Generative AI Policies

Generative AI Policy for Journal of Business and Information Systems

Journal of Business and Information Systems is committed to upholding the highest standards of integrity, originality, and transparency in scholarly publication. Recognizing the rapid advancement of generative AI and AI-assisted technologies, we acknowledge their potential benefits while emphasizing the necessity of clear standards for responsible and ethical use.

This policy provides guidance for authors, reviewers, and editors on the use of AI tools, is adapted from Elsevier's policy, and will be updated as technology and practices evolve.

A. For Authors

1. Responsible Use of AI Tools

We recognize that AI tools can be used responsibly to assist researchers in tasks such as:

· Synthesizing complex literature.
· Identifying research gaps.
· Improving language and readability.
· Organizing and structuring manuscript content.

However, AI tools must never replace human critical thinking, expertise, and evaluation. Authors are entirely responsible and accountable for the content of their work. This includes:

· Verifying the accuracy of all AI-generated output, including checking sources, as AI-generated references can be incorrect or fabricated.
· Thoroughly editing and adapting all material to ensure the manuscript reflects the author's authentic and original contribution.
· Ensuring transparency by including a disclosure statement at the time of submission.
· Safeguarding data privacy, intellectual property, and other rights by checking the terms and conditions of any AI tool used.

2. Confidentiality and Copyright

Authors must check the terms and conditions of any AI tool they use to ensure:

· Confidentiality of their data and unpublished manuscripts is maintained.
· The AI tool does not use their materials for training purposes or grant itself any other rights beyond providing the service.
· The AI tool does not impose constraints on the use of its outputs that could restrict the subsequent publication of the article.

Particular care should be taken with any personally identifiable data.

3. Disclosure

Authors must include a separate declaration statement in their manuscript, placed before the references, disclosing the use of AI tools. This statement will appear in the published article.

Recommended Disclosure Format:

Declaration of Generative AI and AI-Assisted Technologies in the Manuscript Preparation Process:

During the preparation of this work, the author(s) used [NAME OF TOOL/SERVICE] for the purpose of [REASON, e.g., improving language and readability]. After using this tool/service, the author(s) reviewed and edited the content as needed and take(s) full responsibility for the content of the published article.

Note: Basic checks for grammar, spelling, and punctuation do not require disclosure. The use of AI tools within specialist disability-related assistive technology, used solely for accessibility, also does not require disclosure.

4. Authorship

AI tools cannot be listed as an author or co-author. Authorship implies responsibilities and tasks only humans can perform.

5. Use in Figures, Images, and Artwork

a. Explanatory Images (Flowcharts, Concept Diagrams, Schematic Illustrations)

· Permitted to use AI tools to support the creation of these image types.
· Principles: Responsible use, human oversight, transparency, and disclosure apply.
· Disclosure: Must be stated in the caption of each image (including the specific tool, version, and how it was used) and in the general AI disclosure statement.

b. Research and Data Images

· Data Visualizations (plots, charts, graphs, heatmaps):
· Permitted only if the visual output is directly derived from underlying data using reproducible analytical, computational, or statistical methods that are clearly reported in the Methods section.
· The name of the model/tool and version must be stated in the Methods section.
· Not permitted to fabricate results, invent or alter underlying data, or generate figures not faithfully derived from the data.
· Primary Research Images (microscopy, histology, western blots, radiology scans, patient images):
· Not permitted to create or alter images that represent primary observed or experimental data not directly obtained in the research. Adjustments to brightness, contrast, or color balance should be made only using established image-processing software.

c. Graphical Abstracts and Journal Covers

· Graphical Abstracts:
· Not permitted to use general-purpose generative AI tools. Authors are encouraged to use dedicated scientific illustration tools (e.g., BioRender, Mind the Graph) with clear licensing terms.
· Mention the tool used in the image caption.
· Journal Cover Art:
· Permitted only with prior permission from the journal editor and publisher. Authors must demonstrate all necessary permissions for third-party material.

B. For Reviewers

1. Confidentiality and Responsibility

Submitted manuscripts are confidential documents. Reviewers must not upload a manuscript or any part of it into an AI tool, as this may violate the authors' confidentiality and proprietary rights and potentially breach data privacy rights.

Reviewers are fully responsible for their scientific assessment and judgment. AI cannot replace a reviewer's critical thinking or independent evaluation.

2. Permitted Use

AI tools may only be used in a supportive capacity, for example, to improve the language and structure of a review report or to assist with a background literature search, provided that:

· Confidentiality is maintained.
· Human control and oversight are exercised.
· Only private AI tools are used (tools that do not retain, reuse, share, or learn from the content you submit).

3. Disclosure

Reviewers must disclose the use of AI in their review reports, including the tool used and the purpose.

Recommended Disclosure Format:

During the preparation of this report, I used [NAME OF TOOL/SERVICE] for the purpose of [REASON]. After using this tool/service, I reviewed and edited the content as needed and take full responsibility for its content.

Note: Basic spelling and grammar checks do not require disclosure.

C. For Editors

1. Confidentiality and Responsibility

Editors play a vital role in upholding the journal's reputation. Managing the editorial evaluation is a responsibility that can only be attributed to humans. Editors must not upload a manuscript or any part of it into an AI tool.

Editors are fully responsible for the editorial assessment and final decision. AI cannot replace an editor's critical thinking or final decision-making.

2. Permitted Use

AI tools may be used only in a supportive capacity, for example, to improve the language or structure of decision letters or to assist with background literature searches, provided confidentiality and human oversight are maintained. Only private AI tools may be used.

D. Exceptions and Important Notes

1. Research Methods: This policy does not prevent the use of AI tools in formal research design or methods (e.g., AI-assisted imaging approaches for data collection). This use must be described in detail and in a reproducible manner in the Methods section.
2. Basic Checks: Basic grammar, spelling, and punctuation checks integrated into word processing software do not require disclosure.
3. References: Authors may use AI to help organize literature but must verify the accuracy of all references, as AI can generate incorrect or fabricated citations.
4. Translation: Using AI for text translation must be followed by thorough review by a native speaker or field expert and must be disclosed.

Journal of Business and Information Systems will continue to monitor developments in this area and update this policy as needed. For further questions, please contact the journal's editorial office.

Elsevier References: Generative AI Policy for Journals

Elsevier: Publication Ethics Guidelines