--- Begin Forwarded Message ---
Date: Wed, 12 Jun 2002 12:11:04 -0700
From: Brian Bach <[log in to unmask]>
Subject: Summary: The Job Defined: dealing with USGS 7.5 series maps
Sender: Brian Bach <[log in to unmask]>
Here follows a summary of my recent inquiry to this group concerning the task of performing recon on our collection of USGS 7.5 topo quads of the entire USA.
First of all, many thanks to those who responded. Your contributions were valuable, and I quote most of them below. Not only was I cheered over the fact that I was not facing The Abyss (roughly shaped like the USA) alone, but some very wise suggestions were made for solving the problems at hand.
To review, three options were considered to tackle this job. Our online catalog's operating system is Triple-I (a.k.a. Innovative Interfaces; Innopac, III). In our map drawers, each state's topo quads are arranged according to map title; no call numbers of any kind are used. Every map has already been barcoded.
1) Utilize existing (and currently suppressed) Marcive series records which apply to each state in general, and attach the barcode and title of each map to that record.
2) Create a brief record for every individual map. Exhaustive, but exhausting.
3) Same as 2), but in addition, seek out usable, currently suppressed, Marcive records that apply to the edition in question (such as earlier editions).
______________________________________________________________________________________________________________________________________
Here's a sampling of some aspects of the discussion:
=====================================================================================================
>About a year ago I finished creating brief records for all the topos in our
>collection-about 100,000.
>One of our computer people created a template for entering the data. The
>template would have a base call
>number "maps topo" you would enter a two letter state abbreviation wa, tab
>to volume field and enter data
>for the specific sheet -place, year and pr,prov, pi if photo revised,
>inspected or provisional, tab to title field
>enter place name, the program would then fill in state name and scale
> MAPS TOPO WA ELLENSBURG SOUTH 1978 PR Map Collection PCL Level 1 / /
>ELLENSBURG SOUTH WASHINGTON TOPOGRAPHIC *MAP*
> 1:24,000 / 1978
>I would then have to retype the volume field to verify.
>The second record would tab to the volume field. A entry to change the base
>call number would be needed if you changed the state or modified
>the previous record (such as changing the scale).
>
>If a person is a decent typist 50 records an hour is not that hard.
>Our catalog is at http://utdirect.utexas.edu/lib/utnetcat/
>
>good luck
>James Wieferman
>Univ. Tx PCL Map Collection
__________________________________________________________________________________________________________________________________________
I use option 1 with great success by making one change. I add a MARC 505
contents note. In that note, I list the name of each sheet that I own. Our
catalog allows the contents note to be included in the keyword index so the
record is likely to be hit in many more searches.
The recon work can be exhausting but, I feel, not as bad as individual
records would be. The normal upkeep is fairly easy, including adding names
to the contents note as needed and rearranging the item records to keep all
editions of sheets together.
If you would like to see this, access our library home page,
http://www.library.miami.edu, click on library catalogs, and do a keyword
search "maps miami daytona" and choose the 7.5 minute series. This is my
Florida record which would no doubt be comparable to your Washington record.
Please note one difference: I do not keep my sheets alphabetically but by
grid number. This way, all the sheets for one county are kept together
instead of being spread across the alphabet. It should work just as well
for an alphabetical system, though.
*********************************************
Terri J. Robar, M.L.S.
Special Formats Librarian
Government Information & Special Formats Department
Otto G. Richter Library
University of Miami
1300 Memorial Drive
PO Box 248214
Coral Gables, FL 33124-0320
__________________________________________________________________________________________________________________________________________
I tend to think that ONE catalog record per state per series is
sufficient. It should then be a question of how the local system permits
you to express holdings in such a manner that sheets can be circulated and
there remains a one to one correlation between the record, the physical
map and the patron's data.
Frankly, I question the desirability of even having separate records for
each 7.5 quad. To me this is like having a separate catalog entry for
every page in a book.
