I have used a local collection, whose vertical map cabinets are older. They are not as nice as the newer styles. The newer ones have been refined a bit and may address some of the problems of the older styles.
Personally, I like horizontal storage, especially when the maps are not too dense in each drawer. Generally, pulling maps is not hard and most everyone can do it.
I am finding working with maps, either horizontal or vertical, to be more difficult than when I was younger. Maps are heavy in quantity, no matter how you store them. The process is physical; more physical than
most formats I think. People who do not work with them regularly, don’t really appreciate how much effort goes into reshelving, moving, and processing maps. They can be big, small, and unusual.
But, if space is a problem, or if you are being downsized to make room for other things in your library, this offers a possible solution.
Definitely you do not want to remove the folder entirely once it is in a full case. getting it back in is not impossible, but it is more difficult.
The best thing I can say is to find a collection that has these and try them. Each style has good points and bad. Variables specific to your collection may make it easier to decide which type to use.
For me, the vertical file system offers a way to get new cabinets. I am trying to keep administrative support for the Map Collection going when administration is looking for ways to cut collections and space
use. I don’t like it, but any way that I can keep the maps around for the future, I will use it. many cabinets require replacement and I have to offer perks to those in charge. They are focused on anything that can reduce space usage and costs. We are a major
collection but maps are not viewed for their value to research and study the way they used to be. When you get the wrong mentality driving decisions, things become hard to protect.
Overall, I still love working with and using maps for all sorts of applications. They are the most data-rich format, which offer the most efficient method for visualizing data. But most of you already knew that….
happy cabinet hunting.
David J. Bertuca, Map Librarian
Science and Engineering Information Center
116 Lockwood Memorial Library
University at Buffalo
Buffalo, NY 14260-2200
716-645-1332 / 716-645-3859 (fax)
Liaison to the Geography Department for GIS and Physical Geography
From: Maps-L: Map Librarians, etc. [mailto:[log in to unmask]]
On Behalf Of Hartley, Melissa
Sent: Tuesday, February 21, 2017 3:14 PM
To: [log in to unmask]
Subject: Re: Map storage cases
I work with a large map collection, and can honestly say that map storage in drawers is much easier for everyone to work with than the cases that store maps vertically
in large folders. Some people are not physically capable of pulling the folders up out of the case far enough to see the maps held inside. Pushing the folders back down into the case is also a challenge: woe be to the person who pulls a folder out too far.
Perhaps our folders are too full to be functioning properly, but in any case, the folders at the back are a struggle or even impossible to access if you are not tall and do not have a healthy back.
Our vertical cases are at least 35 years old, so perhaps there have been improvements in their design in recent years.
Melissa Hartley
Oregon State University Libraries & Press
From: Maps-L: Map Librarians, etc. [mailto:[log in to unmask]]
On Behalf Of Bertuca, David
Sent: Tuesday, February 21, 2017 11:15 AM
To: [log in to unmask]
Subject: Re: Map storage cases
The Ulrich’s vertical file setup has a spring system so that if you have a few or a lot of sheets, the files all stay vertical; no sagging occurs. We overstuffed some of our folders and they are maintaining this.
I agree with Kathy’s notes on several things, so posted both your question (Louise) and her comments.
Same size sheets would store much better. We placed a large sequence of Canadian topos and they vary in size as you head further north. Fortunately, this means that most are somewhat similar in each folder, while
changing size further in the cabinet.
We do have the hanging folder system. It is vital.
I have a plethora of arm and hand problems and full folders are a bit harder to work out (especially from my decades in cataloging). The Ulrich folders are smooth and designed to slide easily so this isn’t too
bad for me. if you pull a folder out, you don’t pull it all the way out. only far enough to be able to go through the sheets to find the one you want. THIS IS A NICE FEATURE I LIKE. I can flip through 50 sheets to the one I want and pull it out without stressing
the sheet or surrounding sheets.
However, a short person can have issues with folders as they go toward the back. When we set this up, the student who assisted me was around 5’4” and she did need a step stool to work the later folders. But,
she did OK, considering she wasn’t a strong person.
I would definitely not move a full one by myself too far. They are heavy and though they roll well, you still need to get them started.
-------
Deciding how many sheets per folder is partly a matter of sheet thickness and how much weight you want to put into a folder. I found that we didn’t put as many into a folder as the specs stated, but these sheets
were thicker than listed in the specs. We still put a lot into the cabinet compared with the flat drawer cabinets. On average, I think that one vertical cabinet can hold 3-4 columns of flat drawers without much trouble. The specs say you can do up to six flat
cabinets, but they base this on thinner, architectural sheets.
