----------------------------Original message----------------------------
     I'm quite late on this discussion but I wanted to make some comments
     on HelenJane's first section of paragraph number two.
 
     GPO does not have quite every depository map on OCLC. I'm still trying
     to input original records for several hundred DMA nautical charts that
     they have never done.
 
     We were also one of the few first libraries who had their complete GPO
     deposits on OCLC, but we did it all manually, map by map and still
     are.
 
     See how full access online (cataloging each map monographically if
     possible, whether part of a "series" or not) increases usage!!!!
     Can't think of better proof. This frequent requesting for maps that
     any depository library has happens to us too and it's because each map
     has an online record! I don't know if all these people requesting are
     actually getting what they think they're asking for though. I don't
     get any feedback, just the map back from Interlibrary Loan.
 
     I'd be interested to know why Florida switched from MARCIVE to the
     OCLC GovDocs program!
 
 
______________________________ Reply Separator _________________________________
Subject: Re: Map cataloging questions
Author:  Maps and Air Photo Systems Forum <[log in to unmask]> at SOS08410
Date:    5/29/97 1:48 PM
 
 
----------------------------Original message----------------------------
Having recently returned to my office, I have been trying to read over
four hundred messages.  After reading Paige Andrew's message dated today,
Wed. May 28th, I tried to read the entire map cataloging discussion that
originated with Karen Rice,  before I posted my initial comments. Please
excuse me if I happen to repeated something that has already been said.
 
The University of Florida Map Library was not established until Oct., 1973
and only a few of the old AMS Series had any cataloging or classification.
Therefore, I can appreciate what Karen is experiencing and wish her good
luck. I think she is smart in seeking information from experienced persons
and has posed some valuable questions.  MAPS-L would have been a life saver
in the "dark ages" when I was going through a similiar situation.  Thank
heavens I had set up another collection and knew from first hand experience
to stick with standarized systems.   Of course we still have 30% of 750,000
items to be put into our OPAC. Now with the new remote sensing subject
headings and format intergration we should increase our control of the
remaining cartographic materials.
 
There are several points I would like to review which are based mainly on
earlier messages.  (1) I agree with Paige's comments, when you omit those
concerning tenure, committee meetings, etc.  I have direct knowledge that
he has the experience and training necessary to support his remarks.
 
(2)The GPO depository map items have OCLC records for everything loaded
after 1976.  I am so positive about this as I still remember the hundreds of
ILL requests we received from libraries across the US when all of the GPO
map cataloging records were tapeloaded into our OPAC.  We were one of the
few libraries to have our complete GPO holdings tagged on OCLC and we
were asked frequently for maps readily available in any depository library.
Florida was the first GPO depository to load all Marchive records and we
have continued with OCLCGovDocs(this is not a public endorsement of either
service)
 
All USGS maps distributed through the depository program after 1976 are
cataloged and many older ones have been added.  As mentioned most
libraries do not cataloged individual titles for 7.5 min. Topographic
series.  At UF we chose to catalog over 65,000 topographic maps at the
state level with only 121 records.  The entire set was verified and
cataloged in less than one month.  We were grateful to the MAGERT
members who compiled the 121 OCLC record numbers and published them
in "baseline".  In addition the Fed. Dep. Regulations have been rewritten
so an accurate index either hardcopy or online is acceptable. With only 80
hrs of trained student help and existing marked indexes, the entire topo.
collection was doubled checked during the month. The decision
was made to not display the individual 1:24.000 records because of the
repetition of so many identical words in the title before one reached the
unique name.  The 1:250,000 topos had cataloging record(s) on OCLC so
these were completed in another week.  The major questions with this
series were what to do with the older AMS copies and Alaska which had
already been cataloged as a separate set.  We decided to load the
individual title records for all topo. series at 1:100,000 scale or
smaller.  However, the series are classed together and our system allows
a generic record for the series as a whole.  Approx. 99% of the 1:100,000
topos and planimetric maps had OCLC records when I checked this spring.
 
The geological maps including CDROM's distributed since 1976 have been
cataloged as have the majority of the older maps by using copy done by
the USGS Lib/LC/State Map Libraries.  Our patrons are very grateful for
the individual records as keyword searching can be done and it is no longer
necessary to use the cumbersome USGS publication lists(now on line).
 
There are now so many US agency maps online that we can devote most of our
time to original cataloging of thematic maps.  The downside to using a
tapeload service is that it can take as long as five months for the some
map records to appear in an OPAC  The original GPO record usually is loaded
into OCLC much earlier.  At UF we have to catalog all the CIA maps using
OCLC records, before they would be loaded automatically.  The currency of
these popular maps is important to our library users and we have decided
it's worth the extra effort.  Another problem can be varying levels of GPO
cataloging depending on how old the record is.  Their catalogers were learning
to use cataloging utilities and tools along with the rest of us when OCLC
first began loading map records.  If having the exact lat. & long. is
important to your library, you will learn to revise the record.
 
There are several ways to increase the speed at which you catalog GPO and
foreign topos.  This by grouping publishers and similar series and areas.
Authority work is much easier if you have access online to all LC and OCLC
name files.  If your collection was originally organized by SuDocs number it
is possible to search OCLC by that number.
 
(3)  All of the depository maps at the Univ. of Fla, are "cataloged" by
a senior level paraprofessional.  Their experience can vary but with en-
thusiasm and training from an experience map cataloger there are a number
of non-map specialists who can do the work at this level. (Sorry April
but is a matter of Florida having limited personnel monies and our Map
& Imagery Library having over 750,000 maps and remote sensing images.)  The
first copy cataloger was a phys.anthropologists, who had used maps extensively.
He had been a student library assist.and was fluent in many languages.  He
worked for us for four years as he completed his PhD.  He became an excellent
map cataloger and did alot of original cataloging based on similar records.
He added over 175,000 map sheets to the OPAC.  His replacement had little
map expertise but had worked extensively with NOTIS order and serials records.
Her experience with serials was very useful because of similarities of
coorporate entries and series.  The paraprofessionals records are checked
by the Map Librarian.  As their experience grew, I was able to reduce my
time to mainly checking thematic maps and their subject headings.  For
some libraries the amount of maps cataloged with OCLC records could be
increased.  At UF we maintain a high standard of full level cataloging.
This means many shared records have to have notes and/or subject headings
added.  While there are still too many map records which have to be
enhanced, the level of map cataloging of OCLC has risen significantly in
the past decade.  Now I can devote my cataloging time to research level
materials, antique maps and remote sensing images.  In our library the
team approach has greatly increased the quantity and quality of map
cataloging.  I would think the differing levels of expertise and respon-
sibilities would be applicable to a Project approach.
 
This message has become much longer than I intended.  If Karen would like
any additional information I will be glad to provide it off line.  I will
answer on line if anyone really wants to know why or how we do some part
of cataloging.(please add humor to previous statement.  I am at a
terminal without even basic editing capabilities or spellcheck.)
 
If you would indulge me for a few more lines, I would like to leave you with
some advice I learned from Mary Larsgaard years ago when we were conducting
map cataloging sessions.  When working with catalogers, be sure to emphasize
the similarities in cataloging  maps and books.  You will be more easily
understood, get more cooperation and get more done.  The development of
format intergration is a strong tool for fostering mutural understanding.
It is also an advantage in an age old arguement that one map title should
be given at least the same amount of cataloging time as one book/document
title.  After all the number of sheets or thickness of paper does not
mean one item is more valuable or has more information than another.
 
HelenJane Armstrong                       [log in to unmask]
Head, Map & Imagery Library               352-392-2828
University of Florida