-------- 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_AmVC5VZtAIi4sBM0lbQK9sT52JjULy5LxOMu6PqJaCBw3Agt6Ai2Q.&URL=mailto%3achelsea.leachman%40wsu.edu>
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