-------- Original Message --------
Subject: Re: Transferring legacy collections of sheet maps to high
density storage
Date: Wed, 15 May 2013 10:42:55 -0400 (EDT)
From: Paige G Andrew <[log in to unmask]>
To: Air Photo Maps, GIS Forum - Map Librarianship <[log in to unmask]>
Hi Rudolf,
You've got a LOT of questions and good/valid concerns here. I might be
able to help a tad by pointing you to a couple of articles on the topic
of effectively moving major map collections to a different location,
though not necessarily high-density storage. I think the information
will be valuable no matter where or what the remote location would be. I
might add also that when we decided, for storage-stress reasons, to move
the majority of our map sets/series off-site about 3 years ago Marcy
immediately and insightfully noted that we must maintain access to these
at the sheet level for our patrons, and we set up and tackled not only
creating bib. records for the titles needing them but also the more
tedious task of itemizing each sheet involved and its paid off already.
LOTS of part-time student assistance as well as the time of four
catalogers in our department but we completed that project in something
like 14-16 months. Anyway, here's a citation to get you started and I kn!
ow others have written on this topic in the past (and probably the
first person I know of who moved a major map collection into "condensed"
storage on-site, yet a different scenario, is HelenJane Armstrong,
retired Curator of the Maps Collection at the Univ. of Florida, who I'm
positive had an article published in something like the WAML IB or maybe
the SLA G&M Division Bulletin):
March, Gregory H. "Using AutoCAD to Help Relocate a Map Collection: The
University of Tennessee Libraries' Experience". Journal of Map &
Geography Libraries, vol. 5, no. 2 (2009), pp. 157-173.
Paige
----- Original Message -----
From: "Angie Cope, American Geographical Society Library, UW Milwaukee"
<[log in to unmask]>
To: [log in to unmask]
Sent: Tuesday, May 14, 2013 2:27:33 PM
Subject: Transferring legacy collections of sheet maps to high density
storage
------- Original Message --------
Subject: Transferring legacy collections of sheet maps to high density
storage
Date: Tue, 14 May 2013 11:22:14 -0700
From: Rudi Traichel <[log in to unmask]>
Organization: The University of British Columbia Library
To: <[log in to unmask]>
Good day everyone:
I am looking for advice on a challenge that seems to becoming more and
more common these days for libraries.
I understand that the issue of moving legacy sheet map collections from
a campus library (either in public or easily accessible storage areas)
to on and off site High Density storage facilities has come up before on
this list-serv, but I would like to bring this issue forward again.
UBC Library in Vancouver, B.C. needs to move many 1000s of superseded
national topographic series (Canadian, etc.) and low use thematic map
sheets (folded, rolled, flat) maps into a high density storage facility
that should be built on our campus by late 2014 or early 2015. This
leaves us a little over 18 months to do this job, partially or fully.
Most of these maps are post 1900 (earlier maps are generally housed in
our Rare Books and Special Collections Library). Many of these sheets
are not in folders, rather in map drawers. Some are folded and in
standard sized envelopes in file cabinets. Others are rolled and in map
tubes. Some require stabilization due to condition issues. Some of the
maps will have to be reorganized in the existing map drawers. Some will
require the creation or upgrading of bibliographic records, many will
need detailed holdings, many more will need detailed items.
I would just like to make sure that our patrons/researchers/broader
library community will continue to be able to identify and retrieve the
superseded and lower use portion of our map resources once they are
removed from direct public/staff access to HD storage.
Does anyone know of any documentation that outlines best practices and
strategies for the successful and timely completion of similar legacy
map inventorying projects that were completed at other institutions for
HD or similar storage facilities?
Or would anyone be willing to share their strategies for taking on
similar map/storage projects? What types of challenges did you encounter
that we should keep in mind for while doing this work?
As well, how many staff were required to complete the project? What type
of skills and training did they require to ensure that the work was done
well and effectively?
What would you consider to be the minimal/basic standard for
inventorying maps finding their way into an HD facility?
As well, in light of moving collections to an HD or similar storage
facility, did your institution make tough decisions on weeding your map
collections? Generally what criteria did you use to help you decide what
you absolutely must or should or maybe or perhaps not keep (that is,
what was core to your patron/research community)? What criteria did you
use to decide what could be found elsewhere (for instance, Are they
available at other libraries or accessible digitally)? What role did
local, regional, etc. 'last copy' guidelines play in these decisions.
Are there other important questions that I should consider and carefully
ponder before embarking on this sizable map processing project?
I know that I have loaded this e-mail with a rather large number of
weighty and perhaps difficult to answer questions, but any advice,
referrals, or assistance would be most welcome and much appreciated.
In the end all of this will come down to good planning, hard work,
sticktoitiveness, and attention to detail.
Best regards,
Rudolf Traichel
--
Rudolf Traichel
Cataloguing & Technical Services (CTS) Librarian
Rare Cartographic Materials Cataloguer (RBSC)
University of British Columbia
Library Tech. Services – Cataloguing Division
Floor 3 – Woodward Library
2198 Health Sciences Mall
Vancouver BC V6T 1Z3 CANADA
CTS Tel:(604) 822-3083 : RBSC Tel: 604-822-8208 ; Fax: (604) 822-3201
(@ RBSC: Wed. A.M. ; Fri. PM / @ CTS Mon. & Tues. all day ; Wed. P.M. ;
Fri. A.M.)
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