Do you really need to bar code every sheet? It is my feeling this would
aid in circulation but not much else as a true inventory needs to be taken
against the USGS list of what is available, not against your barcode
list.If you hand charge maps for circulation, you probably can do without
barcodes altogether.
John Kawula
Government Documents and Maps Librarian
University of Alaska, Fairbanks
___________________________________________________________________________________________________________________________________________
I decided on this recourse a few years ago. Some of the
work is still going on, but it is really simple.
First, my filing arrangement is similar to yours, state by state, by
quadrangle name within each state. No Sudoc no., no LC class number, just
name of sheet as the filing arrangement. A call number would only
incorporate the name or other filing arrangement, anyway, so why use it
for such a large set?
I elected to follow your option one, but to actually use the Marcive
record for the state series. As a cataloguer I recognise that using an
older series record may not be exactly accurate. But really the record is
to identify the state, and to be the record to which item records are
attached detailing our holdings. I imagine that the only one who would
notice old edition information would be another cataloguer!
I decided to alter the document number to include the stem, I 19.81:, with
the state name. Then the quadrangle name appears as volume information
in the item record.
In the item record, the volume field contains the name of the quadrangle,
but with additional information for the date that appears with the quad
name and other information about the quad: Oxford/987 x
987 is the date. The 'x', because I've used the SuDoc field and modified
the SuDoc number, indicates it's a locally derived number, not officially
from GPO. In the case of a provisional quad, I use a 'p', and if I have a
Forest Service modified quad, it gets an 'f'. Where there is a separate
record for Forest Service Topos, by Forest name, I use that record in the
same way. Some forest maps are now being listed under the number for the
regular topo series
___________________________
Ken Grabach <[log in to unmask]>
Maps Librarian Phone: 513-529-1726
Miami University Libraries
Oxford, Ohio 45056 USA
__________________________________________________________________________________________________________________________________
hnce: I do not keep my sheets alphab
Julie Sweetkind-Singer of Stanford graciously phoned me up for a 1-on-1 review of the situation, and provided the following record as an example of their practice (Option 1) concerning topos:
** Record: 1
Call number: See call number info below
Organization: Geological Survey (U.S.)
Title: 7.5 minute series (topographic), [California, north half]. mapped,
edited and published by the Geological Survey.
Mathematic map data: Scale 1:24,000 ; Lambert conformal conic proj.
Imprint: Reston, Va. : The Survey : For sale by the USGS, [19--]-1995.
Physical Description: Maps.
Notes: Superceded editions may be available.
Relief shown by contours and spot heights.
Each sheet includes quadrangle location map.
All quadrangles north of 37 degrees north.
Subject (Other): California Maps, Topographic.
California Maps, Topographic.
Title: California 7.5 minute (topographic) quadrangles.
Library Holdings:: EARTH-SCI - MAP-CASES copy 1 SHEETS FILED ALPHABETICALLY. SEE INDEX MAP FOR QUADRANGLE NAMES.
