STAFF RESOURCES

Instructions for Using the Sun One Online Calendar for Collection Services Staff

   RUTGERS UNIVERSITY

 

 

LIBRARY OF SCIENCE AND MEDICINE

 

 

 

           MAP COLLECTION

 

 

 

    PROCEDURES NOTEBOOK

 

 

 

 

 

 

 

 

 

 

 

 

 

 7th. rev. 11/99:sg

REVISED 5/11/06 ec


 

 

     TABLE OF CONTENTS

 

 

 

 

General Information...........................................…...........................………….      4  

                                                                              

Filing Rules……………………………………………………………………           5-6

 

 

Section 1

Federal maps that do not receive MARCIVE bibliographic records:

 

USGS 7.5' Topographic Maps Scale 1:24000       ………...................………….          7-8    

 

-     NEW JERSEY 7.5' Topographic Maps ……...............................................         9

 

USGS 7.5' X 15' QUADRANGLES (1:25,000 metric topos)....................……            10

 

USGS 15' Topographic Maps Scale 1:62000….............................................………….…      11

 

USGS United States‑Mexico Border Maps......................................…….........……        12

USGS United States‑Canada Border Maps

 

USGS/DMA 1:50,000 Maps ……........................................................………............   13

 

 

Section 2

Federal maps that do receive MARCIVE bibliographic records:

 

USGS Miscellaneous topographic maps       ……………………………………          14-15          Antarctica Topographic Series 

       Hydrologic Unit Maps 

       State Map Series ( Panimetric, Planimetric, Topographic, Shaded Relief)

       National Park Series 

       Separate Maps of the National Atlas 

       United States: Base Maps (various scales) 

 

USGS 1:100,000 topographic maps / 30'x60' quadrangles…………….............……      16

 

USGS County Maps)………………............................................................………..     17

 

USGS 1:1,000,000 topographic maps……………………………………………….   18

USGS 1:250,000 topographic maps / 1 X 2  Quadrangles

International Map of the World Series / North America 1:1,000,000 /

     United States 1:1,000,000

1:500,000 Strategic Maps (War Dept. Corps of Engineers)

 

Important Farmlands Maps..................……......................................................……….   19

 

USGS Thematic Maps …………….................................................................……….. 20-21

       Circum-pacific maps CP-1-

       Coal investigation maps C-1-

       Geophysical Investigations Maps GP-1-

       Geological Quadrangle Maps GQ-1-

       Hydrologic Investigation Atlases HA-1-

       Mineral Investigations Resource Maps MR-1-

       Miscellaneous Geologic Investigations Maps I-1-

       Oil and Gas Investigations Maps OM-1-

       Scientific Investigations Maps

 

USGS State topographic and geologic map indexes…………………………………       22.

 

National Imagery and Mapping Agency (NIMA, DMA or AMS) Maps Series…….       23-24

           

Nautical Charts…………….........................................................................………...       25

 

Navigation Charts:……………………………………………………………………       26-27

       JNC (Jet navigation charts)

       ONC (Operational navigation charts)

       GNC (General navigation charts)

       TPC (Tactical Pilotage Charts)

 

 

Section 3

Non-depository maps:

 

Maps in Geographic Arrangement............................................................…………….  28

 

Geological Survey of Canada Maps..........................................................…………….. 29

 

Cataloged Maps......................................................................................……………...       30

 

 

 

 

 

 

 


    GENERAL INFORMATION

 

 

LOCATION   The map collection is located on the first floor adjacent to the reference area.  Maps may also be located in the government documents collection on the second floor, usually as accompanying materials, but also in separate folders.

 

SUPPLIES     Exacto knife, stamps, date stamps, ink pad, manilla folders, etc. are kept on a shelf in the map librarian's office.

 

STATISTICS   The statistics notebook is kept in the Collection Services Dept.  Record the number of maps added to the collection (to be counted when the maps are stamped).  Record the number of maps filed and record the number of maps withdrawn. 

 

PROCESSING:

All maps are to be property stamped when received.  Use the depository stamp for all maps shipped through USGS, GPO, or the New Jersey depository programs.  Use the direct mail stamp for maps from any other source.  Property stamp the face of the map as close to the title or map quadrangle name as possible without obstructing printed text or map information.

