use (parts of texts processed, methodical scope of AI tool use, e.g. data analysis, proofreading, copy-editing, text revision, automatic translation, generation of keywords, generation of bibliographic data and bibliographic and archival queries, imagery and charts generation, gathering of bibliographical data, checking the correctness of bibliographical data, etc.).

The authors are obliged to point out the research method (i.e. queries, completing and comparing data, etc.), in using which they utilised the support of AI/GenAI tools.

The authors and reviewers are obliged to indicate the aim of AI/GenAI tool use.

The parts which were written using  AI/GenAI-generated content should be clearly marked in the text submitted, either in an appropriate reference, or in the author’s statement with the extent, reasons, methods and aim of AI/GenAI tool use reported (see above). The editorial board reserves its right to publish such a statement.

The authors and reviewers are obliged to check the reliability of the results returned by AI/GenAI tools, and to present them in accordance to the general rules of research reliability.

The authors and reviewers are obliged to point out the methods used to verify the AI/GenAI-generated content.

The editorial board refuses to admit for publication the datasets, imagery and illustrations, charts, graphics, tables, formulas, etc., processed or reworked by AI/GenAI tools.

The authors and reviewers are advised to check in advance if the AI/GenAI tools deployed use the legal data resources, and especially if they do not infringe on the copyright of third parties.

The authors and reviewers are advised to check in advance the privacy rules of AI/GenAI tools, as well as the extent of resignation from copyright, and the profile of use and storage of data uploaded to AI/GenAI tools (especially to chatbots). It must be established that uploading of any content to the AI/GenAI tools would not infringe on the copyright of the author (coauthors) and publisher, and would not compromise the confidentiality of unpublished work.

The reuse of published content

The application of Creative Commons license as declared by editorial board applies to reuse of the published texts by humans only.

The editorial board does not approve of reuse of published texts by AI/GenAI tools to generate derivative content.

The editorial board reserves the right to agree in writing to reuse the published texts for AI/GenAI tools training, and to assemble the literature in the field lists, data sets, metadata, etc., by the AI/GenAI tools.

The editorial board agrees to reuse the published works by AI/GenAI tools to generate the metadata (abstracts, bibliographies, quieries, datasets, bibliographical descriptions) solely by cooperating with the publisher repositories and academic indexes and platforms or other electronic services providers.

The editorial board agrees to reuse the published works by AI/GenAI tools to generate similarity reports, citation lists, impact and metric indexes, bibliographic descriptions in library, museum and archival catalogues, and reference management tools.

AI Policy was prepared with use of following documents:

COPE position: Authorship and AI tools,

Rekomendacje Wydawnictwa Uniwersytetu Jagiellońskiego dotyczące stosowania narzędzi sztucznej i generatywnej inteligencji przez Autorów [Jagiellonian University Press recommendations regarding the use of AI and GenAI tools by the authors],

STM Recommendations for a Classification of AI Use in Academic Manuscript Preparation,

The use of generative AI and AI-assisted technologies in writing for Elsevier,

WAME Recommendations on Chatbots and Generative Artificial Intelligence in Relation to Scholarly Publications,

Taylor & Francis AI Policy .