About the repository - FAQs

What is the Middlesex University Research Repository?

Items that were in my work area (under "Manage deposits") have disappeared. Where are they?

What are the benefits of adding my work to the repository?

How can I add my work?

Who is eligible to add work?

When should I add my work?

What about copyright?

Must full text be added, or just a bibliographic record?

How do I edit items already in the repository, e.g. to add full text?

May I withdraw my work from the repository?

Can I export records from the repository to use in other reports, my CV, etc.?

Contact us


See also: Repository policies



What is the Middlesex University Research Repository?

The Middlesex University Research Repository is an online "open access" archive of published research and other scholarly content produced by Middlesex University staff and researchers. Material in the archive is visible from anywhere on the internet without the need to log in. It provides a deposit service for academic staff and researchers, supported by the Repository Team within Learning and Student Support.

In October 2011 the University mandated deposit of all research items in the repository on acceptance for publication. Learning and Student Support encourages self-deposit of research, with help and support provided by the Repository Team as required.

The citation details of each item will usually include a link to an electronic copy of the full text or other electronic documentation.

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Items that were in my work area (under "Manage deposits") have disappeared. Where are they?

The repository switched to Active Directory login (Middlesex network username and password) on 1st May 2013. If you had a repository user account before this, which did not have the same username that you use to log in to the Middlesex University computer network, the system will automatically create a new account for you when you log in. Any items in your work area prior to the change will remain in your old account and therefore not be visible to you. The repository team should be able to retrieve and transfer them to your new account - please contact us at eprints [at] mdx [dot] ac [dot] uk .

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What are the benefits of adding my work to the repository?

  • It provides a central source for Middlesex University research and raises the profile of both individual academics and the University as a whole.

  • An open access repository of research output widens availability and results in research being more visible and accessible. This in turn increases the impact of research and results in increased citations.

  • As a central repository within the University it promotes interdisciplinary collaboration and awareness of work done in other departments and Schools.

  • Research funding agencies worldwide are making open access deposit of research outputs a condition of funding. JULIET provides a service summarising publisher policies.

  • It ensures consistent standards and copyright compliance of published material.

  • Research outputs are more likely to be retrieved with a higher ranking by search engines if they have high quality bibliographic details.

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How can I add my work?

The quickest and simplest way to get work onto the Repository is to deposit it yourself. The process is the same whether you are depositing your own work or work by a colleague. Adding items is very straightforward:

1. Open your browser at http://eprints.mdx.ac.uk.

2. Login. Use the username and password that you use to log in to the Middlesex University computer network. This will take you to the Manage Deposits screen. Click on New Item.

3. You are guided through a series of input screens culminating in Deposit. Include as many details about the work as you can. You must complete all compulsory fields (they are marked in the Manage Deposits form with a star), but these are a bare minimum. If possible please include a summary of the item in the Abstract field, to help researchers evaluate its relevance to their work, and a link to an online version of the item in the Official URL field.

You must ensure that your work is eligible for the Repository and, if you are adding full text to your entry, that you have any necessary copyright permissions to publish the work on free open access.

To be eligible work must have been accepted or published (or the degree awarded in the case of theses/context statements), not merely submitted.

Please see Repository policies for more information on content, copyright, and withdrawal.

NB your article does not go "live" until is has been checked, amended if necessary (e.g. if any typing errors are spotted) and uploaded to the repository.

NB we cannot check all details for accuracy so please take care to give correct title and names as this information will be publically available on the internet.

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Who is eligible to add work?

  • Any current Middlesex University researcher, member of academic or support staff.

  • Co-authored papers may be included as long as one of the authors is employed by Middlesex University.

  • Papers written by staff currently at Middlesex but whilst working at another institution should also be included as this will help staff to provide a comprehensive listing of their research.

  • When staff leave Middlesex University their research will be retained within the Repository.

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When should I add my work?

Early deposit helps to maximise impact, and, for journal articles, we would prefer to receive papers as soon as they are accepted for publication. Items whose publication is pending will be marked "in press" - please inform us when they are published, and give final details, e.g. title as published and pagination, so that we can add these to the record.