 

Keep any mailing tubes addressed to the map librarian separate, and alert the librarian when received.

 

All maps are either recorded as received in the TOPOSNEW database, or fully cataloged in IRIS. Brief shadowed records are created in Workflows for map series titles.  These brief records are used to track the numerical sequence of receipt and for initiating claims. 

 

All federal topographic maps, including the 7.5 minute, 15 minute, and various other miscellaneous scale topographic maps, are checked into the TOPOSNEW database.  Other federal depository map series receive full MARCIVE records, and holdings are recorded in IRIS with the sublocation DOCUS-MAP.

 

Non-federal maps are cataloged depending on the series to LSM MAP or REF (Geological Society of America Map and Chart series) with LC classification.  Maps do not circulate.  Use system generated barcodes to record holdings.

 

NOTE: prior to receipt of MARCIVE records, full state topos, shaded relief, national parks and recreation areas, and the CP (circumpacific) series maps had been cataloged to LSM MAP.  Treatment for these series will now follow MARCIVE procedures.

 

Appendix A: Map List suggests sublocations in IRIS for federal depository map series.  This may vary with format (CDs or microfiche maps, for example).  The list is arranged by item # which is included for each map on a USGS, NIMA, or GPO shipping list.  Consult the map librarian if procedures outlined in this manual are not clear.

 

All withdrawn maps should be given to the map librarian after withdrawal.

 

After processing, maps should be brought to the first floor and left on top of the map cases in the map area.  LC classed maps, SuDoc classed maps, geographically arranged maps, and topographic maps should be placed on top of the cases into which they will be filed.

 

 

 

 

 

FILING RULES

 

 

 

1.            Orthophotomaps, orthophotoquads are interfiled with the topographic maps.

 

2.    When a 7.5’ topographic map covers more than one state, it is filed with the first state listed except for New Jersey. (see separate instruction sheet for 7.5’ NJ topos).

 

3.    Maps are filed alphabetically word by word.  A space is filed before a letter.  This is to include words/prefixes, such as de, el, la, le, the, etc.

 

EX.   New Brunswick, NJ

New Egypt, NJ

Newark, NJ

Newton, NJ

 

4.    d' or l' are filed as one word.

 

EX.   Crary Mountain, Antarctica

D'Angelo Bluff, Antarctica

Davis Valley, Antarctica

 

5.    Numbers are filed as spelled when they are the first word of the name.

 

EX.   5 Lakes

Five Mile River

Fort Miller

Fourth Mountain

 

6.    Numbers are filed numerically when they follow the name.

 

EX.   Everglades 1, FL

Everglades 2, FL

Everglades 3, FL

Everglades 4, FL

 

7.    Mt, St, or any other abbreviations are to be filed as the whole word.  Mt = Mount when it is the first word of the name.  Mt = Mountain when it follows another word in the  name.  St = Saint. 

 

EX.       Mt Lincoln = Mount Lincoln

St Helens  = Saint Helens

 

EX.       Mt Axtell,CO

Mount Harris, CO

Mt. Zirkel, CO

Mountain View Crest, CO

 

EX.       Sagebrush Hill, CO

Saint Charles Peak, CO

St. Petersburg, CO

Sams, CO

 

8.         Direction abbreviations after the name are to be filed as follows:

 

              E, N, NE, NW, S, SE, SW, W

 

EX.        Rocky Ridge NE, AZ

Rocky Ridge NW, AZ

Rocky Ridge SE, AZ

Rocky Ridge SW, AZ

 

      

9.  When you find an older edition (EXCEPT NJ)  of a 7.5’ topographic map in the drawer (date of edition is under the map name in the lower right hand corner of the map), remove the older map from the drawer and file the new map.  Stamp WITHDRAWN over the property stamp on the old map, and give the withdrawn map to the map librarian.

 

 

       10.  When you find a map in the drawer that is the same edition as the one you are to file (has the same date or code = a group of letters and numbers under the map name in the lower right corner), do not file the second copy.  Keep the copy in best condition and withdraw the duplicate copy.  Stamp WITHDRAWN on the second copy and give it to the map librarian.

