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MAPPING OUR COLLECTIONS October 2012

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MAPPING OUR COLLECTIONS

October 2012 Report prepared by the NSLA Maps Project Group

Project Managers: Maggie Patton, State Library of New South Wales Martin Woods, National Library of Australia

Mapping Our Collections by National and State Libraries Australasia is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License

CONTENTS

Background

3

1. Reporting and statistics

34

2. Collection growth

2.1 Collecting policies and practice 2.2 Government deposit 2.3 Non-government deposit 2.4 Purchased acquisitions 2.5 Donations
45566

  • 6
  • 2.6 Collection overlap and collaboration

3. Collection description

6
3.1 Cataloguing practice 3.2 Supplementary practices 3.3 Content and discovery
677

4. Series mapping

8
4.1 Nature and extent of holdings 4.2 Control and access
89

5. Disposal

9

6. Managing backlogs 7. Maps in digital format

10 11

7.1 Collection policy and practice 7.2 Control and access
11 11

8. Collection guides

12 12

9. Physical infrastructure

9.1 Storage facilities 9.2 Housing and handling
12 13

10. Access to maps

14
10.1 Digitisation 10.2 Onsite delivery models and requesting
14 14

11. Professional development and communication

15
11.1 Staff development 11.2 Formal education 11.3 Communication
15 16 16

RECOMMENDATIONS

16
2

Background

In February 2012 the NSLA Executive endorsed the establishment of the NSLA Maps Project. The project group aimed to provide base line data for comparison of activities across NSLA libraries; identify key issues affecting the development and management of map collections; and propose a series of recommendations for improved processes and services.

In June 2012 a draft survey was circulated to project members for comment and clarification. In August of that year, a workshop was held at the State Library of New South Wales to discuss the outcomes of the survey and develop a number of key statements and recommendations for consideration by NSLA.

Present at the workshop were representatives from



National Library of Australia Northern Territory Library Service State Library of New South Wales State Library of Queensland State Library of Victoria State Library of Western Australia NSLA Project Office
Below are the key findings and recommendations from the survey data and discussions at the Workshop.

1. Reporting and Statistics

There is a general lack of consistent data to assist with Map collection management and to usefully compare activities across NSLA Libraries.

For example, there is considerable variety in the way in which libraries report acquisition and processing of maps, and a degree of ‘guesstimation’ underpinning most collection figures. Only a few libraries undertake regular stocktakes or have completed drawer counts to provide base data for planning map activities or to gain knowledge around the physical condition of the collections.

The inconsistency in data collection is demonstrated in the range of responses to the question - What is the estimated size of your hard copy map collection? The responses included ‘150,000 sheets’, ‘Between 2,000 and 2,500 items’, ‘62,000 maps and atlases (not globes)’, ‘60 shelf metres approximately’. Only 20% were ‘very confident’ of their response.

The tallies were derived from a range of approaches including



Physical map count, catalogue searches and some estimations. Based on adding annual totals to a figure first obtained from old annual reports for the library, we have 327 catalogued maps; approximately 1000 recently (in the last fortnight) deposited aerial maps; approximately 1000 uncatalogued maps deposited in December 2011 (estimate based on average no. maps per cm x height of pile in cm)



1000 cabinets/units x 10 drawers ea x 100 maps per/drawer A drawer count was undertaken c. 2002, along with addition of annual stats for acquisitions and donations
Rather like archival collections maps may be catalogued individually, may be part of a large series or are contained within an archival collection with minimal description, providing little indication of sheet numbers. One library noted: ‘Limitation is that the majority of archival record groups are not catalogued to piece level, and not all record groups have series listings.’

3
Collecting and comparing client inquiries is also complex due to the variety of arrangements around service delivery. Map inquiries can range from requests for a known item to complex inquiries involving a range of maps, to any general inquiry which has a place or spatial aspect. Inquiries may be handled by map specialists or by general staff with limited knowledge of map collections. Not all libraries keep separate statistics on map inquiries and the complexity of inquiries is underestimated.

Recommendation

A standard set of map statistics is required to assist in collection management and advocacy around map collections. Set up a subgroup to investigate statistics currently collected, analyse gaps and possible solutions. The group could also investigate the use of Reftracker to collect comparative statistics on inquiries.

Action

Nominations required to participate in the working group

2. Collection growth

  • 2.1
  • Collecting policies and practice

The survey indicated considerable variation in collection size across collections, from less than 2500 up to over a million items held. The overwhelming majority are printed maps collections. No library is certain of total map numbers. Methods of providing these figures were estimates, either derived from adding annual figures to previously estimated baselines, or figures based on a survey of average number per drawer.