Library has: All eds. kept
HOPKINS - MAPS copy 1
Library has: DAVENPORT, FRANKLIN POINT, PIGEON POINT
--------------------------------------------------------------
Library Call Number Copy Location Status
--------------------------------------------------------------
check shelf **except** for items with a "Status" listed below
<TD>
EARTH-SCI G4361.C2 S24 .U5 1 MAP-CASES
EARTH-SCI G4361.C2 S24 .U5 MAP-CASES
CA:CROCKETT*PEAK 1994 1 MAP-CASES due 24-Jun-2002
CA:FOUTS*SPRINGS 1994 2 MAP-CASES due 24-Jun-2002
CA:JONESVILLE 1991 1 MAP-CASES due 24-Jun-2002
CA:LA*HONDA 1995 1 MAP-CASES due 24-Jun-2002
CA:MINDEGO*HILL 1980 1 MAP-CASES due 24-Jun-2002
CA:PACHECO*PASS 1972 1 MAP-CASES due 24-Jun-2002
CA:PACHECO*PEAK 1991 1 MAP-CASES due 24-Jun-2002
CA:PALO*ALTO 1995 2 MAP-CASES due 24-Jun-2002
CA:POTATO*HILL 1994 1 MAP-CASES due 24-Jun-2002
CA:SANTA*TERESA*HILLS 4 MAP-CASES due 24-Sep-2000
CA:WOODSIDE 1995 1 MAP-CASES due 24-Jun-2002
HOPKINS G4361.C2 S24 .U5 MAPS
--------------------------------------------------------------
=======================================================================================================
For our own collection at CWU, we have decided to indeed follow Option 1. From a state series record, we will attach item records for each topo quad. In the volume field, we will enter the topo title and edition. For example, an individual topo call number under the state series record would read: [OR 7.5' topo map Abbott Butte, 1998]. Status and location of each topo automatically appear. The barcode is then entered, and that's it. Series records will be streamlined, as these item records are not sent to OCLC.
With the Millennium software now integrated into Triple-I, a 'Z' option allows item records to be arranged in any order required. So, newer editions can be properly placed in alphabetical order by title, as we require. Each series record can take up to 3000 item record attachments, so with states such as TX, CA, MT and AK, we will have state records subdivided alphabetically, to be determined (e.g. A-H, I-P, Q-Z etc.).
__________________________________________________________________________________________________________________________________________
A note on barcode placement on topo maps or any other uniform-size maps. It has been discussed that barcode thickness is a problem if they are placed exactly in the same place on each sheet (and if the maps just happen to remain in perfectly stacked order!). I have adopted an informal approach: we place them on each sheet in a chosen area with a simple variance of a few inches N or S, in a preferred corner of the bottom periphery of each map. This sort of controlled randomness allows for the insertion any new editions without giving the barcode thickness factor any further thought.
___________________________________________________________________________________________________________________________________________
A note about grid references. You are probably aware that a conspicuous number of topos appear without the grid references below the topo quad's title.
Here is an explanation by Terri Robar:
"The fact that the grid references are no longer written on the map is not a
problem. They are extremely easy to figure out and, once you've done it for
a couple of shipments, you can do it in your sleep.
"All you need are the coordinates of the lower right-hand corner of the map.
Example: 32 degrees, 7' 30" N by 82 degrees, 37' 30" W
"The base number of the grid reference is always the latitude degree (2
figures: 32) and the longitude degree (3 figures: 082). Example: 32082.
"The second part is based on the minutes and seconds. If you look at one of
the indexes, you'll notice that a 1 degree by 1 degree square is divided
into 8 rows of latitude and 8 columns of longitude. For the grid reference,
starting in the lower right corner, the rows are lettered A-H and the
columns are numbered 1-8. Thus, going north, 0' = A, 7'30" = B, 15' = C,
etc. Going west, 0' = 1, 7'30" = 2, 15' = 3, etc.
"Therefore, the grid reference for my example is 32082-B6. I just write this
number on the lower right and upper right corners of each sheet.
"You're right that the grid numbers were only written on the maps for a few
years (during the late 80's and early 90's, I think). For Florida, I keep
all editions going back to the 1940's and these old ones didn't have them
either. But this is no handicap to the system. I can now tell you the grid
reference of any map at a glance."
___________________________________________________________________________________________________________________________________________
Sorry for the length, but to those facing this situation, a diversity of feedback is most welcome.
Also, thanks to our own Jan Jorgensen who is forging new series records, and Thomas Yeh, who brought this whole matter up in the first place!
-Brian
Brian P. Bach
Maps Specialist
Documents/Maps
Central Washington University Library
400 E. 8th Ave.
Ellensburg, WA 98926-7548
USA
[log in to unmask]
--- End Forwarded Message ---
|
