-------- Original Message -------- Subject: Re: Map Inventory Date: Mon, 4 Nov 2013 17:09:58 +0000 From: Deena Yanofsky, Ms. <[log in to unmask]> To: Maps, Air Photo, GIS Forum - Map Librarianship <[log in to unmask]> I’m also in the process of putting together an inventory project of our map collection with the help of practicum students pulled from our Library School. I wonder if anyone would be willing to share some of the tools and tricks they have used - like inventory forms, what metadata you kept track of (or wished you had), and other helpful tips. Great discussion - thank-you! Long time reader, first time post-er, Deena *Deena Yanofsky* Liaison Librarian - Bibliothécaire de liaison Humanities & Social Sciences Library, Map collection McGill University tel. (514) 398-1087 [log in to unmask] <mailto:[log in to unmask]> On Nov 4, 2013, at 11:25 AM, Angie Cope, American Geographical Society Library, UW Milwaukee <[log in to unmask] <mailto:[log in to unmask]>> wrote: > -------- Original Message -------- > Subject: RE: Map Inventory > Date: Mon, 4 Nov 2013 16:21:08 +0000 > From: Bertuca, David <[log in to unmask] <mailto:[log in to unmask]>> > To: Maps, Air Photo, GIS Forum - Map Librarianship > <[log in to unmask] <mailto:[log in to unmask]>> > > > Very good point! I have discovered some losses of low-level maps, and > some damage in areas. This knowledge, plus having a quantifiable record, > helped me to secure changes to our hours and other policies, that helped > reduce this. I could never get anyone's attention before I showed > evidence and the drawer checking gave me what I needed. > > By "low-level" I mean, maps that are not of monetary value for thieves, > but maps that are used a lot but taken by faculty or students who take > them to use but don't return them (not checked out). > This is a problem since many maps can't be replaced easily (e.g., > geology maps), or are maps of high-use (e.g., topo quads, etc.). > > BUT a big thing has been, that I have discovered maps in the drawer that > I should put in secure storage because they may be subject to theft for > profit. My students are pretty good about flagging these too so have > been helpful in pulling out maps to be worried about. > > Normally I don't comment much on discussions, and apologize if I've > written too much, but I guess this topic is worth it when I consider the > collections I've visited, including mine, through the years, and seen > varying levels of conditions, organization, and accessibility of items > in the collections. As a cataloger, I have always viewed the system I am > working on as one that would be helped by my ability to organize and > identify all materials to make them as fully accessible as possible. > > I'll stop now. > > 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] <mailto:[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 11:10 AM > To: [log in to unmask] > Subject: Re: Map Inventory > > -------- 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_AmVC5VZ >> tAIi4sBM0lbQK9sT52JjULy5LxOMu6PqJaCBw3Agt6Ai2Q.&URL=mailto%3achelsea.le >> achman%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 > **************************************************************************************