-------- Original Message --------
Subject:        voracious archies
Date:   Fri, 16 Jun 2006 18:14:37 -0400
From:   HelenJane Armstrong <[log in to unmask]>
To:     MAPS-L (E-mail) <[log in to unmask]>



I have been following with interest the emails in response to Alice's
well presented discussion of difficulties with massive groups of people
using architecture materials.  It is what I call " the loved to death"
part of map use.  At the University of Florida we follow the suggestions
that have been put forth in other emails by members of the LIST-Serv.
This has led to us giving lectures on everything from how to use Tax
maps to footprint maps of foreign cities. It avoids having to repeat
ourselves 30-40 times.  We have found most profs are very cooperative
and only the new graduate assistants need a little information prior to
their class.

However, the first part of Alice's email, which has not been addressed,
is the overwhelming use of a library by "out of town" visitors or others
whom are unidentifiable by Librarians until a large group appears on the
door step.  These are more difficult to handle when they are not part of
the Library's home institution.  For the last 14 years, every Fall the
University of Florida Design 7 Architecture class has made a field trip
to New York City. This began well before 9/11 and is not always
concerned with Ground Zero. During the fall term the class studios use
our Map & Imagery Library extensively looking at every book and map we
have.  There is a special folder set up with over 4 dozen maps we have
purposely purchased for the class.  We include the Historical Atlas of
New York City and even travel books.  During this period, every teacher
is advised nicely but forcefully that if they plan to visit the New York
Public Library Map Division, they MUST contact the Library in advanced.
They are given the NYPL website and the phone number.  Since the field
trip times have been set up for at least 6 months for University
requirements this is no problem for them.  Admittedly I tell them that
this is the best way to get the utmost response and use of the
collection.  They should definitely identify the part of the city on
which they will be concentrating.  Of course I know full well the Map
Division staff  will always come through but I make it seem that it will
be even more special.  The response from the returning students have
been glowing.  Similar projects in Savannah, Charleston, and St.
Augustine are handled this way.

To those Map Librarians and professors who know that someone at their
institution is going to New York City and probably the Map Division, I
suggest that you help the NYPD staff and the patrons out by strongly
encouraging the classes to contact NYPL first.  It doesn't reduce the
numbers visiting the Library but at least will make them easier to handle.

There are other situations in which this type of advice and referral
would be very helpful.  We have the complete collection of original
copyright Sanborn maps of Florida.  which only can be seen by
appointment or when staff is available.  The complete collection of
Florida aerial photos are also located in the UF.  Most Sanborns and
Aerials are on-line but often the originals are needed.  Therefore,
advance notice for classes and individuals is always helpful.

Another wishful thought, is a cost sharing project with another
institution for digitizing materials with a copy going to each.

Finally Alice, I hope the South Florida visitors were not from the
University of Florida.  If they were please let us know and we will
"gently" advice the professors.

Good luck with finding a solution.  As one of my directors said, we are
victims of our own success and Public Relations efforts.  He intended it
as a compliment!!

Helen

HelenJane Armstrong, PhD
Retired Head, Map & Imagery Library
George A. Smathers Libraries
University of Florida
P.O. Box 117011
Gainesville, FL 32611-7011


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