-------- Original Message --------
Subject: Re: Map Inventory
Date: Mon, 4 Nov 2013 17:09:58 +0000
From: Deena Yanofsky, Ms. <[log in to unmask]>
To: Maps, Air Photo, GIS Forum - Map Librarianship
<[log in to unmask]>
I’m also in the process of putting together an inventory project of our
map collection with the help of practicum students pulled from our
Library School.
I wonder if anyone would be willing to share some of the tools and
tricks they have used - like inventory forms, what metadata you kept
track of (or wished you had), and other helpful tips.
Great discussion - thank-you!
Long time reader, first time post-er,
Deena
*Deena Yanofsky*
Liaison Librarian - Bibliothécaire de liaison
Humanities & Social Sciences Library, Map collection
McGill University
tel. (514) 398-1087
[log in to unmask] <mailto:[log in to unmask]>
On Nov 4, 2013, at 11:25 AM, Angie Cope, American Geographical Society
Library, UW Milwaukee <[log in to unmask] <mailto:[log in to unmask]>> wrote:
> -------- Original Message --------
> Subject: RE: Map Inventory
> Date: Mon, 4 Nov 2013 16:21:08 +0000
> From: Bertuca, David <[log in to unmask] <mailto:[log in to unmask]>>
> To: Maps, Air Photo, GIS Forum - Map Librarianship
> <[log in to unmask] <mailto:[log in to unmask]>>
>
>
> Very good point! I have discovered some losses of low-level maps, and
> some damage in areas. This knowledge, plus having a quantifiable record,
> helped me to secure changes to our hours and other policies, that helped
> reduce this. I could never get anyone's attention before I showed
> evidence and the drawer checking gave me what I needed.
>
> By "low-level" I mean, maps that are not of monetary value for thieves,
> but maps that are used a lot but taken by faculty or students who take
> them to use but don't return them (not checked out).
> This is a problem since many maps can't be replaced easily (e.g.,
> geology maps), or are maps of high-use (e.g., topo quads, etc.).
>
> BUT a big thing has been, that I have discovered maps in the drawer that
> I should put in secure storage because they may be subject to theft for
> profit. My students are pretty good about flagging these too so have
> been helpful in pulling out maps to be worried about.
>
> Normally I don't comment much on discussions, and apologize if I've
> written too much, but I guess this topic is worth it when I consider the
> collections I've visited, including mine, through the years, and seen
> varying levels of conditions, organization, and accessibility of items
> in the collections. As a cataloger, I have always viewed the system I am
> working on as one that would be helped by my ability to organize and
> identify all materials to make them as fully accessible as possible.
>
> I'll stop now.
>
> David J. Bertuca, Map Librarian
> 225 Capen Hall University at Buffalo
> Buffalo, NY 14260-1672
> 716-645-1332 / 716-645-3710 (fax)
> [log in to unmask] <mailto:[log in to unmask]>
>
> Liaison to the Geography Department for GIS and Physical Geography
>
>
> -----Original Message-----
> 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: Monday, November 04, 2013 11:10 AM
> To: [log in to unmask]
> Subject: Re: Map Inventory
>
> -------- Original Message --------
> Subject: Re: Map Inventory
> Date: Mon, 04 Nov 2013 11:36:34 -0500
> From: Russell Guy <[log in to unmask]>
> To: Maps, Air Photo, GIS Forum - Map Librarianship
> <[log in to unmask]>
>
>
> One reason for doing an inventory that I've not seen mentioned is theft;
> is the collection missing maps that have been catalogued or otherwise
> known to be part of the collection. While theft is usually associated
> with rare maps, there certainly is a market for $50-$100 maps that are
> not kept under lock and key and as such as often easy prey.
