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Reference management for researchers

  • Cite your sources correctly

Reference management for you as a researcher

Reference management involves organising the references you work with, and properly mentioning these in your research publications. How you reference correctly can depend on your field of research and the associated output styles and methods.

An output style defines the information to be included in your references, and how this information should be presented in your written work, both in the text or footnotes and in the bibliography. Examples of output styles are APA, Chicago, MLA, Politica, Vancouver, Harvard.

In addition to field specific requirements for your reference management there may also be requirements and rules for how you manage your references with individual journals and publishers. Therefore, always remember to check if there is a guide on how to write your references at the journal or publisher you want to publish in.

To help you reference correctly you can use a reference tool. A reference tool serves as a valuable aid for organising and managing large amounts of literature. Not only dos it streamline the process of referencing, ensuring that your publications adhere to established requirements and standards, but i also optimises your time by simplifying the referencing task. 

References to AI

If you use generative artificial intelligence (GAI) in your publications, for example ChatGPT, remember to check the guidelines at the publisher or journal you wish to publish in.

For instance, GAI (Generative Artificial Intelligence) and AI in general, as recognised by both Elsevier and the International Committee of Medical Journal Editors (ICMJE), should not be considered authors or co-authors and, consequently, should not be cited. While GAI at American psychological association (APA) must be cited:

  • The ICMJE states for example: “Authors should not list AI and AI-assisted technologies as an author or co-author, nor cite AI as an author” (International Committee of Medical Journal Editors, January 2024, Section II.A.4, p. 3).
  • Taylor and Francis agree that AI must not be listed as authors. However, authors of publications should "(...) acknowledge all sources and contributors included in their work. Where AI tools are used, such use must be acknowledged and documented appropriately.” (Taylor and Francis, February 2023).
  • APA on the other hand writes: “When a generative artificial intelligence (AI) model is used in the drafting of a manuscript for an APA publication, the use of AI must be disclosed in the methods section and cited.” (American psychological association, august 2023).

Therefore, you cannot assume that the same rules apply to whether or not to cite AI across the places you publish. Make sure to always check the guidelines.

How to refer to ChatGPT

How a reference to ChatGPT should look like depends on the chosen referencing style. Note that guidelines for referencing ChatGPT are still under development, so make sure to check your referencing standard.

Here are some examples based on APA, MLA, and Chicago styles, all of which have different guidelines for referencing ChatGPT.

APA

In a blog post from the American Psychological Association (APA, 7th edition) references to ChatGPT and other LLMs are based on the reference type "Software". Therefore, it is important that you include the type of software (Large language model) and which model of ChatGPT you have used. You can check this at the bottom of ChatGPT's page. If the version is not found on the page then write ChatGPT 3.5, for example. The reference is included in both the text and the reference list, for example:

Reference in the text

(OpenAI, 2023) or OpenAI (2023)

Reference list

OpenAI. (2023). ChatGPT (Nov 6 version) [Large language model].

        https://chat.openai.com/chat

Here OpenAI is the author and 2023 is the year when the version of ChatGPT you used is from. The title of your reference is ChatGPT. (Nov 6 version) shows which model you have used and Large language model describes the type of software. The URL shows where the tool can be accessed.

Chicago

With the Chicago referencing style the use of ChatGPT is considered "personal communication", as the output from ChatGPT cannot be accessed by others. This means that when using the Chicago referencing style - both Chicago notes and Chicago author-date - you only need to insert references for ChatGPT in the text. Not in the bibliography. As an example you can refer to ChatGPT in the following way:

Numbered footnote or endnote

  1. Text generated by ChatGPT, OpenAI, February 9, 2024, https://chat.openai.com/chat.

OpenAI corresponds to the author and the date is when the text was generated by ChatGPT. The URL is where the tool can be accessed.

Chicago author-date format

(ChatGPT, February 9, 2024)

Here it is noted that a text is generated by ChatGPT and the date for when it was generated.

If you make the content available to the reader - both your input and ChatGPT's output - e.g. with ShareGPT - you should also have a reference in the bibliography when using the Chicago style.

