going beyond the ir: using content-specific platforms and
Post on 09-Feb-2022
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Indiana University School of Medicine is doing extraordinary work educating their
medical students. In an effort to promote more MedEd publications from our school,
“IUSM Education Day” was created. Ultimately, increasing the production of MedEd
scholarship from our school will communicate to the field that we are a premiere
location for education. Another great aspect of this conference is collaboration with
medical students. They are able to present posters and talks in a lower stakes/familiar
environment.
The first conference occurred right before many of us shut down for the early days of
the pandemic, on March 6, 2020. The subsequent year was virtual. Next year they
plan to be back to in person.
As I do for every conference, I put my own presentation materials in our campus’
IR, IUPUI ScholarWorks, before the event. With this being a local event, this was a
great opportunity to create a collection of the conference materials in our
● Motivation/Why/Thesis: Pilot program to capture MedEd work (not published a
lot)
○ Low hanging fruit! Easy. Already recorded. People use Kaltura but it
gets lost/forgotten. Can move it into a more sustainable system to be
found.
○ Full documentation of the presentation gives snapshot of how faculty
and students are viewing med ed at this time. E.g., how they adapted a
lot of programs around COVID. Important for history of education at
IUSM. Institutional history, and documenting scholarship.
○ All IUSM conference, a lot more cohesive and narrative of what is
going on. Makes sense to have us capture it.
○ Good way to introduce IUSM faculty/students to SW (and MCO).
○ Longevity of the IR.
○ Role? MCO wasn’t meant to be an IR. MCO was implemented for the
bicentennial celebration and corresponding digitization project. Took
that and expanded it. Not just for digitizing archival materials. Being
used for different things.
● Content-specific platforms:
○ ScholarWorks (Documents):
■ The campus’s institutional repository; home to articles (pre-
prints), posters, reports, theses, and other educational
materials contributed by students, faculty, and staff
■ DSpace-based system
■ Does a great job of handling static text documents and
images (PDF documents, PowerPoint slides, etc.
■ But providing access to audio and video files in
ScholarWorks is problematic. There is no way to stream AV
media in DSpace, so all items must be downloaded by
users, and the file sizes can be quite large (especially for
recently created HD video).
○ Media Collections Online (Audio & Video)
■ Media Collections Online (MCO), based on the Avalon
Media System, provides a means for collection managers
and instructors at IU to provide online access to audio and
video recordings.
■ Avalon Media System is an open source, freely available
system developed by the IU Bloomington Libraries for
managing and providing access to large collections of digital
audio and video.
■ Developed specifically to provide more integrated access to
For the first year of the conference, the outreach from a librarian was post hoc. This
was during a very tumultuous time, so our workflow was slow, and response rate
was understandably low. This was understandably low priority for everyone.
The second year, we were able to work with conference organizers to get a
question about our Institutional Repository on the conference submission form! This
way we could target our outreach to people who were interested.
For the third year, the question about our IR has remained on the submission form.
Verbiage on submission form: If accepted, I am interested in having my abstract
and materials uploaded to the IUSM Education Day collection in ScholarWorks, the
IUPUI institutional repository.
This all occurred during the shut down
Created protocol for staff to easily follow, with training sessions
1. Retrieved list of submissions with emails
2. Aligned with the conference program (couldn’t ask for more support from
conference planners due to pandemic shut down)
3. Send INDIVIDUAL email to corresponding authors asking if wanted to submit to
SW
4. Save files to folder
5. Staff claimed that upload, added it to SW
6. Email the presenter that it has been added to SW
Staff was able to help me as they needed projects they could do from home
(before) Got “interest in SW?” added to submission form
1. After conference, contacted those users IN ONE EMAIL
2. Email included Qualtrics link to agree to let us upload, asked them to fill out info
3. Retrieved files from conference organizer to cut out the middle man
4. Staff assigned different items to upload in spreadsheet
5. Items simultaneously uploaded to MCO (Brandon able to bulk upload metadata
using Excel spreadsheet and video files using Dropbox)
6. Email the presenter that it has been added to SW and MCO
You can see our response rate increased from 27% to 43%!
Benefit is over time, things can always be added to previous years’ collections. If
someone in 2022 is interested and wants to add a poster form a previous year, we
can do that!
● Sustainable Preservation: All digital files uploaded to both ScholarWorks and
Media Collections Online are backed up to the Scholarly Data Archive
○ The SDA is a large-scale distributed networked storage system with
data centers located on the Indianapolis and Bloomington
campuses. When data is uploaded to the SDA, two copies of the
data are written simultaneously to tapes, one at each data center.
● Sustainable Access: Persistent URLs are used in both ScholarWorks and
Media Collections Online, ensuring that the access links will continue to work
well into the future.
○ These URLs are then cross-referenced in both ScholarWorks and
MCO providing for increased discoverability of the digital assets.
○ Media Collections Online provides a “Related Item(s)” metadata field
where an item label and URL can be added pointing to the related
Poster Presentation residing in ScholarWorks.
○ In ScholarWorks, we had to embed the link to the related MCO video in
the “description” field using “LINK” tags.
Bottleneck—as the admin to SW I was the bottle neck, continuing to try and alleviate
this each time we update/alter the workflow
Post hoc lower uptake—people moved on and weren’t thinking about it, lost the final
draft file, it is still a pandemic!!
Other than our increased response rate from 27% to 43%...
Partnerships: the conference organizers can give us any of the info or files we need
Promotion: More IUSM students and faculty are now aware of ScholarWorks and
Media Collections Online
Persistence: Something not common for conferences. Great for students to have
these to link to when applying to residencies or other opportunities.
● Uncertainty about logistics for next year's conference
○ Next year’s conference is planned to be in-person. The conference
organizers have not indicated if the sessions will even be recorded for
an in-person only event.
● We would also like to explore options for establishing metadata creation and
item upload workflows that are more extensible and less labor intensive for
library staff.
○ This includes the feasibility of having presenters upload their materials
directly to ScholarWorks on their own. This may prove to be too much
of an ask for the presenters and could result in a lower response rate
or inconsistencies in the metadata provided.
○ We also plan to look at options for having staff bulk upload items and
metadata to ScholarWorks, similar to how we did with the videos in
Media Collections Online.
○ Finally, to improve efficiency, we would like to explore strategies for
cross-walking metadata from the MCO schema (MODS) to the SW
metadata schema (DC) rather than copying and pasting from a shared
spreadsheet.
● If you are interested in checkout out the Media Collections Online and
ScholarWorks collections we created for the Education Day Conference, the links
are included here.
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