      

 

       11.  Remember to count the number of maps filed and the number of maps withdrawn.                  Record this number in the Collection Services Dept. statistics folder.

         

        UNITED STATES GEOLOGICAL SURVEY 7.5' TOPOGRAPHIC MAPS

  SCALE 1:24 000

 

Depository Item No. 0619-M-01 through 0619-M-53

SuDoc Class I 19.81:

 

Distributed by USGS.  These maps do not receive MARCIVE catalog records.  Record as received in the TOPOSNEW database.

 

NOTE:  all topographic maps are recorded in the database.  There is one table for 7.5 minute topos, and one table for all other scales, labeled miscellaneous, for each state and for the United States as a whole.

 

NOTE: In 2003, the USGS and USDA Forest Service implemented the single edition quadrangle map.  Topo maps for national forests are no longer classed A 13.28: and are now recorded in the TOPOSNEW database and interfiled with other topographic maps in the LSM collection.

 

PROCEDURES

 

Maps arrive packed in various types of mailing tubes.  Carefully open or cut the tube and take out the maps. Some tubes are actually corrugated cardboard wrapped around the maps.  These have to be cut down the length of the tube to open.  Be careful not to cut yourself or the maps.

 

Unroll the maps and flatten them by either rolling them against the curve or lie them flat and weigh them down with a heavy object (white metal plates).

 

Stamp each map on the bottom right hand side next to the map quadrangle name.  DO NOT obscure any printing on the map.  Use the depository stamp.

 

Each roll of maps comes with a shipping list.  Check off each map received on the shipping list.   For any map not received, or received damaged, circle the name on the shipping list, and follow claim procedures for USGS topographic maps.  Count the number of maps received and write this number on the top of the shipping list.  Record the shipping list in the master table.

 

Count the number of maps stamped and write the number in the statistics notebook under MAPS ADDED.  The number of maps filed and withdrawn as reported by the map shelver are also recorded here.

 

Using the shipping list, record the receipt of each map in the appropriate table in the TOPOSNEW database.  For all states except NJ and NJ border maps, only the current edition is retained.  Change the version year to the current edition, and record the date of receipt in the database.  For New Jersey (item 0619-M-30) and states with maps that border on and include sections of New Jersey : New York (item 0619-M-32); Pennsylvania (item 0619-M-38); and Delaware (item 0619-M-08) all editions of topo maps are retained.  Add a new line for the quadrangle in the database and record the current version year and date of receipt.

 

 

 

LOCATION of USGS 7.5 MINUTE TOPOS:

 

Map cases with white drawer labels  Row 1 A-H, and Row 2 A – C.

 

 

ARRANGEMENT:

 

 Alphabetically by state and within state alphabetically by quadrangle/sheet name.  See filing rules.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

USGS  7.5' TOPOGRAPHIC MAPS ‑ NEW JERSEY

                   SCALE 1:24 000

 

 

Depository Item No. 0619-M-30

SuDoc Class I 19.81:

 

Distributed by USGS.  These maps do not receive MARCIVE catalog records.  Record as received in the TOPOSNEW database.   Edit the database as needed for bordering states.

 

 

The library has 2 sets of USGS 7.5' topographic maps for New Jersey.  One set is the current editions of New Jersey and border state topos, which are encapsulated in mylar.   The second set is superceded editions.  All editions of New Jersey and border state topos are retained in the collection.

 

LOCATION   Map cases with green drawer labels  Row 2 F.

 

ARRANGEMENT   Alphabetically by quadrangle/sheet name.  See filing rules.

 

FILING PROCEDURES

 

1.    All maps with states overlapping New Jersey are filed with New Jersey even when New Jersey is not the first state listed.

 

2.    When New Jersey is not listed first, circle "New Jersey" and stamp FILE WITH NEW JERSEY to the right of the map name in the lower right hand corner.

