-------- Original Message -------- Subject: RE: Map Inventory Date: Mon, 4 Nov 2013 16:10:59 +0000 From: Bertuca, David <[log in to unmask]> To: Maps, Air Photo, GIS Forum - Map Librarianship <[log in to unmask]> The points you make are very much along what I started doing it here were. I was going to follow-up my message last week with a note that I would not start an inventory right after getting into working at a collection, but instead would "sample" drawers in each section to see what's there. But, after starting an inventory, I realize that I really should have started it much earlier. the discoveries and value outweighed the time involved (mostly, I am having a student doing the main work, though I observe and evaluate their work as they proceed). As a cataloger, and librarian of the collection, I did get a shelf-list report to start with for filling gaps, building strengths. But it occurred to me (cataloger's intuition) that there would be discrepencies between what the shelf list says we have, and what we really have, in the drawers. And, I discovered, that I was correct in thinking this way. I have found items misplaced, items not cataloged, duplicate copies not cataloged, and other things that would not be apparent without manually looking in the drawer. I also found that for our SuDocs, maps that should have been withdrawn when superseded, were not. This accounted for many hundreds of maps. We have been making improvements to our filing and organization so that the collection is easier to access and use without help. And our drawers are labeled more correctly, with a database that allows for quick remarking as needed in future. Depending on the habits of the past, I found maps that no one even knew existed (except for the ones who put them in the drawers in the first place). As an example, my predecsessor had a habit of putting maps in places that were logical to him, but not to anyone else, and not where the catalog said they went. He also added uncataloged maps to the collection regularly over many years so that now I am finding great stuff that is not cataloged, but that is used now that we have it under control. I began cataloging maps in the UB collection in 1992, though my experience using the collection goes back to 1981. Through the years, I was able to improve the organization through cataloging and by regularly visiting the map librarian and offering ideas to help organize the maps. We went from people requesting maps on a theme and the librarian getting back after several days of hunting, to today, when a user can walk in and pull the exact maps they need without assistance. In terms of collection development and filling in gaps, etc.; this is better than looking at a shelflist because I now know the condition, coverage, and diversity of maps for given regions and themes, I know their condition, what's needed, what's been damaged or missing, and what to look for in updating that section in future. I am able to give my supervisor real facts on the collection, offer a "needs" list when asked, or when I need to make a case for things that must be done, and my facts help to strengthen any cases I make on behalf of the collection. This is definitely a long-term activity and when completed, will prove valuable for future planning, for maintaining the collection now, and for reducing time in future inventory processes. Shelf-reading drawers is harder than shelves, but it is a necessary activity and even if you do it over a long period of years, it does need to be done and the rewards are great. I have no staff, but have relied on students. As an idea for making this work, if you could get a student project staff (volunteers or paid) and they can have sections to work on with instructions of what to gather/do, the work goes by fast and you save your energies to analyze their work and to make improvements where needed. We have made out on this quite well so far and we're only part way done. 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: Monday, November 04, 2013 10:41 AM To: [log in to unmask] Subject: Re: Map Inventory -------- Original Message -------- Subject: Re: Map Inventory Date: Mon, 4 Nov 2013 10:25:20 -0500 (EST) From: Paige G. Andrew <[log in to unmask]> To: Air Photo Maps, GIS Forum - Map Librarianship <[log in to unmask]> One of the things Kathleen touched on that to me (if I were managing a map collection) would be a very compelling reason to do an inventory is to "see" where the gaps are in the collection. Leading to efforts to fill at least some of the more critical ones, and thus improving your collection, or alternately to "fill" gaps through the means of finding digital cartographic resources if and when possible (at least that saves drawer space). Much depends on what kind of map collection one has and how it it, or is to be, used. An "active" collection, particularly at any research institution, is worth knowing as best as possible what you have and why (and preservation also plays a role in this as Kathleen notes). A collection that less used or might act more as an archival repository still should answer the question "what do I have/own?" but perhaps the need to inventory is also lessened, particularly if its fully cataloged or was accurately inventoried in the past but hasn't grown! that much. As a cataloger who has been a part of nearly 19 years of retrospectively cataloging a major research map collection can attest, inventorying has several benefits, Kathleen and others have touched on most, if not all of them. Uncovering things that you thought were cataloged but were not, DE-DUPING or otherwise eliminating items from the collection so that time and money is not wasted during the cataloging process, catching maps that were incorrectly classified so that once corrected the user has better access to them in their proper location and just generally fixing errors of any kind to improve accuracy and accessibility. I see more reasons TO conduct an inventory than not, though naturally the lack of personnel and thus competing higher-priority tasks may prevent it from happening. ----- Original Message ----- From: "Angie Cope, American Geographical Society Library, UW Milwaukee" <[log in to unmask]> To: [log in to unmask] Sent: Monday, November 4, 2013 7:55:17 AM Subject: Re: Map Inventory -------- Original Message -------- Subject: RE: Map Inventory Date: Sat, 2 Nov 2013 22:20:16 +0000 From: Weessies, Kathleen <[log in to unmask]> To: [log in to unmask] <[log in to unmask]> I'd like to second David's hands-on approach. You never know what you'll find in those crazy drawers. As time marches on, maps change in importance. Years ago maps that were easy to get were treated more casually than we would do now. Maps that weren't particularly antique 40 years ago may be considered so now. When you go through the drawers you may find wonderful maps that need to be unfolded, repaired, moved out of acidic folders or moved to a locked collection. Watch for stapled texts and other abrasives to remove and store separately. You'll see embarrassing gaps (we don't have a general map of nation X newer than the 1980s?) and unexpected strengths. I found a crazy lot of maps in our vertical file, put there decades ago when staffing and access to cataloging were different. Kathleen Weessies Geosciences Librarian Head, Map Library Coordinator, Collaborative Technology Labs Michigan State University Main Library 366 W. Circle Drive W308 East Lansing, MI 48824 [log in to unmask] Office phone 517-884-0849 -----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 4:27 PM To: [log in to unmask] Subject: Re: Map Inventory -------- 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 [log in to unmask] <https://connect.wsu.edu/owa/redir.aspx?C=csdtaJodtkCGrpupbdY01_AmVC5VZtAIi4sBM0lbQK9sT52JjULy5LxOMu6PqJaCBw3Agt6Ai2Q.&URL=mailto%3achelsea.leachman%40wsu.edu>