>
> Cheers
>
>
> At 10:41 AM 11/4/2013, you wrote:
>> -------- Original Message --------
>> Subject: Re: Map Inventory
>> Date: Mon, 4 Nov 2013 10:25:20 -0500 (EST)
>> From: Paige G. Andrew <[log in to unmask]>
>> To: Air Photo Maps, GIS Forum - Map Librarianship
>> <[log in to unmask]>
>>
>>
>> One of the things Kathleen touched on that to me (if I were managing a
>> map collection) would be a very compelling reason to do an inventory is
>> to "see" where the gaps are in the collection. Leading to efforts to
>> fill at least some of the more critical ones, and thus improving your
>> collection, or alternately to "fill" gaps through the means of finding
>> digital cartographic resources if and when possible (at least that
>> saves drawer space). Much depends on what kind of map collection one
>> has and how it it, or is to be, used. An "active" collection,
>> particularly at any research institution, is worth knowing as best as
>> possible what you have and why (and preservation also plays a role in
>> this as Kathleen notes). A collection that less used or might act more
>> as an archival repository still should answer the question "what do I
>> have/own?" but perhaps the need to inventory is also lessened,
>> particularly if its fully cataloged or was accurately inventoried in
>> the past but hasn't grown!
>> that much.
>>
>> As a cataloger who has been a part of nearly 19 years of
>> retrospectively cataloging a major research map collection can attest,
>> inventorying has several benefits, Kathleen and others have touched on
>> most, if not all of them. Uncovering things that you thought were
>> cataloged but were not, DE-DUPING or otherwise eliminating items from
>> the collection so that time and money is not wasted during the
>> cataloging process, catching maps that were incorrectly classified so
>> that once corrected the user has better access to them in their proper
>> location and just generally fixing errors of any kind to improve
>> accuracy and accessibility.
>>
>> I see more reasons TO conduct an inventory than not, though naturally
>> the lack of personnel and thus competing higher-priority tasks may
>> prevent it from happening.
>>
>> ----- Original Message -----
>> From: "Angie Cope, American Geographical Society Library, UW Milwaukee"
>> <[log in to unmask]>
>> To: [log in to unmask]
>> Sent: Monday, November 4, 2013 7:55:17 AM
>> Subject: Re: Map Inventory
>>
>> -------- Original Message --------
>> Subject: RE: Map Inventory
>> Date: Sat, 2 Nov 2013 22:20:16 +0000
>> From: Weessies, Kathleen <[log in to unmask]>
>> To: [log in to unmask] <[log in to unmask]>
>>
>>
>> I'd like to second David's hands-on approach. You never know what
>> you'll find in those crazy drawers. As time marches on, maps change in
>> importance. Years ago maps that were easy to get were treated more
>> casually than we would do now. Maps that weren't particularly antique
>> 40 years ago may be considered so now. When you go through the drawers
>> you may find wonderful maps that need to be unfolded, repaired, moved
>> out of acidic folders or moved to a locked collection. Watch for
>> stapled texts and other abrasives to remove and store separately.
>> You'll see embarrassing gaps (we don't have a general map of nation X
>> newer than the 1980s?) and unexpected strengths.
>>
>> I found a crazy lot of maps in our vertical file, put there decades ago
>> when staffing and access to cataloging were different.
>>
>> 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]
>> Office phone 517-884-0849
>>
>>
>> -----Original Message-----
>> 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, November 01, 2013 4:27 PM
>> To: [log in to unmask]
>> Subject: Re: Map Inventory
>>
>> -------- Original Message --------
>> Subject: RE: Map Inventory
>> Date: Fri, 1 Nov 2013 20:02:35 +0000
>> From: Bertuca, David <[log in to unmask]>
>> To: Maps, Air Photo, GIS Forum - Map Librarianship
>> <[log in to unmask]>
>>
>>
>> Hi Chelsea, and all;
>>
>> Maps are a little different than any other format in that there is no
>> simple method for determining "how much" and "what" is in your
>> collection.
>> No matter what, you will find maps to be lots of fun and this will be
>> an adventure on a number of levels.
>>
>> I decided here at UB that the best way to inventory the collection,
>> would be to "manually" inventory it. I know that sounds crazy (I am),
>> and it is not a simple undertaking, but I decided for a number of
>> reasons to do an entire "shelf reading" of the collection. We are now
>> into our 4th year (I think) of this and have covered a lot of ground. I
>> have had several student practicums, as well as my student assistants
>> helping on this.