 

3.    When a new edition of a New Jersey topographic map arrives, it replaces the older edition in mylar.

 

 Check the encapsulated set to see if an older edition is there:

 

‑If the older edition is in the drawer, remove it, carefully cut one end of the mylar and remove the map (some mylar is already cut).  If there is a *, stamp  "SUPERCEDED" over it, otherwise stamp SUPERCEDED on the bottom of the map.  Then refile it in the drawer labelled "SUPERCEDED NEW JERSEY 7.5' TOPOGRAPHIC MAPS.

 

-Only one copy of superceded NJ topos is retained.  Withdraw superceded copy 2 and give the map to the map librarian.

 

Note: at one time a sysmbol (*) was used to distinguish current editions of NJ topos.  Although this is no longer used, the symbol should be covered by the superceded stamp when appropriate.

      

Put the new edition in the mylar and file it with the rest of the CURRENT NEW JERSEY 7.5' TOPOS.


 

 

 

 

 

USGS 7.5' X 15' QUADRANGLES

           (metric topographic maps)

  SCALE 1:25 000

 

 

Depository Item No. 0619-M-01 through 0619-M-53

SuDoc Class I 19.81:

 

Distributed by USGS.  These maps do not receive MARCIVE catalog records.  Record as received in the TOPOSNEW database.  Use the state miscellaneous table.

 

 

PROCEDURES

 

Follow procedures as outlined for USGS 7.5' topographic maps.

 

Maps may arrive folded.  Unfold them and flatten them according to the above procedures.

 

Name of map series is found in the upper right hand corner of the map and on the colored panel of the map.

 

Arrange maps alphabetically by state and within each state alphabetically by map name.

 

Stamp each map on the bottom right hand side next to the map quadrangle name.  DO            NOT obscure any printing on the map.  Use the depository stamp

 

 

LOCATION

 

Map cases with white drawer labels Row 2 F.

 

 

ARRANGEMENT

 

Alphabetically by state and within state alphabetically by sheet name.  See filing rules.

 

 

.

 

 

 

 

 

 

 

 

 

 

 

 

 

     USGS 15' TOPOGRAPHIC MAPS

SCALE 1:62 500

 

 

Depository Item No.  0619-M-01 through 0619-M-53

SuClass  I 19.81/2:

 

Distributed by USGS.  These maps do not receive MARCIVE catalog records and are not currently issued.  They are inventoried in the TOPOSNEW database, in the miscellaneous tables for each state.

 

PROCEDURES

 

If new maps in this series are received, follow the procedures outlined  for USGS 7.5' topographic maps.

 

 

LOCATION       Small green map cases Row 3 H. 

 

Each state is in a separate folder(s).  The scale of these maps will be either 1:62,500 or 1:63,360.

 

Exceptions:

Maps for Alaska are filed with the Alaska 7.5' topographic maps, Row 1 A.

Maps for New Jersey are filed with the rest of the New Jersey maps Row 2 G.  

 

 

 

ARRANGEMENT   Alphabetically by state and within each state alphabetically by quadrangle/sheet name.  See filing rules.

 

 

 

 

.

 

 


UNITED STATES ‑ MEXICO BORDER MAPS

 

        UNITED STATES ‑ CANADA BORDER MAPS

 

 

 

Depository Item No. 0619-M-01 through 0619-M-53

SuDoc Class I 19.81:

 

Distributed by USGS.  These maps do not receive MARCIVE catalog records.  Record as received in the TOPOSNEW database.  Use the state miscellaneous table.

 

 

PROCEDURES

 

Separate the maps into US‑Mexico and US‑Canada series.

 

Follow procedures outlined for USGS 7.5' topographic maps.

 

Stamp each map on the bottom right hand side next to the map quadrangle name.  DO            NOT obscure any printing on the map.  Use the depository stamp.

 

 

LOCATION

 

Map cases with white drawer labels

 

ARRANGEMENT

 

Alphabetically by sheet name within each series.*  See filing rules.

 

 

 

 

 

 

 

 

 

*NOTE: future project :  change the arrangement to sheet # because the maps are numbered consecutively West - East across the border.

 


 

 

USGS/DMA 1:50,000 TOPOGRAPHIC MAPS

 

 

 

Depository Item No. 0619-M-01 through 0619-M-53

SuDoc Class I 19.81:

 

Distributed by USGS.  These maps do not receive MARCIVE catalog records.  Record as received in the TOPOSNEW database.  Use the state miscellaneous table.