Our Canadian topos are accessed less frequently than our other maps, so this is a great way to reduce our footprint. When requested, they are not hard to pull. Blank labels and lists are supplied though these
require hand labeling. I could probably figure a way to automate that though. Cost was less than the same drawer space for flat cabinets. This was a selling point for my facilities person who is always looking for ways to cut costs. For me, it was a way to
get them to buy some, rather than a reason to go that route. So far, the pluses have outweighed the minuses.
Using them takes a little adjustment, but once you do a little work with them, it is not bad. At present, I am the one who accesses them, but I hope that as we add more cabinets, and can distribute the maps more
uniformly, that most anyone should be able to use them without trouble. But you do need to change how you work with these a little.
David J. Bertuca, Map Librarian
Science and Engineering Information Center
116 Lockwood Memorial Library
University at Buffalo
Buffalo, NY 14260-2200
716-645-1332 / 716-645-3859 (fax)
Liaison to the Geography Department for GIS and Physical Geography
From: Maps-L: Map Librarians, etc. [mailto:[log in to unmask]]
On Behalf Of Kathy Stroud
Sent: Tuesday, February 21, 2017 12:28 PM
To: [log in to unmask]
Subject: Re: Map storage cases
Hi all,
We have some vertical files of this sort. We refer to them as tubs. The big advantage is they store more than the flat cases. However, there are lots of disadvantages.
1)
Best for sets where all sheets are the same size. Storage/retrieval gets difficult if sheets have a wide range of sizes and sheets tend to get damaged.
2)
I wouldn’t consider them for archival storage. Over time maps tend to slump and curl on the bottom.
3)
It is a MUST to get the storage folders with holes/handles.
4)
There are ergonomic issues in using these. As a person with shoulder problems, I can go into details if you like. Also, the deeper ones can be difficult for short people to pull maps from the back folders.
5)
A fully loaded tub is moveable, but I recommend two or more people. (We just moved 4.)
Kathy Stroud
David and Nancy Petrone Map/GIS Librarian Knight Library
1299 University of Oregon
Eugene, OR 97403-1299
541-346-3051
From: Maps-L: Map Librarians, etc. [mailto:[log in to unmask]]
On Behalf Of Bertuca, David
Sent: Tuesday, February 21, 2017 8:32 AM
To: [log in to unmask]
Subject: Re: Map storage cases
We replaced a range of horizontal cabinets with a vertical one (as the first of a series that will be replaced).
Contact:
Barb Berry
Ulrich Planfiling
716-763-1815 ext 31
They are online as well:
https://ulrichplanfiling.com/
The files do save space. Maps are thicker than the types of materials that they usually store in these so we found that we couldn’t put as many sheets in as specified, but still a lot more than the old drawers
could handle.
The files are on wheels making them moveable. They have locks on them and come with a folder system inside. You can add more folders if you wish (our model came with 50).
We plan on replacing older cabinets with these as we go.
I have some basic info on them but you may want to just visit the site and ask about what they can do. They were very helpful in setting us up and offered to suggest what we would need based on our entire collection
(which we didn’t do).
David J. Bertuca, Map Librarian
Science and Engineering Information Center
116 Lockwood Memorial Library
University at Buffalo
Buffalo, NY 14260-2200
716-645-1332 / 716-645-3859 (fax)
Liaison to the Geography Department for GIS and Physical Geography
From: Maps-L: Map Librarians, etc. [mailto:[log in to unmask]]
On Behalf Of Dennis Matthews
Sent: Saturday, February 18, 2017 3:33 PM
To: [log in to unmask]
Subject: Map storage cases
Hello All,
Our library is in the pre-planning stages of possibly relocating our Map Collection from the basement of our library to the main floor. To reduce the footprint of our collection, we’re looking at purchasing
vertical storage to replace our traditional horizontal cases. I’d like to hear from other libraries that use these cases, or something similar, or libraries that considered using them but
decided against it. Our collection has between 70K to 100K individual sheet maps so if there’s a library out there with collections in this range that use this type of vertical storage I’m especially interested in hearing from you. I’m interested in knowing
about any problems or benefits libraries have experienced using this type of storage option.
Thanks,
Dennis
Dennis G. Matthews
Library & Archives Paraprofessional 6
Western Washington University
Western Libraries
516 High Street
Bellingham, WA 98225
Telephone: 360.650.3098 (Collection Services--Cataloging Dept.)
360.650.3272 (Map Collection)
Fax: 360.650.3044