The degree to which maps were included within library Collection Development Policies was highly variable, from brief generic mentions to detailed specifications of map collecting practice. Overall, collection growth, like the relative sizes and budgets of the collections surveyed, was also variable. All but one of the libraries reported one staff person or less dedicated to map acquisition responsibilities.

Aerial photographs, though not identified in the survey preparation phase and therefore not specified for responses, were nevertheless raised as significant map related material for several libraries surveyed. These tend to be counted at box level or by meterage, with very limited online access.

As aerial photographs are attracting greater user interest there may be value in scoping what libraries hold, how they are managed and made accessible.

All but one library reported over 50% of its maps collection as comprising maps relating to its home territory. Six respondents reported that maps relating to ‘other states or territories’ make up less than 25%, with three of these reporting less than 15%. Seven libraries reported that ‘Overseas’ maps make up less than 15% of their total holdings, and of these five reported less than 10% as Overseas.

In terms of collecting intentions for these categories, while all reported the intention to continue collecting printed maps relating to their state or territory, only four considered they would be collecting Australian maps not related to their state or territory, or overseas mapping. NLNZ reported it would no longer be collecting large scale Australian or UK mapping, particularly that available in digital format.

All libraries reported that maps in digital format currently make up less than 5% of map holdings while eight libraries considered they would continue to collect in this category. [See also the later section devoted to Digital format.]

Rare and significant are reported at 15% or less of total for all but one library, with all collecting such heritage materials.

It is possible that ‘Rare and significant’ may require definitional discussion, as the line is drawn several ways.

4
In terms of recent acquisition (past three reporting years), there is a great deal of variation evident both year to year and across libraries, presumably dependant on local factors. It is noticeable that in the past three years there has been a decrease in libraries acquiring less than 100 maps per annum, so that in 2011/12 there was only one library in this category, with a commensurate increase in libraries collecting 201-500 or more maps per annum.

It was notable that only 20% of libraries are ‘certain’ of their annual acquisition numbers for maps over the past three years, including 2011/12.

Of the four nominated categories for acquisition – donations (46%) and government deposit (32%) made up the lion’s share. Most responses were in the range of 20-30% Government deposit as a percentage of total acquisition, with SLWA exceptional at 75%. Donations were more variable, with NT and ACT having almost all maps donated, NLA, SLSA and SLV approx 63% donated, SLNSW and NLNZ approx 25-30% donated. SLQ indicated 5% donated and SLWA 10%.

Non-government legal deposit (18%) was highly variable across libraries, with SLV, SLNSW and SLQ indicating 25-30% total acquisition in this category, while SLSA, SLWA, NLA, and SLWA around 15% each. TAHO indicated 100% ‘Donation’; however this was an interpretation of government deposit.

Of overall relevance, only two libraries indicated a reduction in acquisition growth over the past 10 years, with two reporting ‘no change’. To put it in the positive, eight of the libraries reported no change or an increase in map acquisition over this period. Three libraries reported increases of over 50% in the past three years.

It was expected that results might show that the advent of digital mapping would exert downward pressure on paper map acquisition, however this doesn’t seem to be borne out by the figures. There may be specific reasons such as absorption of special map library collections (and subsequent redistribution of maps); however no single overriding reason emerged during the Workshop.

The trend to digital mapping while affecting certain categories of maps doesn’t yet seem to have exerted significant downward pressure on acquisition of printed mapping.

  • 2.2
  • Government Deposit

Government deposit was the second largest category of collecting activity, comprising about 40% across all libraries. Each library reported receipt of materials via government deposit mechanisms.

As for the other map acquisition categories, most libraries are somewhat unsure of receiving government deposit consistently as there is minimal resourcing to check receipt of materials. Several indicated using Libraries Australia’s reporting functionality to generate reports of material added to LA (but not received by them). However even the larger state libraries were only moderately confident of receiving all government deposit entitlements, with little time for checking. By contrast, NLNZ and LINC were sure that this was occurring due to dedicated arrangements in their jurisdictions.

Over half of respondents reported a decrease in government mapping over the past five years, while one third stated it had ‘stayed the same’. In terms of expectation more libraries felt government mapping would increase. The Workshop discussion indicated some of this expectation reflected lack of information from government agencies about future deposit, especially in terms of digital mapping.

The Northern Territory exemption of spatial data specifically may provide a useful model for other NSLA libraries.

The NT Publications (Legal Deposit) Act 2004, “Exemption of spatial information” exempts deposit of mapping “generated by dynamic spatial databases for a specific use or purpose unless that use or purpose involves distribution”.