 

 

PROCEDURES

 

Follow procedures outlined for USGS 7.5' topographic maps.

 

Use the depository property stamp for these maps.

 

 

 

LOCATION

 

Map cases with white drawer labels Row 2 E.

 

 

 

 

ARRANGEMENT

 

Alphabetically by state and within each state, alphabetically by map/sheet name.  See filing rules.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

USGS MISCELLANEOUS        TOPOGRAPHIC MAPS

(VARIOUS SCALES)

 

 

 

Antarctica Topographic Series

Depository Item No. 0619-G-19

SuDoc Class I 19.100: [coordinates]

 

Hydrologic Unit Maps

Depository Item No. 0619-G-06

SuDoc Class I 19.89/2:

 

State Map Series : Panimetric

Depository Item No. 0619-H-01 through 0619-H-53

SuDoc Class I 19.102: [coordinates]

 

State Map Series : Planimetric

Depository Item No. 0619-L-01 through 0619-l-53

SuDoc Class I 19.105: [coordinates]

 

State Map Series: Shaded Relief

Depository Item No. 0619-K-01 through 0619-K-53

SuDoc Class I 19.104: [coordinates]

 

State Map Series: Topographic

Depository Item No. 0619-J-01 through 0619-J-53

SuDoc Class I 19.103: [coordinates]

 

National Park Series

Depository Item No. 0619-G-21

SuDoc Class I 19.106:

 

Separate Maps of the National Atlas

Depository Item No. 0619-G-26

SuDoc Class I 19.111:

 

United States Base Maps

Depository Item No. 0619-G-30

SuDoc Class I 19.123: [coordinates]

 

Distributed by USGS.  These maps do receive full MARCIVE catalog records.  Holdings for current receipts are recorded in IRIS.   Any map whose SuDoc classification stem is followed by a cutter consisting of the map coordinates is filed as a topographic map, and not by SuDoc classification number. Include MARC statement “Shelved in Reference map area by map type” for these topographic maps with sublocation DOCUS-MAP.

 

 

LOCATION   Varies, filed with either the cataloged maps (LC or SuDoc) or geographically arranged state maps.  Consult the map librarian for placement of newly received maps if unclear.

 

ARRANGEMENT   Varies, broad geographic areas or by L.C. or SuDoc call number

 

FILING RULES

      

Follow filing rules from “Maps in geographic arrangement” or “Cataloged maps” sections,  depending on the sublocation.

 

Count and record the number of maps filed and maps withdrawn.

 

File according to filing rules.

 

These maps are not usually updated. If you find a map with the same number and it is the same edition (has the same date), do not file the second copy.  Stamp WITHDRAWN on the second copy and give it to the map librarian.  If you find a map with the same number but an earlier date or edition, take out the older edition from the envelope and put in the new map.  If the date or edition is written on the envelope; erase the old information and write in the new date in pencil.  Stamp WITHDRAWN on the older copy and give it to the map librarian.

   

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

            USGS 1:100,000 TOPOGRAPHIC MAPS

        30' X 60' QUADRANGLES

            (USGS Intermediate Scale)

             (BLM Surface-minerals and surface  management maps)

 

 

Depository Item No. 0619-G-25

SuDoc Class I 19.110:

 

Depository Item No. 0619-G-16

SuDoc Class I 53.11/4: ; I 53.11/4-2:

 

Distributed by USGS.  These maps do receive full MARCIVE catalog records.  Holdings for current receipts are recorded in IRIS.   Include MARC statement “Shelved in Reference map area by map type” for these topographic maps with sublocation DOCUS-MAP.

 

PROCEDURES

 

The following editions are received at LSM

 

·     PL = USGS planimetric edition

·     TM = USGS topographic edition

·     SM = USGS/BLM surface management status maps

·     MM = USGS/BLM surface & minerals management status maps

 

Maps may arrive folded.  Unfold them and flatten them according to the procedures outlined for 7.5’ topographic maps.  The maps are filed by sheet name.  DO NOT  arrange these maps by state.

