Depositing - frequently asked questions

Frequently asked questions about depositing in the Project Information and Management System (PIMS) and the UWE Bristol Research Repository.

What research can I include in the repository?

The UWE Bristol Research Repository does not solely contain research being considered for the REF. Any relevant research you have produced can be added. It does not necessarily have to be carried out exclusively at UWE Bristol. You will need to deposit publications in PIMS in order for them to appear in the UWE Bristol Research Repository.

What types of research output can be deposited?

All research outputs can be submitted. This includes, but is not limited to, journal articles, books, book sections, technical reports, project reports, working papers, discussion papers, conference and workshop items (including papers, posters, lectures, speeches and presentations), patents, artefacts, compositions, performances, images, videos, and audio recordings.

The only exclusion is learning objects which are housed separately in Blackboard.

To deposit a dataset, please upload it to the UWE Bristol Research Data Repository. This is a separate repository solely for datasets rather than research outputs.

What version of the full text should I deposit?

Please upload the "author's final" version. This is the version most often stipulated by publishers for use in repositories. It is the author-created version sent to the publisher post-refereeing. The publisher's PDF is unlikely to be acceptable.

If possible, please upload the item in its original format (e.g. Word). Repository staff will convert the item to PDF/A (a version of PDF suitable for long-term archiving). The original format will also be retained.

If the original format is LaTeX, please convert to PDF/A yourself (it is best done on your own computer) and provide both versions. You can convert to PDF/A using the Save As facility in Word 2007: Save As > PDF > Options > ISO 190005-1 compliant (PDF/A)

Multiple files can be associated with a single research output.

What about co-authored papers?

Co-authored papers can be deposited providing one of the authors is a UWE Bristol researcher. However, the depositing author must check with co-authors that they are happy for the item to be deposited. Co-authors at other universities are free to deposit in their own repository as well.

If I have co-authored a paper with other UWE Bristol authors, do we all need to add this paper to the repository?

No, only one author needs to add any given item to the UWE Bristol Research Repository. Be sure to include the other author's names, and add them as a linked person, in the order they appear on the publication. You may wish to decide between you who will be responsible for uploading the item.

Can I deposit items from previous employment?

Yes. You are welcome to add research output from previous employments to the UWE Bristol Research Repository. You can upload your existing research outputs in bulk by importing a BibTex file - guidance on how to produce a BibTex file and how to upload it is available in a library guide.

What about copyright?

We can often make a version of the work available, even if you transferred the copyright to a publisher. For more information, see our copyright advice page.

Can I add newer versions of a paper (e.g. a conference paper that is now being published as a journal article) to the repository?

Yes, you can upload as many different versions as you like. If the new version directly supersedes an older version we can link the two together. If you wish to do this, please email the Repository team at

What is a DOI?

DOI stands for Digital Object Identifier. Many journal articles are given a DOI number. DOIs can usually be found when looking at an abstract for a journal article. They will usually follow a similar format to: 10.1016/S0048-9697(02)00292-9, with a number, then a slash, then some letters and numbers.

DOIs can always be made into links by adding before the DOI. This link will then take you to the abstract for that article, and, if the institution you are logged into (e.g. UWE) has paid for access, a link to the full text. DOIs are used as links because they provide persistent identifiers, meaning the links will not break when any changes are made to Internet pages.

Can I edit my entries in the repository?

Not directly. If you want to make changes email the Repository team ( ) and we will make the changes for you.

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