>>
>> The reasons I chose this method:
>>
>> *our estimates of how many maps in the drawers were fine up to a point,
>> but never close to being accurate *reading each drawer allows us to
>> find out what exactly is in the drawer. By this I mean that we are
>> a. putting maps into proper order
>> b. pulling improperly shelved maps and putting them where
>> they should be
>> c. redistributing maps to even out drawer weight
>> d. counting every map as we go
>> e. building a database of the collection that is used to make
>> map labels, as well as to better control the collection contents
>> f. allowing us to become better able to analyze the
>> collection for strengths and weaknesses (the database again)
>> g. getting an accurate count of our collection (I've found
>> that earlier estimates were a bit low on a few things)
>> h. more advantages come up as we go.
>>
>> From all of this, I have been able to discover loads of maps out of
>> place, find maps needing repairs, find maps we don't need, find maps
>> that are not cataloged (this should not have happened, previous map
>> librarians did not always submit everything for cataloging), and in
>> general, put the collection into better shape than it ever has been.
>>
>> The Map Collection is looking much better. New drawer labels and
>> folders are accurately marked. We can find stuff easier; our patrons
>> can too.
>> We are about 50% through the collection, and already I have been able
>> to present the maps in a better light to my directors and patrons, and
>> am able to ask for updates to equipment and facilities since the
>> materials are better cared for.
>>
>> We are also reducing our footprint, which is good for the future, and
>> for the space people who are always hinting that I should be "weeding"
>> stuff out. I am not "weeding" for the sake of making room; I am only
>> pulling maps when I have a really good reason. Scanning maps is not a
>> reason, by the way, to discard a map.
>>
>> I could go on forever, and am willing to share more off the list if you
>> are interested. The results of our inventory have been successful and I
>> have been drawing favorable praise from my directors on the
>> improvements (and this is a tough audience here).
>>
>> I have learned a great deal from this and it helps me serve the
>> collection and my users much better. Even if you only choose to do
>> samplings of sections of your collection, you will find it informative
>> and worthwhile for your job as map librarian. One final plug; get to
>> know your map cataloger and learn a little of how maps are cataloged.
>> It makes life so much better. I started out life as a cataloger, and
>> map cataloger for many years before taking over the collection. It has
>> made my work far better by understanding a little about it.
>>
>> Good luck and enjoy the maps!
>>
>> David J. Bertuca, Map Librarian
>> 225 Capen Hall University at Buffalo
>> Buffalo, NY 14260-1672
>> 716-645-1332 / 716-645-3710 (fax)
>> [log in to unmask]
>>
>> Liaison to the Geography Department for GIS and Physical Geography
>>
>> -----Original Message-----
>> 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, November 01, 2013 12:00 PM
>> To: [log in to unmask]
>> Subject: Map Inventory
>>
>> -------- Original Message --------
>> Subject: Map Inventory
>> Date: Fri, 1 Nov 2013 15:52:47 +0000
>> From: Leachman, Chelsea M <[log in to unmask]>
>> To: [log in to unmask] <[log in to unmask]>
>>
>>
>>
>> I am a new librarian at my university and am taking over the map
>> collection. From what I can tell there has not been an inventory of
>> maps done in quite a while nor is there a record of the last one done.
>>
>> I am looking for advise, tips or tricks about completing a map
>> inventory. I have staff members that can assist in the task but would
>> like input from experienced map librarians.
>>
>>
>> Thanks,
>>
>> Chelsea Leachman
>>
>> Science Librarian
>>
>> Washington State University
>>
>> (509) 335-8527
>>
>> [log in to unmask]
>> <https://connect.wsu.edu/owa/redir.aspx?C=csdtaJodtkCGrpupbdY01_AmVC5VZ
>> tAIi4sBM0lbQK9sT52JjULy5LxOMu6PqJaCBw3Agt6Ai2Q.&URL=mailto%3achelsea.le
>> achman%40wsu.edu>
>>
>
>
> **************************************************************************************
> Russell Guy [log in to unmask]
> Omnimap.com http://www.omnimap.com
> P.O. Box 2096 Tel.: 800-742-2677 (USA only)
> 1004 South Mebane St. Tel.: 336-227-8300
> (International)
> Burlington, NC 27216-2096 USA Fax: 336-227-3748
>
> Past President (1996) and Member, International Map Trade Association
> **************************************************************************************
|
