-------- Original Message --------
Subject: Re: How To Store Maps
Date: Thu, 28 Mar 2013 09:55:49 -0400 (EDT)
From: Paige G Andrew <[log in to unmask]>
To: Air Photo Maps, GIS Forum - Map Librarianship <[log in to unmask]>
Hi Ross:
Thanks for doing all this hard work of summarizing Hallie's recent
MAGIRT webinar, which was excellent. I hope many find the details useful
on your end. I want to note two things here. One is broad, the other is
a specific correction/clarification.
The broad issue is that of course given the limitations of a 1-hour
webinar Hallie or anyone else could not go into depth too much on any
given area of conversation. So, for instance, there are more options in
the Preservation area than was covered, as one might imagine. That's why
there are the several map librarianship toolkits given in her Resources
section and I'd advise anyone who has more-specific questions not
covered in this webinar to use those online resources. Oh...and before I
forget, Hallie listed some map library organizations so that people can
either become involved with them or use the members' expertise as
resources. A couple not mentioned in North America include the
Association of Canadian Map Libraries and Archives (ACMLA) and the North
East Map Organization (NEMO). And of course there are others like this
in other countries around the world, such as ANZMaps.
The specific correction/clarification to your note below has to do with
your "Cataloging" area. What is described though is /classification
schemes/, which is one component of creating bibliographic records.
While the items in this section cover the most-used, if not
most-well-known of classification schemes for map collections, there are
other methods out there both formal and informal. Someone asked during
the webinar, "what about Boggs and Lewis?" While not well-known, this is
a classification scheme used in a few large map collections, I believe
its still employed at the American Geographical Society (AGS) collection
located at the Univ. of Wisconsin-Milwaukee and at least a couple of
Canadian collections. You mention, from the webinar, that small
collections can be arranged alphabetically by title, let me add that you
can also arrange maps in a small collection first by geographic
area/location and then sub-arrange by title, preferable because of
course when using a location-based collection most folks think "place"
first.
So, as a long-time maps cataloger I wanted to point out that classifying
maps and other cartographic materials is only one component of
undertaking that task, the others are description and subject
analysis/access.
Thanks again for taking your time to summarize key elements of the
webinar and sharing worldwide!
Sincerely,
Paige Andrew
Maps Cataloging Librarian
Pennsylvania State University
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*From: *"Angie Cope, American Geographical Society Library, UW
Milwaukee" <[log in to unmask]>
*To: *[log in to unmask]
*Sent: *Thursday, March 28, 2013 9:11:34 AM
*Subject: *How To Store Maps
Forwarded from the Australian Map Librarian group (by Angie)
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Subject: [ANZMapS] FYI: How To Store Maps
Date: Thu, 28 Mar 2013 09:27:32 +1100
From: Ross Johnson <[log in to unmask]>
Reply-To: [log in to unmask]
To: anzmaps Yaooo groups <[log in to unmask]>
FYI:
How to Store Maps
By: Caitlin Dempsey
Updated March 23, 2013
Hallie Pritchett, the head of the Map and Government Information Library
at the University of Georgia presented on the care and storage of maps.
The University of Georgia stores over 400,000 maps and 240,000 air
photos covering the state of Georgia, making it one of the largest
academic map repositories in the United States.
This MAGIRT (Maps and Geographic Information Roundtable) presentation
contained some helpful tips on storing maps which are summarized below.
The recording (along with slides) can be accessed here
<http://ala.adobeconnect.com/p8v29xakuc6/>.
Housing of Maps
The housing or storage of maps is one of the first considerations. Map
cases are also known as flat files or plan files. These tend to be
large storage units which allows the maps to be stored unfolded. Map
cases can be made of wood although Pritchett noted that the most popular
material for these storage units is steel.
File Maps Flat When Possible
Storing maps unfolded is the most ideal way to place them in a drawer.
Folding maps weakens the paper by creating vulnerable spots and leads
to increased wear and tear, especially at the creases. If the
dimensions of the unfolded map are larger than the map drawer, then use
the least amount of folds possible to store the map. When storing
folded maps, place the folded side towards the front of the drawer so
that additionally maps are accidentally stored inside of a folded map.
Other instances when it is not practical to store maps unfolded or flat:
* Very small maps that may get lost in large drawers
* Folded maps you don’t intend to retain permanently
* Maps with attached covers
* Maps that accompany text
Map Folders
Map folders are used within the drawers to store maps together such as
maps belonging to a map series or maps of the same subject. Pritchett
recommended using .010 Buffered Lig-free Type 1 folders which she
maintains are strong enough but flexible when rolled back in the map
drawer. This type of folder is also easily recut when needed.
