Warning: Important Terms of Use restrictions
Several subscription-based academic literature databases (i.e. those provided by the Library such as EBSCO products) restrict the use of database content with external AI tools.
- EBSCO's (2024) License Agreement states, "Licensee and Authorized Users may not use artificial intelligence tools or machine learning technologies with any of the content included in the Databases or Services for any purpose."
- Gale's (2025) License Agreement states, ". . . Customer will not, nor will it permit any Authorized User to, use any content, data, or text in any form in the Offerings to text or data mine, or to develop or train any application, software, code, or data models, such as ChatGPT or other similar terms . . ."
Workarounds to avoid database Terms of Use restrictions
You may be able to find an alternative, openly-licensed version of the work you plan to use with AI outside of the proprietary database.
- Perform a web search (Google, Google Scholar) using the article title to search for pre-published copies.
- Search a preprint server such as ArXiv to find a pre-publication copy of the article. ASAPbio is a directory of additional preprint servers spanning multiple disciplines.
- When using an AI-enabled literature review support tool (e.g. Elicit), ask a research question or link (using the DOI or article permalink) to an article of interest rather than uploading a document file.
Uploading file attachments
Paperclip and +
Many generative AI chatbots like ChatGPT, Claude, Copilot, Gemini, etc., allow users to upload or attach files. This function often shows up as a plus sign or paperclip icon button.
Stop and think whether you are violating copyright (or privacy, confidentiality) before uploading files downloaded from a database or the open web.
ChatGPT
The plus sign option for uploading files is in the lower-left corner of the ChatGPT prompt box.
Microsoft Copilot
The paperclip option for attaching files is in the lower-right corner of the Copilot prompt box.
Google NotebookLM
Google NotebookLM
With NotebookLM, users can organize collections of resources into "notebooks" which can be analyzed, summarized, and organized via Google Gemini. Unlike other tools, NotebookLM will create an AI-generated podcast based on the items within the collection.
Note: You must create and use a personal Google Account in order to use NotebookLM.
NotebookLM Overview
- NotebookLM allows users to curate collections of resources (text, images, audio, video, markdown), up to 50 per collection, and then ask questions or prompt in other ways, to analyze the information in that collection.
- The free version allows a user to create up to 100 notebooks, each containing as many as 50 sources. The size of each source is limited to 500,000 words.
- Automated prompts are available at the click of a button. These include options to create a Study Guide, FAQ, Briefing Doc, FAQ, Timeline, and Audio Overview.
- According to the NotebookLM website, "NotebookLM does not use your personal data, including your source uploads, queries, and the responses from the model for training."
- NotebookLM Plus is the paid version that offers 5x the number of audio overviews, notebooks, queries, and sources per Notebook. It also provides shared Notebook access for teams, usage analytics, and "additional privacy and security."
- When the user inputs their own query, NotebookLM generates a response with in-text references to the source materials. The user can save NotebookLM's responses as Notes to their dashboard.
- The Studio feature allows users to create audio overviews in the style of a podcast with two hosts. A customization option provides for specialized instructions, such as intended audience, sources to emphasize, etc.
Adding Sources to NotebookLM
- Users on the free plan can add up to 50 sources per Notebook.
- Accepted file types include PDF, .txt, Markdown, and .mp3. Additionally, Google Docs, Google Slides, links to websites and videos, and pasted text can also be used.
- After uploading sources, the Notebook dashboard becomes the user interface for interacting with the materials.
- Notebook dashboard showing the three-panel view.
- The left panel shows the list of sources added with options to select them.
- The center panel provides a summary plus the open prompt box, plus options for generating and audio file and a briefling doc. in the center panel,. The right panel shows the Studio which allows for podcast generation including customization features. Also in the right panel, are auto-generate options for a Study guide, FAQ, and Timeline. Finally, the user's previous queries and responses are saved as notes.
Using NotebookLM to Create a Podcast
After you have uploaded source documents into a Google Notebook, you can use the Studio feature to generate a podcast. The podcast enables two AI hosts to discuss the material that you uploaded as if they were having a conversation about it. It is presented in the style of a podcast with the hosts engaging in a natural language, back-and-forth exchange.
The image indicates that a 21-minute podcast was generated called AI Trends, Applications, and Ethical Considerations. The Interactive Mode (BETA) allows users to connect to the podcast and ask questions (by speaking). This would then prompt the hosts to respond to specific questions. This feature may not be widely available.