 

Arrange maps alphabetically by map name.

 

Stamp each map on the bottom right hand side next to the map quadrangle name.  DO NOT obscure any printing on the map.  Use the depository stamp.

 

 

LOCATION: 

 

Map cases with white drawer labels Row 2 E.

 

ARRANGEMENT:

 

Alphabetically by map name (ignore states).  See filing rules.

 

 

 

 


 

 

 

USGS COUNTY TOPOGRAPHIC MAPS

SCALE 1:50 000

 

 

Depository Item No. 0619-P-001 through 0619-P-053

SuDoc Class I 19.108:

 

Distributed by USGS.  These maps do receive MARCIVE records.  Holdings for current receipts are recorded in IRIS.   Include MARC statement “Shelved in Reference map area by map type” for these topographic maps with sublocation DOCUS-MAP.

 

 

PROCEDURES

 

Maps may be at a scale of 1:50,000 or 1:100,000 depending on the size of the county.  Maps also may come in one or two sheets, again depending on the size of the county and the scale it’s mapped at.

 

If maps arrive folded, unfold them and flatten them according to above procedures.

 

Arrange the maps by alphabetically by state and within each state alphabetically by county name.

 

Stamp each map on the bottom right hand side next to the map quadrangle name.  DO            NOT obscure any printing on the map.  Use the depository stamp.

 

 

LOCATION

 

Map cases with blue drawer labels Row 2 H.

 

ARRANGEMENT

 

Filed with the geographically arranged state maps, although some may have been given a SuDoc # or LC # and filed with the cataloged maps.

          

FILING RULES

 

Filed with  the geographically arranged state maps in the following order within the folders:

· state as a whole

· regions ‑ alphabetically filed

· county ‑ alphabetically filed

· city ‑ alphabetically filed

 

 

 

 

 

 


UNITED STATES 1:1,000,000 TOPOGRAPHIC MAPS

 

Depository Item No. 0619-G-25

SuDoc Class I 19.110:

 

 

USGS 1:250,000 TOPOGRAPHIC MAPS/1 X 2 QUADRANGLES

 

Depository Item No. 0619-G-17

SuDoc Class I 19.98:

 

                     

INTERNATIONAL MAP OF THE WORLD SERIES (1:1,000,000)

 

Depository Item No. 0619-G-22

SuDoc Class I 19.107:

                     

 

Distributed by USGS.  These maps do receive full MARCIVE catalog records.  Holdings for current receipts are recorded in IRIS.   Include MARC statement “Shelved in Reference map area by map type” for these topographic maps with sublocation DOCUS-MAP.

 

 

USGS 1:500,000 STRATEGIC MAPS

 

War Dept. Corps of Engineers topographic and planimetric maps from the 1940s

Not currently distributed.

 

 

PROCEDURES

 

Follow procedures outlined for USGS 7.5’ topos.  The maps are filed by sheet name.  DO NOT arrange these maps by state.

                

Arrange maps alphabetically by map name.

 

Stamp each map on the bottom right hand side next to the map quadrangle name.  DO            NOT obscure any printing on the map.  Use the depository stamp.

 

 

LOCATION

 

Map cases with white drawer labels Row 2 D-E.

 

ARRANGEMENT

 

Alphabetically by map name (ignore states).  See filing rules.

 

 

 

 

 

IMPORTANT FARMLANDS MAPS

 

 

Non- Depository

SuDoc Class A 57.69/#:CT

 

Direct receipt.  Give to the Documents Librarian to construct classification numbers.  The stem indicates the state; the cutter is derived from the area covered in the map.  Holdings prior to the MARCIVE project were recorded in the LSM documents card catalog.  Any newly received map in this series must be sent for cataloging, and housed in the DOCUS-MAP collection.

 

 

LOCATION

 

SuDoc classed map drawers Row 3 E and F

 

ARRANGEMENT

 

Filed by SuDoc number.

 

 

 

PROCEDURES

 

1.    Maps arrive folded in envelopes.

 

2.    Remove map from envelope and orient for filing in the map drawers.

 

3.    Stamp each map in the top margin if there is enough room.  Otherwise stamp near the map name.  DO NOT obscure any printing on the map.  Use the direct receipt documents stamp.

