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espace at MMU > About

Quick Guides

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Getting Started

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Welcome

This guide will introduce you to the core functions of e-space, assist you with finding and submitting content as well as personalising and navigating the site.

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What is e-space?

The e-space service is a digital archive or repository. It is intended to capture, store and preserve the research output of Manchester Metropolitan University (MMU) and to make it available to the global research community via the World Wide Web through Open Access protocols.

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How is e-space organised?

Mapping to the structure of MMU as closely as possible, e-space is organised into a hierarchical set of communities, sub-communities and collections:
  • Communities form the top layer: research institutes, faculties and central departments.
  • Sub-communities: a division of the community that might include schools and departments.
  • Collections: groups of related documents.  


For example, "Faculties" is a community within e-space. Within this community the sub-community for the Faculty of Humanities, Law and Social Science can be found. Within this sub-community are several collections including the Department of English and Discussion Papers in Economics.

Each community, sub-community and collection has its own home page which contains information about that community, sub-community or collection. In addition, some collections may have access restrictions as to who is allowed to submit to the collection.

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So what can I find here?

You will find items of research by members of academic and research staff at MMU. Work by undergraduate students is not included. These items include journal articles (both pre- and post-print), book chapters, working papers, conference papers, project reports, datasets and multi-media files. Where available, you will be able to access the full-text of items. If the full-text is not available, usually due to copyright restrictions, then metadata (information about the item) will be available; this metadata might point to a publisher's version of the item.

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Do I need to register to use e-space?

You do not need to register to search, browse and view the content of e-space. However, if you wish to submit an item, view restricted items or sign up for e-mail alerts of newly-added content you need to register by completing a simple registration process. Note that only members of MMU are able to submit content.
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Using Search

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How do I search?

There are two ways of finding content: searching via a keyword or browsing.

The basic search box appears at the top right hand corner. Enter your search term and see what you get!

You will also see that there is an additional search box on each community's home page. This search box will allow you to carry out a simple search at that level of the hierarchy or any level below it using a drop-down menu.

Here are a few tips on searching:

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Terms searched in the general keyword search box

The terms(s) entered in the search box will be searched against the title, author, abstract, series, sponsor and identifier fields of each item's record. As well as this, where available, the full text of PDFs, Microsoft Word documents and rich text files (RTFs) will also be searched.

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Stop words

Stop words are words that appear frequently but have no bearing on the outcome of the search; they have no added value and are ignored by the e-space search engine. Therefore, you do not need to include them in your search. Typically, stop words are:
"a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into",
"is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" , "was"

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Truncation

By using an asterisk (*) after a word stem to denote the root of the word, all words containing that root will be picked up. So, select* will retrieve records containing selects, selector, selection, selecting etc

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Stemming

e-space automatically expands words with common endings to include plurals, past tenses ...etc.

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Phrases

To search using multiple words as a phrase, put quotation marks ("") around that phrase, for example:
"organisational change".

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Exact word match

Put a minus (-) sign before a word if you do not wish that word to appear in the search results. Alternatively, you can use NOT. This can limit your search to eliminate unwanted hits. For instance, in the search:
training-cat or training NOT cat, you will get items containing the word "training", except those that also contain the word "cat".

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Eliminate items with unwanted words

Put a plus (+) sign before a word if it MUST appear in the search result. For instance, if the word "training" is optional, but the word "dog" must be in the result you would use:
+dog training

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Boolean searching

The following Boolean operators can be used to combine terms. Note that they must be CAPITALIZED! AND limits searches to find items containing all words or phrases combined with this operator. For example: cats AND dogs
will retrieve all items that contain BOTH the words "cats" and "dogs". OR enlarges searches to find items containing any of the words or phrases surrounding this operator. For example:
cats OR dogs
will retrieve all items that contain EITHER the words "cats" or "dogs". NOT excludes items containing the word following this operator, e.g.
training NOT cat
will retrieve all items that contain the word "training" EXCEPT those also containing the word "cat". Parentheses can be used in the search query to group search terms into sets, and operators can then be applied to the whole set, e.g.
(cats OR dogs) AND (training OR discipline)
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Advanced search

Advanced searching can be accessed by clicking on the link underneath the basic search box. The advanced search page allows you to specify the fields you wish to search, and to combine these searches with the Boolean AND, OR or NOT. You can restrict your search to a community by clicking on the arrow to the right of the top box and choose from the drop down menu. If you want your search to encompass all content in the site then leave that box in the default position. Select the field to search in the left hand column and enter the word or phrase you are searching in the right hand column. You can select the Boolean operator to combine searches by clicking on the arrow to the right of the "AND" box.
Note: You must use the input boxes in order. If you leave the first one blank your search will not work.


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Browsing

There are currently four options for browsing:
  • By community, sub-community and collection
  • By title
  • By author
  • By date

There is an additional browse menu on each community, sub-community and collection home page. This browse menu will allow you to browse records in the archive at that level of hierarchy or any level below it using a drop down menu.

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1. Browse by community/collection

This browsing function takes you to the communities in alphabetical order; it allows you to see the sub-communities and collections within each community. In other words, you can see the full structure of e-space. Clicking on any of the links at this point will take you to the home page of the relevant section.

