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

audio and video recordings and allows for streaming directly

in the browser.

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.