Introduction
When using AI tools to transcribe or translate documents, there is a responsibility of full disclosure and transparency through the use of a source citation.
Objective
This post offers a method to accurately note the process used to transcribe or translate a document using AI tools.
Preparation
- Applies to all AI platforms.
Implementation
1. After uploading the document and creating a prompt to transcribe or translate a document, copy the generated text and paste it into your research document.
2. Next, here’s a formula you might consider using as proposed by the Modern Language Association of America (MLA):
“[QUERY]” prompt [TITLE and DATE of DOCUMENT]. [NAME OF AI PLATFORM], [DATE OR VERSION OF PLATFORM], [NAME OF AI COMPANY], [DATE OF QUERY], [PLATFORM URL]
3. If asking ChatGPT to translate a page from the book Le troisième centenaire de l’Édit de Nantes en Amérique et en France, here is the source citation to use:
“Translate to English” prompt using digital image of Le troisième centenaire de l'Édit de Nantes en Amérique et en France, page 3, published 1889. ChatGPT, ChatGPT 4 version, OpenAI, 7 February 2025 , https://chatgpt.com/
Review and Verify
Always proof the generated content against the original, if possible. For translation of a document where you are unfamiliar with the original language, use a “reverse translation” technique: copy the translated text generated by the AI platform, start a new chat, paste the text and construct a prompt to translate the text back into the original language. Then proof the comparison between the two generated text.
Ethical Considerations
Be as transparent as possible when using AI tools to transcribe or translate documents. If you made corrections to generated text, state this in the source citation.
Benefits and Limitations
Realize that AI tools are not perfect, even when transcribing or translating printed text. For translations it is helpful to use “context” when constructing a prompt, e.g., state “German marriage record dated 1888”).
Takeaway Tips
- Review all generated text produced using transcription and translation prompts
- Construct a source citation that accurately depicts the process used, including any edits made to the generated text.