  • 2.3
  • Non-government deposit

Non-government deposit made up approximately 18% of acquisition averaged across all libraries. Confidence in receipt of maps in this category was low compared with Government mapping. One third of respondents were ‘not confident’ of the ability to anticipate or check annual intake in this category and

5the remainder only moderately confident. As for Government maps, several libraries indicated making use of Libraries Australia’s reporting functionality, but with no follow up possible.

The overwhelming majority of libraries reported that their Non-government deposit mapping acquisition levels have stayed approximately the same in the past 5 years, though this could reflect uncertainty about categorization, or checking methodology, or statistics generally.

The volume of Digital mapping was insignificant in this collecting category.

  • 2.4
  • Purchased acquisitions

Seven libraries reported a budget for purchased acquisition of maps. Budgets are highly variable between libraries, but mostly stable year to year, and most libraries anticipated the level of acquisition funding would continue at more or less current levels.

Libraries doing purchased acquisition reported employing similar methods of keeping in touch with the marketplace, and generally seemed to inform other libraries if considering material that may be relevant to others. Several libraries maintain mailing and contact lists for map suppliers.

SLSA reported making use of the National Library's new acquisitions via the ‘new items’ option in the NLA catalogue.

  • 2.5
  • Donations

Donations represented the largest category, slightly more than Government deposit overall. Four libraries reported receiving less than 200 donations last year, the remainder over 200. Nearly all reported that the level of donations had increased or stayed the same over the past five years (and expected this would continue to do so). Most libraries don't specifically target community-level groups.

  • 2.6
  • Collection overlap and collaboration

Excluding ‘rare’ or ‘heritage’ collecting, most of the project members indicated a strong preference for ‘state-first’ (ie local state or territory) collection-building. Maps are overwhelmingly printed collections, acquired (and disposed of) with an assumption of holdings ending at the border, with some regional exceptions. However a significant exception arises in regard to large Australian published topographic series (discussed further under “Series), many of which are held concurrently. Some duplication is necessary and inevitable, however the degree to which this occurs could be investigated.

Recommendation

The level of distributed collecting which already exists between institutions should be recognized as a strength.

Action

Project leaders to contribute project outcomes to the broader activities of the Collaborative Collection groups and the Australian Libraries Collaborative Collection (TALCC).

  • 3.
  • Collection description

  • 3.1
  • Cataloguing practice

Less than half the libraries reported ongoing cataloguing programs with availability of specialist map cataloguing staff, while several reported recent focused cataloguing projects which included maps. In terms of a cataloguing ‘model,’ the description or cataloguing of NSLA Map collections may be done as a dedicated team but was more likely part of team servicing other materials as well. As indicated under collection growth, intake of printed maps was little diminished despite some categories of maps being more with the digital realm. All but one of the libraries reported a large percentage of uncontrolled or under-controlled mapping (see also 6. Backlogs). Proportion of collections catalogued to some extent ranged from less than 20% to over 90%.

6
Map cataloguing in NSLA libraries may be described as episodic and inconsistent. The reputation of maps as “difficult to catalogue” is justified when the combination of text and imagery is considered, together with the need to add place and coordinate data to other cataloguing requirements. Availability of expertise is a key factor.

There was a view that ‘it is difficult to get cataloguing staff to take on these very specialised materials’, and it was apparent in some libraries that map cataloguing expertise is scarce to non-existent. On the other hand there were examples of some innovative practice.

Most libraries reported having a cataloguing policy or procedural tool to guide map cataloguing, however approaches to the challenges posed by maps were variable. Some libraries applied full MARC level records to categories of maps that others applied more basic level cataloguing to, perhaps enhanced with some additional geographical data.

Of those libraries regularly cataloguing maps, all indicated they do one-for-one cataloguing (ie catalogue each item), and most libraries also create collection level records for series. In some cases, long held views that an emphasis on individual records provides better access has been extended to cataloguing of essentially similar maps within unified series (see 4. Series maps), possibly adding effort where on balance it is not needed.

Nearly all libraries reported full level individual cataloguing of maps for ‘Your state’ and for ‘Rare or significant’, however ‘Other state’ records were created at basic, medium or full level. ‘Overseas maps’ and ‘Maps in digital format’ were additional points of variation, with approximately one-third of libraries creating basic level records, while the balance created enhanced or full records. In regard to digital mapping, most catalogued at carrier-level, where the maps contained are not being catalogued individually, nor additional metadata sourced.