MLA

The Modern Language Association (MLA) referencing style uses the same template for all reference types, including ChatGPT. When using the MLA referencing style you note which command you have given ChatGPT both in the text and in the reference list, for example:

Reference in the text

"PubMed is a medical database with advanced search functions. However, Google Scholar is more accessible to a larger group of users so what one uses depends on the user and the context" ("Describe the differences between PubMed and Google Scholar")

Reference list

“Describe the differences between scientific databases such as PubMed, and on the other hand Google Scholar” command. ChatGPT, Nov 6 version, OpenAI, Feb 3, 2024, chat.openai.com/chat.”

With MLA ChatGPT is not mentioned as the author and the title is a description of the command you have given ChatGPT. The version can be found at the bottom of the ChatGPT page. If the version is not found on the page write ChatGPT 3.5, for example. The date after the publisher (OpenAI) shows when you used ChatGPT.

Use a reference management tool

EndNote20

EndNote 20 is a reference management tool that can be downloaded for free by students and employees at Aarhus University. EndNote can be used on Windows, Mac, and Linux and can be used as an add-in to Microsoft Word. EndNote has been developed with a high degree of customization options, making it a valuable tool across disciplines.

If you have questions or need help, you can always contact the library.

The key benefits of EndNote include:

  • Options for customizing output styles styles
  • No space limitations and fast import of references - ideal for large collections of references
  • Possibility for automatic import of PDFs and full-text search options directly from EndNote
  • Good search options for references, including in PDFs and PDF comments

Zotero

Zotero is an open source reference management tool that is compatible with Google Chrome and Mozilla Firefox. It can be used on both PCs and Apple computers. Zotero can also run on Linux. The Zotero plugin can be used with Google Documents and Microsoft Word. Zotero is specifically developed for students and researchers in the humanities and aesthetics, Zotero is particularly suitable for students enrolled in programs at AU Arts. You can download Zotero from the official Zotero website.

AU Library supports Zotero in a limited capacity.

The key benefits of Zotero include:

  • Easy and quick to download
  • Zotero can be used in Google Docs in the same way as in Word and is useful for group work
  • You can change language and output styles in the settings in the program as needed
  • Easy import of references in browsers through Zotero's plug-in for Chrome and Firefox
  • Particularly useful when writing references in footnotes, such as in Chicago full note

JabRef

JabRef is a free reference management tool that can be used on Windows, Mac and Linux. The tool is developed to work with BibTeX files and is suitable for LaTeX users. JabRef is therefore a great tool for working with references in systems such as TeX/LaTeX and Markdown. JabRef can be used as an add-on to external programs such as Emacs, Kile, LyX, Texmaker, TeXstudio, Vim and WinEdt.

The key benefits of JabRef include:

  • JabRef is suitable for LaTeX users with good integration with LaTeX editors and programs that use the BibTex file format
  • References can be retrieved via ISBN or DOI number
  • No storage limits

Paperpile

Paperpile is a web-based reference management tool that can be used with Windows and Mac with a subscription. Paperpile can be used as an add-on to Chrome, Google Docs, Microsoft Word, and Overleaf. Since Paperpile is web-based, references and associated PDF files are always available across devices on both Android and iOS.

The key benefits of Paperpile include:

  • Paperpile is a cloud-based program that allows you to read and annotate your PDF files across multiple devices, including mobile, tablet, and computer
  • Easy access via your Google account
  • References can be retrieved directly via ISBN or DOI number

Use a reference management tool

Use a reference management tool to keep track of your references and use them in a correct and consistent way.

EndNote

Zotero for employees at AU

Note: If you wish to use Zotero in Word on your work computer as an AU employee you have to contact your local IT department.

Write that you (AUxxxxx) would like to join the M365Apps-Allow-UI-Extending GPO group.

Need help?

If you have any questions or concerns, feel free to contact the liaison librarian associated with your field, who will be happy to assist you with your questions.

Alternatively, you are always welcome to contact your local library in AU Library.

Revised 22.10.2024