-------- Original Message --------
Subject: RE: map handling policies & procedures wanted
Date: Fri, 12 Jul 2013 10:58:25 -0400
From: Thornberry, Evan <[log in to unmask]>
To: Maps, Air Photo, GIS Forum - Map Librarianship <[log in to unmask]>
We do not have open stacks for maps, but we do for our reference book
and atlas collection. Ones that are not very rare or valuable are
located in our Learning Center and are available to the public for
browsing - about 820 items. The remaining items are in one of two
locked storage areas. None are circulated.
We don't use the item's date to determine where the item should live,
but as it turns out, items locked away tend to be the older ones. The
oldest item in our Learning Center was published in 1903. Of the two
locked storage areas, the larger one is climate/light controlled and the
other one is not. And while they are both very secure rooms, the one
that is climate controlled is also more secure than the other (this one
also houses all our maps BTW). This determines what goes where.
Access policies for these items are different for two main reasons.
First, the hours staff are available to retrieve the locked ones is less
than the hours our learning center is open - by 6 hours a week on 3
weekday evenings. Second, the items that are retrieved from the locked
storage are only to be viewed in our secure Research Room, which is
always maintained by a staff member while a patron is present. We do
not say "no" to anyone who has a library card, and anyone with an ID can
get one.
A patron who wishes to view an item that is locked away is to fill a
reference request form (I can send anyone who's interested a copy of
this form). The form is handed to me and I run off to find either the
maps that the patron has already found in our catalog with a call number
(my estimate is that's less than 20% of the time), or ones relevant to
the patron's request. If a staff member is not around to help, the
request form is used by me to get back in touch with the patron. There
is no restriction on how many items the patron can use at once. We
occasionally pull folders of about 15-20 maps, but these maps are always
listed beforehand and associated with the patron's visit, and then
checked in again before being refilled. We don't allow more than one
patron in the Research Room at once.
The items are usually transported from the locked area to the research
area by hand, but are occasionally placed on our trusty cart, and travel
through a secure back area directly to our Research Room.
We have plans to use our new ILS for internal circulation so that we can
more easily list items that are not in their usual spot. Until then, I
maintain multiple sets of spreadsheets that I refer to when the topic
arises, or when items return from wherever they have been so that I can
check them back in. Each map is stored in Mylar which has a barcode and
call number sticker. We generally use the barcode for making lists. We
also try to keep dummies in place of the traveling item that say where
it has gone.
+Evan
Evan Thornberry
Cartographic Reference and Preservation Librarian
Norman B. Leventhal Map Center at the Boston Public Library
700 Boylston Street
Boston, MA 02116
617-859-2140
maps.bpl.org
facebook.com/NBLMC
From: Maps, Air Photo, GIS Forum - Map Librarianship
[mailto:[log in to unmask]] On Behalf Of Angie Cope, American
Geographical Society Library, UW Milwaukee
Sent: Friday, July 12, 2013 9:32 AM
To: [log in to unmask]
Subject: Re: map handling policies & procedures wanted
-------- Original Message --------
Subject: Re: map handling policies & procedures wanted
Date: Thu, 11 Jul 2013 13:37:20 -0500
From: Angie Cope, American Geographical Society Library, UW Milwaukee
<[log in to unmask]>
Organization: American Geographical Society Library
To: Maps-L <[log in to unmask]>
I find this whole topic really interesting (if not complicated) but I'm
particularily interested in what cut off date most libraries use to
differentiate between rare/not rare, locked/not locked. Howard said his
library uses the date 1946.
I hope others will reply to the whole list at least with some of your
response including that date.
Angie
-------- Original Message --------
Subject: Re: map handling policies & procedures wanted
Date: Thu, 11 Jul 2013 14:07:52 -0400
From: Stone, Howard <[log in to unmask]>
To: Maps, Air Photo, GIS Forum - Map Librarianship
<[log in to unmask]>
At Brown University, maps published from 1946 to the published are kept
in open stacks and circulate. Maps published before 1946 are kept is the
rare books/special collections library. They have to be paged, and can
can only be consulted in the reading room there. I couldn't easily find
a written policy for this--it may be tucked away in a paper folder or
binder.
Howard Stone
Map Cataloger, Brown University
On Thu, Jul 11, 2013 at 12:33 PM, Angie Cope, American Geographical
Society Library, UW Milwaukee <[log in to unmask] <mailto:[log in to unmask]>> wrote:
-------- Original Message --------
Subject: map handling policies & procedures wanted
Date: Thu, 11 Jul 2013 16:31:40 +0000
From: Weessies, Kathleen <[log in to unmask]
<mailto:[log in to unmask]>>
To: [log in to unmask] <mailto:[log in to unmask]>
<[log in to unmask] <mailto:[log in to unmask]>>
How many map folks out there run mixed facilities - meaning you have
mostly open stacks in your unit, but some special locked cabinets full
of rare/fragile/valuable items in a corner or in a back room? How do
you differentiate the spaces and do you have different access policies
for these two collections?
I'd love to see your handouts that instruct patrons on procedures, but
I'd especially like to see any internal written procedures and
policies
you may have.
Patron procedures include: How many items at once may a patron utilize
Topics include written instructions to staff on how and where to store
things while they await processing, how they are transported
around the
facility, how you keep track of things that went to the conservation
lab, how and where to mark them, and other related items.
Thank you very much,
Kathleen Weessies
Geosciences Librarian
Head, Map Library
Coordinator, Collaborative Technology Labs
Michigan State University Main Library
366 W. Circle Drive W308
East Lansing, MI 48824
[log in to unmask] <mailto:[log in to unmask]>
<mailto:[log in to unmask]
<mailto:[log in to unmask]>>
Office phone 517-884-0849 <tel:517-884-0849>
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