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In research, teaching, and professional work, disclosure of the use of AI may be required by
the policy of the institution or the publisher. Good disclosure states the actual role: language
editing, idea generation, preliminary analysis, or translation. Do not use a general phrase

that conceals the size of the contribution.

Documentation supports productivity, because it prevents a discussion from restarting,
makes it easier to update an output when the data changes, and allows you to find where

an error entered. A good record is not an added burden; it is the memory of the process.

TABLE 4-16: A SHORT USAGE RECORD
Field Example

Purpose Preparing an executive summary for a management meeting.

Tool and date An enterprise chat tool, 5 June 2026.

Description of inputs Minutes with names and contact details removed.

Sources The original minutes and the approved decisions table.

Dates verified, two task owners corrected, and an unsupported
Human changes
inference deleted.

Reviewer or decision
The project manager.
owner

Version and scope Version 1.2; approved for internal distribution only.

▣ A practical template: the short 4D record

Define: the purpose, the level of impact, the data used.
Delegate: what did the system do, and what remained with a person?
Discern: which claims were checked, against what evidence, and what changed?
Document: the tool, the version, the sources, the reviewer, and the scope of use.

● Remember: responsibility does not transfer to the tool
Documentation does not move responsibility to the tool. Whoever adopts an output

remains responsible for the decision to use it, and must know the limits of what was
reviewed and what was not.

● Remember: Section summary
• Key idea: A usage record preserves the purpose, the inputs, the sources, the changes,
and the decision owner.
• Practical decision: Use a short record proportionate to the impact, and protect the data

inside it.

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