Using File Cabinets to Store Smaller Maps
Smaller maps (letter sized and smaller) can be stored in filing cabinets.
Where to Store Map Collections
Pritchett notes that full map cases become very heavy, weighing upwards
of 2000 lbs for a 15 drawer map case. Therefore, many large map
collections are stored at the lowest level or basement of a building to
prevent floor damage due to the weight.
How high to stack map cases?
A 15 drawer map case is about 4′ high. A 25 drawer map cases is 7′ high
which requires the use of a ladder, creating liability issues with
users. All tall map drawers need to be anchored to a wall or to each
other to prevent toppling, especially for map libraries in earthquake
zones. There should be a five foot map clearance in front of the case
for access.
Lower height map cases (e.g. 15 drawer) create better sightlines and the
tops can be used by patrons to lay out the maps. The flip side is that
lower map cases can store less maps.
Cataloging Maps
There are three methods of cataloguing maps. The Library of Congress
methods allows for maps to be stored geographically. The advantage is
that all of the maps can be housed together.
Government Documents, received under the Federal Depository Library
Program, are organized using the SuDoc (Superintendent of Documents)
Classification System. Under SuDoc, the maps are arranged by agency and
this catalogue method can only be used for Federal documents which means
those maps are stored apart from the rest of the map collection.
Maps can also be arrange alphabetically by title. This works well for a
small collection of maps with obvious titles or for USGS topographic maps.
Map Security
Map theft <http://www.gislounge.com/map-theft-map-thieves/> is
unfortunately a serious problem. Maps can be easily concealed among
clothing or backpacks. Therefore, map librarians should take care to
keep rare and valuable maps in closed stacks. Keeping sightlines
uncluttered across the map storage area is important to prevent illicit
activity and patrons should never be allowed unsupervised access to map
collections.
Map Preservation
Never allow patrons to refile maps. Only have trained map library staff
return maps to the storage cabinets. Old and brittle maps should be
retrieved and restored only by staff members.
Encapsulating old and brittle maps is recommended. This allows for the
continued use of those maps without further damage. The encapsulating
process is reversible and involves the use of Archival polyester (Mylar)
– .003” thick. The encapsulating process does create a thicker map
which reduces the amount of maps that can be stored in a drawer.
Map References
Map Collection Management
Armstrong, HelenJane. “Compacting Your Collection: Innovative Strategies
in Map Storage.” Special Libraries Association. Geography and Map
Division. Bulletin 167 (1992): 2-20.
Campbell, Lyn. “Transport, packing and storage of maps.” The Globe 40
(1994): 38-39.
Carlucci, April. “Physical Considerations of the Storage of Printed
Cartographic Materials in Libraries, or,
My Life in a Map Case.” Cartographic Journal 42.3 (2005): 245–54.
Larsgaard, Mary L. and Katherine L. Rankin. “Helpful Hints for Small Map
Collections.” Public Libraries 35 (1996): 173-79. Also available as
MAGERT Electronic Publication 1 (1996).
<www.ala.org/ala/magert/publicationsab/larsg.htm
<http://www.ala.org/ala/magert/publicationsab/larsg.htm>>
MAGERT Task Force on Security for Cartographic Resources. “Map
Collection Security Guidelines.” MAGERT Electronic Publication 8 (2010).
<www.ala.org/ala/mgrps/rts/magert/publicationsab/MAP%20COLLECTION%20SECUR.pdf
<http://www.ala.org/ala/mgrps/rts/magert/publicationsab/MAP%20COLLECTION%20SECUR.pdf>>
Map Librarian’s Toolbox. Western Association of Map Libraries.
<http://www.waml.org/maptools.html> March, Gregory H. “Using AutoCAD to
Help Relocate a Map Collection: the University of Tennessee
Libraries’ Experience.” Journal of Map and Geography Libraries 5.2
(2009): 157-73. Musser, Linda and Anne Behler. “Building a Map
Humidifier: How to FLATTEN Your Maps!” Western Association of Map
Libraries. Information Bulletin 37.2 (2006): 64-68.
Snow, Cason. “Maps for the Ages: an Overview of the Preservation of
Sheet Maps.” Journal of Map and Geography Libraries 6.2 (2010): 112-28. FDLP
Federal Depository Library Handbook. Appendix C: Important for Map
Librarians. <www.fdlp.gov/administration/handbook/153-appendixc
<http://www.gislounge.com/how-to-store-maps/www.fdlp.gov/administration/handbook/153-appendixc>>
Schular, Michele D. “A Guide to the Cartographic Products of the Federal
Depository Library Program (FDLP).” MAGERT Electronic Publication 6
(2005).
