Guides, forms and advice for contracted author writing for us.
Please contact your commissioning editor if you have any queries or require further support.
5m Books AI usage policy for authors
AI tools are becoming an increasingly valuable part of the writing and research process. Understanding how to use them responsibly ensures your work remains original, ethical and aligned with professional publishing standards.
This policy will help authors make informed decisions about the role of AI in their writing. And explains 5m Books’ expectations around AI usage.
When using AI tools in your writing process, focus on ways they can enhance rather than replace. Use AI tools for specific tasks with clear objectives, which will keep you in control of the final work and allows for systematic review and refinement of any AI-generated content. We do not permit generative AI content of text or images.
Large Language Models (LLMs), such as ChatGPT, do not satisfy our authorship criteria. Notably an attribution of authorship carries with it accountability (see below) for the work, which cannot be effectively applied to LLMs.
Permitted use and disclosure
Authors should maintain documentation of all AI tools used, including its purpose, whether it impacted key arguments or conclusions, and how they personally reviewed and verified AI-generated content. Authors must maintain an AI usage log and submit alongside their manuscript to 5m Books.
| AI use category | Not permitted by 5m Books | Permitted (requires disclosure) | Permitted (does not require disclosure ) |
| Drafting and editing text | Writing or rewriting entire sections of your work Case study or example creation Creative exploration that impacts your key arguments or conclusions | Drafting and editing manuscript section Translation of content Content summaries | Basic grammar or spell checking Simple language polishing Immaterial uses of AI output, such as incorporating single words |
| Research and analysis | Literature synthesis or analysis Scientific reasoning | Identifying research or topic gaps Using AI-generated citations or references Data analysis and interpretation Generating or modifying code | Basic literature searches Reference formatting Citation management Database searches |
| Visual content | Generating images | Modifying illustrations, diagrams, and charts that you have created or own copyright in | Basic image and chart resizing, cropping or adjustments to contrast / brightness |
If you are unsure discuss the use with your commissioning editor and record the use on your log.
Terms & conditions
Authors should carefully review the terms and conditions, terms of use, or any other conditions or licenses associated with their chosen AI tools. Authors must confirm that the AI tools does not claim ownership of their content or impose limitations on its use, as this could interfere with the author’s rights or 5m’s rights, including our ability to publish your writing.
Author accountability
Authors may only use AI tools as a companion to their writing process, not a replacement. As always, authors must take full responsibility for the accuracy of all content and verify that all claims, citations and analyses are correct and valid.
Privacy & content security
AI tools often include privacy settings to help protect your content, but these features vary between platforms. Common privacy features may include:
Carefully review the tool’s settings menu, as options are often available but may not be enabled by default. Some features might only be available in paid or professional versions.
When evaluating an AI tool, check its documentation on data handling, ownership, usage rights, and data deletion. Look for clear statements on whether the tool retains or trains on your content and whether you can opt out. Prioritize AI tools with strong privacy controls and explicit content protection policies.
Some AI tools may include clauses in their terms of service that grant the AI provider rights to reuse, distribute or train their AI tool on content processed through their platform. Carefully review these terms, opt out of any rights grants to the provider, and avoid tools that could compromise your intellectual property rights or 5m’s ability to use and publish the material.
Without careful consideration, you may unknowingly grant the AI provider rights to redistribute or repurpose your content. For example, “By using this service, you agree that the provider may use, reproduce, and adapt your content for any purpose, without compensation or acknowledgment.”
Be wary of AI tools where terms and conditions contain terms such as: “Perpetual” rights to your content; “Royalty-free” usage rights; “Transferable” rights to third parties; Broad statements about using content “for training” or “for any purpose”; Classifying the AI-generated content as “open”, “free to use”, or subject to a permissive license or “Creative Commons” license (which may open use of your work up to the rest of the world), or subject to a restrictive license; Any limitations on your ability to use your content or the output; Unclear policies about data retention and deletion.
Instead, look for tools that:
