-------- Original Message -------- Subject: Re: Map Inventory Date: Mon, 04 Nov 2013 11:36:34 -0500 From: Russell Guy <[log in to unmask]> To: Maps, Air Photo, GIS Forum - Map Librarianship <[log in to unmask]> One reason for doing an inventory that I've not seen mentioned is theft; is the collection missing maps that have been catalogued or otherwise known to be part of the collection. While theft is usually associated with rare maps, there certainly is a market for $50-$100 maps that are not kept under lock and key and as such as often easy prey. Cheers At 10:41 AM 11/4/2013, you wrote: >-------- 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> > ************************************************************************************** Russell Guy [log in to unmask] Omnimap.com http://www.omnimap.com P.O. Box 2096 Tel.: 800-742-2677 (USA only) 1004 South Mebane St. Tel.: 336-227-8300 (International) Burlington, NC 27216-2096 USA Fax: 336-227-3748 Past President (1996) and Member, International Map Trade Association **************************************************************************************