Six libraries reported cataloguing maps in books, though this was on a case by case basis. Most libraries reported creating individual catalogue records for maps found in manuscript or archival collections. This is done selectively, and the decision to do so was usually with the archival or manuscript area, with cataloguing done by archival staff. In some cases these maps remained in the archival collections (particularly if the maps were annotated or fully manuscript), though in others both published and manuscript items were transferred to the maps area. Where item level cataloguing occurred, there was usually a link provided from the map record to the manuscript record.

  • 3.2
  • Supplementary practices

Several libraries reported some use of volunteers or students to supplement existing map cataloguing resources and projects. In most cases the work addresses specialist works where a volunteer has particular knowledge, or for describing large sequences of material that would otherwise remain unlisted.

Projects have included template-based cataloguing of sheets in atlases, listing maps and aerial photographs in spreadsheets for later loading onto catalogues, adding coordinates to records, creating formed collection lists etc.

In each case the targeted utilisation of volunteers or students has led to a marked increase in control and discoverability of maps.

Volunteer-focused effort while effective, is quite small scale and limited by availability of volunteers to map areas and staff availability to supervise. Take up of volunteers or students was high in three libraries (SLSA, NLA and SLNSW), and low (less than 5 hours per month) or absent in the others.

SLSA, SLNSW and NLA alone have explored tools that might import metadata to catalogues as an alternative to traditional cataloguing, however there are no operational workflows of this type [see also Series maps].

  • 3.3
  • Content and discovery

Most libraries contribute the majority of their map catalogue records to Libraries Australia. Other than TAHO most are fully AACR2 and several indicated they will be adopting RDA. One library reported no

7loading of map records to LA due to technical issues. Another reported that due to some standards issues for maps records, there may be instances of by-passing Libraries Australia and adding directly to Trove some ‘sub-standard’ records that Libraries Australia won’t accept.

There was a split in terms of collection organisation between Boggs & Lewis and LC. Most also use running numbers for certain categories.

An emerging issue is the question of how end-users, particularly those intending to locate maps via location, or use maps in GIS systems, can utilize MARC records to identify maps consistently across libraries or incorporate them effectively. Most map staff indicated 4-point coordinates were needed whenever possible however they were inconsistently applied for a variety of reasons. Added to this, inconsistency in applying ‘Basic, ‘Medium’, or ‘Full’ level of cataloguing, and when to individually catalogue or when to create a collection level record may be complicating access and discovery.

Most libraries applied Library of Congress Subject Headings and genre and form terms. In terms of controlled vocabularies, most used Geoscience Australia’s Gazetteer. NLNZ uses Land Information New Zealand, as well as LCSH and Maori SH developed in-house.

Discussion revealed that there is considerable inconsistency of taxonomy in GA’s gazetteer tool, which is a consolidation of state by state Geographic Names Board information. Consequently most Australian libraries also make attempts to contact the names boards to supplement this information. Local options also included:



Cartographic Materials Standard (2010)-local manual WA Place Names SA Government (Dept. of Environment, Water and Natural Resources) gazetteer, Placenames Online.

Recommendation

A subgroup to be formed to identify basic cataloguing elements required for maps cataloguing and share this standard metadata with the group. The group would investigate the most effective tool for the application of coordinates. It was also agreed that members would share spreadsheets and any other templates utilised for specific map cataloguing projects. Essential elements for inclusion in the metadata related to digital images should also be considered by the group.

Action

Members to place appropriate documents in the shared NSLA project space. Nominations required to participate in the working group and identify tools and guidelines which may already exist for re use.

4. Series mapping

  • 4.1
  • Nature and extent of holdings

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  • The Mission and Purposes of the Public Library

    The Mission and Purposes of the Public Library

    1 The mission and purposes of the public library ‘The public library, the local gateway to knowledge, provides a basic condition for lifelong learning, independent decision-making and cul- tural development of the individual and social groups.’ (IFLA/UNESCO Public Library Manifesto, 1994) 1.1 Introduction This chapter is a general statement on the mission (as defined and mandated by IFLA/UNESCO 1994, Appendix 1) and purpose of the public library. The key issues reviewed are developed in greater detail in later chapters. 1.2 Defining the public library Public libraries are a world-wide phenomenon. Libraries occur in a va- riety of societies, in differing cultures and at different stages of de- velopment. Although the varied contexts in which libraries operate in- evitably result in differences in the services provided, and the way those services are delivered, libraries normally have characteristics in common, which can be defined as follows. A public library is an organisation established, supported and funded by the community, either through local, regional or national government or through some other form of community organisation. It provides access to knowledge, information, lifelong learning, and works of the imagination through a range of resources and services and is equally available to all members of the community regardless of race, nationality, age, gender, religion, language, disability, economic and employment status and educational attainment. 2 THE IFLA PUBLIC LIBRARY SERVICE/GUIDELINES 1.3 The purposes of the public library The primary purpose of the public library is to provide resources and services in a variety of media to meet the needs of individuals and groups for education, information and personal development including recreation and leisure.
  • Exploring Maps And