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What about copyright?

Depositing your work in the repository

Placing a description of a piece of work in the repository (record listing title, author, topic, publisher, date, etc.) does not generally require copyright holders’ permission, but published full text items and some abstracts are protected by at least the author’s and publisher’s copyright. Several types of copyright may subsist in artworks, motion pictures, etc., such as performance and distribution rights. The Repository Team needs to be certain when a full text paper or other work is deposited in the repository that all relevant copyright owners have given their permission for it to be placed on open access. Authors should check before adding full text or artworks to a repository record that they have the required permissions, and the Repository Team will check all deposited works to ensure that they are not in breach of copyright. Works deposited in breach of copyright will not be added to the repository, and any found to have been added in error will be removed.

Using work deposited in the repository: re-use policy

The repository is an open access database and users are encouraged to use its content freely for educational study and research. However all items placed in the repository are protected by copyright law, and unless otherwise stated on the web pages associated with the documents, standard terms of use apply - click here for details.

Please see copyright and re-use in Repository policies for full details.

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Must full text be added, or just a bibliographic record?

It is recommended but not compulsory. Full text should be deposited with the bibliographic record whenever possible, but please only deposit full text if you know that you have the publisher’s permission to do so - see copyright and re-use in Repository policies for details.

The full text of theses or context statements by students obtaining doctorates from Middlesex University will be deposited in the repository unless they have completed and signed the exception form and this has also been signed by their supervisor. Students may not self-deposit. Their work must be submitted to the Repository Team with the necessary documentation by the Research Office.

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How do I edit items already in the repository, e.g. to add full text?

After records have been uploaded to the Repository they can only be altered by Repository staff. There are three ways you can have a record of your work altered:


  • Send an email to the Repository Team - eprints [at] mdx [dot] ac [dot] uk - identifying the item you want to have changed and specifying the changes you would like to have made. If you want to add full text, attach it to the email.


  • Create a new version of the item, edit the new version, and deposit it, using the following procedure:


    1. Log in to the repository.

    2. In Manage Deposits, ensure that the box to the left of the words Live Archive is ticked. Your deposited work will then be listed on the screen.

    (Note - You can add or remove fields from the display to aid identification. For example to add the title if not already displayed, select Title from the drop down menu at the bottom of the screen next to the Add Column button, then click on the Add Column button. To remove unwanted fields, click on the X at the bottom of the unwanted column.)

    3. When you have found the item you want to copy in the list, click on the icon of a magnifying glass over a piece of paper to the right of the item details.

    4. Click on the Actions tab.

    5. Click on the New Version button.

    6. Click on the Details tab.

    7. Click on any of the Edit Item buttons.

    8. Make the required changes, and when finished click on Deposit. The new version will be flagged up as a duplicate record and repository staff will remove the earlier version.


  • Request by email to the Repository Team - eprints [at] mdx [dot] ac [dot uk - that the record is returned to your repository work area so that you can amend and redeposit it yourself. NB the record will not be visible to the public while it is in your work area.

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May I withdraw my work from the Repository?

Under certain circumstances a full text item attached to a record may be withdrawn from the repository. See Repository policies for more information.

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Can I export records from the Repository to use in other reports, my CV etc?

Yes. You can export from the brief display, but not the full record. Use the browse or search facilities in the repository to find the article or articles that you wish to export. Do not open the article (i.e. don’t click on the title). Above the list of results is an Export button with a drop down menu. Select the required format for export from the menu, and click on Export.

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Contacts

Repository Team:

eprints [at] mdx [dot] ac [dot] uk

Aran Lewis, Senior Cataloguer and Repository Manager:

A [dot] Lewis [at] mdx [dot] ac [dot] uk

020 8411 2115

Helen Matthews, Bibliographic Services Manager:

H [dot] Matthews [at] mdx [dot] ac [dot] uk

020 8411 5286

Matthew Lawson, Assistant Director, Library and Learner Development, Learning and Student Support:

M [dot] Lawson [at] mdx [dot] ac [dot] uk

020 8411 4126

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