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2. Browse by title

Browsing by title allows you to move through an alphabetical list of titles of all items within e-space. Clicking on the title will take you to the record for that particular title.

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3. Browse by author

Browsing by author allows you to move through an alphabetical list of all authors with items that have been deposited in e-space. Clicking on an author will take you to a list of all titles within e-space by that author. Note that if an author has submitted works under separate derivations of their name (e.g. John Smith and J Smith) these will be considered for the time being as separate authors.

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4. Browse by date

This allows you to move through a list of all items in the archive in chronological or reverse chronological order. The date is considered to be either the date of entry into the archive or if a previously published date has been entered during the submission stage then it will be this date.

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Submitting Content

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What kind of content should I submit?

Institutional repositories are often thought to be exclusively created for pre- and post-print research articles. However, whilst individual communities may have their own specific submission policies you should submit any of your research output that is relevant to your subject. This could include published articles, technical reports, conference papers, data sets, multi-media files and eventually theses.

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Why should I submit content?

Research has shown that work published in Open Access institutional repositories can gain up to 300% more citations than research published in journals that limit access through paid for subscriptions. That means increased exposure to your work and all the benefits that come with it. Increasingly, more research funding bodies are insisting that work carried out under their grants must also be deposited within an institutional or subject specific repository.

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How do I get my research into e-space?

There are two ways to get your research into e-space. Repository staff can deposit the work on your behalf, or you can complete the process yourself. This latter method is known as self-archiving. Note that only members of MMU are able to submit content to e-space.

If you would like repository staff to archive material on your behalf, e-mail your work to the e-space team at e-space@mmu.ac.uk and the work will be completed for you. To speed up the process, we ask that you include information about author(s), title, title of journal, year, volume and page numbers if known.

Alternatively, you can deposit your work using the submission process detailed in this guide.


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How do I go about self-archiving my work?

The submission process can be entered through "My e-space" provided you have already logged in, or via the "Submit" link, both of which are on the top navigation bar. Alternatively, use the button on the relevant home page.

The process of submitting items into e-space is simple. Select the collection you wish to submit to, enter the required information about the item (the metadata), upload the file(s) and agree to the deposit licence. When you choose to enter the submission process, you are presented with a drop-down list of available collections. If the collection you wish to submit to is not listed contact the e-space team or use the feedback form.

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How much metadata should be entered?

Enter as much metadata (information about the item) as possible. The fields you submit will create the metadata used for both internal and external searching. Therefore the more fields you fill out, the easier it will be for people to find your work.


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How do I know if I am allowed to submit an article that has already been published?

Publisher policies relating to copyright, Open Access and self-archiving are listed on the Romeo database, which can be accessed from the first page of the submission process. Alternatively, the database can be accessed at http://www.sherpa.ac.uk/romeo.php. If you are unsure of the copyright position of any article, please contact the e-space team and we will investigate further.

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What kind of files can I submit? How many can I submit?

We accept any kind of digital file and you can upload as many files as you need to: we are also able to convert files into PDF format. File formats are assigned different recognition levels that correspond to how well we are able to support that format in the long term. Supported files are considered to be preservable either because the current format is considered to be one that will always be able to be read, or that it will be easily migrated or emulated by current technologies. Known files are likely to be preserved in their current format, or that are easily migratable to a format more suited to long-term digital preservation. Unknown files will be preserved in their original format, but may not be readable if the software readers for that format become obsolete.

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How soon after submission can I view an item?

In most cases, the submission must go through the workflow process before it is made live. The submission will be reviewed to ensure it is suitable for submission and to check and edit the metadata if necessary. Once the workflow has been completed the submission will be made live within e-space.

The item will be assigned a unique identifier (Handle) and be available to view immediately after the workflow process has been completed. This means that it will be instantly available for harvesting by Open Access compliant search engines such as OAIster and Google. It may be a few hours before your submission is indexed for internal full text searching. It will, however, be possible to search for the key metadata fields. If you require any assistance self-archiving your work, don't hesitate to contact the e-space team.


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Personalising e-space

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How do I edit my details?

If you have registered with the site you will be able to enter "My e-space" through the link on the top navigation bar. From here, a number of options are available:

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Submit to a collection

Clicking on this button will take you to a drop down menu of available collections to which you have permissions to submit.

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View a list of all items you have submitted to the archive

This will take you to a list of all items that you have submitted.
Note: this is not the same as items you may have authored. If you have authored a document that was submitted by someone else you will have to view it through the author browse.

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Edit your registration details

Click through to update your registration details or password.

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View and amend any email alerts you have created.

You can subscribe to receive as many daily e-mail alerts of new items added to collections as you wish. You can register to these alerts through the 'Add Email Alert' button on the top right corner of each community home page.

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View any in-progress submissions

View a list of your in-progress submissions - from this list you can resume the submission process where you left off, or you can remove the submission and cancel the item.

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Accept and action workflow tasks

If you have been assigned a reviewer role any tasks assigned to you will be listed here. You will also receive an email notification for any new tasks assigned to you.

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