    Exploring Maps And

    TEACHING WITH MAPS Lesson Plan Guide from the Geospatial Resources & Map Collection, Ball State University Libraries Geospatial Resources & Map Collection Geospatial Resources & Map Collection The Geospatial Resources & Map Collection on the second floor of Bracken Library houses over 145,000 maps, atlases, and other resources. These maps are a valuable—sometimes historically significant—resource that can be used to enhance lesson plans for students of all ages in many interdisciplinary studies. Geospatial Resources & Map Collection: In the Classroom or As the Classroom Maps from the Geospatial Resources & Map Collection may be circulated for two weeks or longer. Arrangements can be made for maps to be used in the classroom for semester-long projects. Individual students or classes may also visit the GRMC to use maps in the Collection. Special areas for specific projects may be organized for using maps held on reserve for the entire class. Atlas Collection The Atlas Collection on the second floor of the Library just outside the GRMC has more than 2,000 atlases from around the world. There are atlases about countries, cities, states, counties, and atlases about specific topics. Maps in atlases can easily be scanned for use in a classroom lesson. Why are maps important in teaching? The 2006 National Geographic-Roper Survey of Geographic Literacy delivered some bad news about the basic geographic skills of young Americans. “Young Americans" aged 18 to 24 from the United States were tested on geographic knowledge. Respondents answered about half of all survey questions correctly. 63% of the students could not find Iraq on a map of the Middle East.
  • Map Library Users in an Academic Setting

    Map Library Users in an Academic Setting

    Map Library Users in an Academic Setting MA1 TREUDE MAPLIBRARIANS HAVE TRADITIONALLY been most concerned with their materials. In recent years, however, this has begun to change. The user and the user’s needs are receiving increased attention. This paper will review the literature concerning map library users and present profiles of map library users in an academic setting. The profiles are based on a recent survey of map library users at the University of Minnesota and on methodological assumptions about user groups. In an academic setting, the four main groups of users are: students, faculty, other institutions (business and government), and the general public. It has been widely accepted that an item’s use is the most valid measure of its worth to a library.’ However, opinions vary as to whether studies of use should focus on the materials-on circulation, for example-or on the user and his or her behavior and needs. Critics of use studies (those that focus on materials) maintain that those studies tend to be largely quantitative, thereby ignoring important qualitative aspects of library use.2 According to one theory, studies of library users examine four basic components: (1)the person in need of information, (2)a set of problems dealing with the needs, (3) the ways in which the user meets these needs, and (4) the items of information that satisfy these needs.3 These compo- nents can be applied in studying the user in a map library. The third component in particular, the way in which the user meets his needs, suggests the provision of reference service activities by the map librar- ian.
  • You Belong in Support Of

    You Belong in Support Of

    The Scholastic Library Publishing National Library Week Grant Theme: You belong In support of A. Name of organization(s): Sacramento Public Library B. Name of partner libraries/organization(s): Lavender Library: Archives and Cultural Exchange Rainbow Chamber of Commerce C. Campaign coordinator(s): Jessica Zaker – Branch Supervisor, North Sacramento branch of Sacramento Public Library 3 years as Youth Services Librarian 1 year as Programming Librarian Lori Easterwood – Programming Supervisor, Sacramento Public Library 2 years Programming Librarian 2 years Teen/Adult Librarian Designs, develops and implements system-wide library programming. D. Address: 828 I St., Sacramento, CA 95814 E. Telephone: 916-566-2126 F. E-mail: [email protected] [email protected] 1. Brief overview With the ―You belong @ your library‖ campaign, the Sacramento Public Library would like to ensure the GLBTQIA community knows that the library offers services, materials and resources for all types of people, including those who are gay, lesbian, transgendered, bisexual, questioning, intersex, and allies. A week-long suite of programs to recognize and celebrate this underserved Sacramento community is planned to coincide with National Library Week. Attendees of the 2011 ALA Conference in New Orleans present for the opening session were privileged to hear author and activist Dan Savage discuss his ―It Gets Better‖ project, a response to the significant increase in GLBTQIA teen suicides due to bullying. His message to the GLBTQIA youth community is that ―it gets better‖—that there is a place for them in society and Page 1 of 5 they belong. This message of belonging will be underscored by the Sacramento Public Library’s programming efforts during National Library Week.