-------- 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
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