<www.ala.org/ala/mgrps/rts/magert/publicationsab/electronicpubs/fdlpguide.cfm
<http://www.gislounge.com/how-to-store-maps/www.ala.org/ala/mgrps/rts/magert/publicationsab/electronicpubs/fdlpguide.cfm>>
Map Librarianship
Larsgaard, Mary L. Map Librarianship: An Introduction. 3rd ed.
Littleton, CO: Libraries Unlimited. 1998.
MAGERT Education Committee. “Map, GIS and Cataloging/Metadata Core
Competencies.” MAGERT Electronic Publication 7 (2008).
<www.ala.org/ala/mgrps/rts/magert/publicationsab/MAGERTCoreComp2008.pdf
<http://www.gislounge.com/how-to-store-maps/www.ala.org/ala/mgrps/rts/magert/publicationsab/MAGERTCoreComp2008.pdf>>
Perry, R.B. Perry and C.R. Perkins, eds. The Map Library in the New
Millennium. London: Library Association Publishing, 2001.
Map Cataloging
Andrew, Paige G. Cataloging Sheet Maps: the Basics. New York: Haworth
Information Press, 2003.
Andrew, Paige G. and Mary Lynette Larsgaard, eds. Maps and Related
Cartographic Materials: Cataloging, Classification, and Bibliographic
Control. New York: Haworth Information Press, 1999. Co-published
simultaneously as Cataloging & Classification Quarterly 27 (1999).
Cartographic Materials: a Manual of Interpretation for AACR2, 2002
revision. Prepared by the Anglo- American Cataloguing Committee for
Cartographic Materials, Elizabeth U. Mangan, editor. 2nd ed. Chicago:
American Library Association, 2003.
Kandoian, Nancy A. “Cartobibilography for Catalogers: Reference
Materials to Support the Identification of Early Printed Maps.” Journal
of Map and Geography Libraries 3.2 (2007): 45- 78.
Lubas, Rebecca L. “The Evolution of the Bibliographic Control of Maps.”
Cataloging and Classification Quarterly 35.3/4 (2003): 437-46.
Map Catalogers’ Toolbox. University of Buffalo Map Collection.
<library.buffalo.edu/maps/mapresources/map_cat_tools.php
<http://library.buffalo.edu/maps/mapresources/map_cat_tools.php>>
Map Library Journals
base line – Newsletter of the ALA Map and Geospatial Information Round
Table (MAGIRT) v.1-28 (1981-2007); online only v.29 (2008) – present
<www.ala.org/ala/mgrps/rts/magert/publicationsab/baseline/baselinea.cfm>
<http://www.ala.org/ala/mgrps/rts/magert/publicationsab/baseline/baselinea.cfm>
Information Bulletin. Western Association of Map Libraries – v.1 (1970)
– present Journal of Map and Geography Libraries – v.1 (2004/05) – present
Map and Map Library Associations
/ALA Map and Geospatial Information Round Table (MAGIRT) –
www.ala.org/ala/magert <http://www.ala.org/ala/magert> /
/Cartographic Users Advisory Council (CUAC) – cuac.wustl.edu
<http://cuac.wustl.edu/>/
North American Cartographic Information Society (NACIS) – www.nacis.org
<http://www.nacis.org/>
North East Map Organization (NEMO) – libweb.lib.buffalo.edu/nemo
<http://libweb.lib.buffalo.edu/nemo>
Western Association of Map Libraries (WAML) – www.waml.org
<http://www.waml.org/>
Map Related Listservs
MAPS-L – the Maps and Air Photo Systems Forum –
www4.uwm.edu/libraries/AGSL/welcome_to_mapsl%20forum.cfm
<http://www4.uwm.edu/libraries/AGSL/welcome_to_mapsl%20forum.cfm>
MapHist – the Map History Discussion List – www.maphist.nl/index.html
<http://www.maphist.nl/index.html>
Also:
* MIT Map Collection Closing
<http://www.gislounge.com/mit-map-collection-closing/>
* Map Libraries <http://www.gislounge.com/map-libraries/>
* Civil War Maps <http://www.gislounge.com/civil-war-maps/>
* 16th- Early 20th Century Maps of Africa
<http://www.gislounge.com/16th-early-20th-century-maps-of-africa/>
* Library of Congress Online Map Collection
<http://www.gislounge.com/library-of-congress-online-map-collection/>
*/
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