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Subject: Re: MAPS-L: USGS in remote storage and updates
Date: Mon, 20 Jun 2005
From: Paige Andrew <[log in to unmask]>
To: "Maps, Air Photo & Geospatial Systems Forum"




Julie,

The map collection at the University of Georgia Libraries was completely
moved offsite this Spring (2005) and is being operated from a remote
storage site. This included moving a complete collection of USGS topos.
I would contact long-time Map Collections Assistant, Tom Hardaway at
706-542-0690 and the person now in charge of this collection in the
interim, Lucy Rowland at 706-542-0698 or [log in to unmask] to get some
answers to your questions.

Paige

At 10:16 PM 6/17/2005, you wrote:

> ==================================================
> MAPS-L *** MAPS-L ***** MAPS-L
> ==================================================
> Date: Fri, 17 Jun 2005 16:55:52 -0700
> From: Julie Sweetkind-Singer <[log in to unmask]>
> Subject: USGS in remote storage and updates
> To: Maps-L <[log in to unmask]>
>
> Hi all,
>
> If you don't have USGS topo maps in remote storage, read no further unless
> you're a glutton for punishment!
>
> We are preparing to move a large portion (1/3) of our map collection to
> offsite storage about 50 miles away.  The first group of items we'll send
> are our 7.5 minute USGS topographic maps for all states east of the
> Mississippi River.  In the catalog, we have one cataloging record per
> state
> with an attached item record for each map.  Each map has a barcode.  The
> maps are distinguished in the catalog by the name of the quad and then the
> date (Call number |z Kettlemans 1993).  When we swap out the superceded
> maps, we change the date and replace the barcode on the same item record
> with a new barcode number, rather than withdrawing the item record and
> adding a new one.  It's faster and keeps the record cleaner.
>
> With the move to the new storage facility, each map is "assigned" a
> specific location, which is inside a specific folder that sits inside a
> specific drawer in a map case.  The facility's tracking system was not
> designed to have things permanently withdrawn.  When something is
> permanently withdrawn, the physical space it occupied will stay vacant
> forever.  So, for us, if we page a topo map that has been superceded and
> replace the barcode with a new one, it will get a new location.  This is
> not what we want.  What we have proposed to the powers that be is that,
> when asked, the storage personnel send us the superceded maps and a set of
> duplicate barcodes, which they can do.  We would then edit the existing
> item record by changing the date and putting the duplicate barcode on the
> new map and then send it back to storage.  It would go in its previous
> location.   Needless to say, we would have to double check the work to
> make
> sure it was done correctly.  It may also go without saying that some
> of the
> folks in technical services are not head over heels about this solution.
>
> How are others dealing with this problem?  I will also note that we do not
> keep superceded versions of topos for any states except CA and NV, nor do
> we want to start.  Second, we are not allowed to go to the storage
> facility
> ourselves and handle the maps.  They must be paged back to the library.
>
> Thanks for any help you can provide.  Feel free to contact me directly
> rather than to the list.
>
> Julie
>
> Julie Sweetkind-Singer
> Head Librarian; GIS & Map Librarian
> Branner Earth Sciences Library & Map Collections
> 397 Panama Mall, M/C 2211
> Stanford University
> Stanford, CA  94305
> [log in to unmask]
> Phone:  650-725-1102
>
>
>
>
> ----- End forwarded message -----


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