 

 

4.    Count the number of maps you stamped and write the number in the statistics notebook under MAPS ADDED.

 

 

5.    When you find an older edition of a map in the drawer (date of edition if near map name and issuing agency), remove the older map from the drawer and file the new map.  Stamp WITHDRAWN over the property stamp on the old map.  Give withdrawn maps to the map librarian.

 

6.    When you find a map in the drawer that is the same edition of the one you are to file (has the same date), do not file the second copy.  Stamp WITHDRAWN on the second copy and give withdrawn maps to the map librarian.   

 

 

 

 

 

 

 

       UNITED STATES GEOLOGICAL SURVEY ‑ THEMATIC SERIES

 

Depository Item No. 0619-G-08

SuDoc Class I 19.91/2:

Circumpacific Map series. CP – 1 –

 

Depository Item No. 0619-G-03

SuDoc Class I 19.85:

Coal Investigation Maps. C-1-

 

Depository Item No. 0619-G-04

SuDoc Class I 19.87:

Geophysical Investigations Maps.  GP-1-

 

Depository Item No. 0619-G-5

SuDoc Class I 19.88:

Geological Quadrangle Maps.  GQ-1-

 

Depository Item No. 0619-G-06

SuDoc Class I 19.89:

Hydrologic Investigation Atlases  HA-1-

 

Depository Item No. 0619-G-07

SuDoc Class I 19.90:

Mineral Investigations Resource Maps  MR-1-

 

Depository Item No. 0619-G-08

SuDoc Class I 19.91:

Miscellaneous Geologic Investigations Maps  I-1-

 

Depository Item No. 0619-G-09

SuDoc Class I 19.92:

Oil and Gas Investigation Charts  OC-1-

 

Depository Item No. 0619-G-10

SuDoc Class I 19.93:

Oil and Gas Investigations Maps  OM-1-

 

Depository Item No. 0619-G-33

SuDoc Class I 19.91/3:

Scientific Investigations Maps 

 

 

Distributed by GPO, usually as folded maps on regular (P) shipping lists, but occasionally as rolled maps on separate (S) shipping lists.  These maps do receive both brief temporary SLS and full MARCIVE catalog records.  Holdings for current receipts are recorded in IRIS.  

 

 

PROCEDURES

 

Maps that arrive folded in manila envelopes remain that way. On occasion some maps will arrive rolled in a mailing tube or in Atlas format, not in a manila envelope. Maps shipped rolled are flattened and filed in the SuDoc classed map collection, with sublocation DOCUS-MAP.  Atlases should be housed in the DOCUS-FOLIO sublocation if they are oversized (DOCUS if normal size).

 

The USGS thematic maps that arrive in envelopes are shelved by map type and series in the horizontal file cabinets in the map area in LSM reference.   They also use the DOCUS-MAP sublocation, and each piece is labeled with the SuDoc classification number.

 

 Maps in envelopes are treated as accompanying material.  The envelope is labeled as piece 1, and the map sheets within the envelope are counted sequentially thereafter.   Include a MARC holdings statement for these maps.  MARC statement should include a delimiter z note “Shelved in Reference map area by map type and series number,” and an 866  for holdings consisting of the series type and number.

 

USGS thematic maps should have brief records in IRIS for the series title.  Maps are checked in on these brief shadowed records, to track numerical sequence and initiate claims when needed.

 

 

LOCATION

 

Lateral files in the reference map area

 

ARRANGEMENT

 

Alphabetically by series letter, within series by map number.  These maps are not updated.  If you find another map with the same number, bring both copies to the government publications librarian.  

 

 

 

 

 

 

 

 


 

 

 

 

             USGS STATE TOPOGRAPHIC & GEOLOGIC MAP INDEXES

 

Geologic map index of [various states]

Depository item 0619-G-28

SuDoc Class I 19.86:

 

No longer published or distributed by USGS (as of 11-17-1999).  Retain last received edition.

 

 

[various states] Index to topographic and other map coverage

 

Depository item 0619-M-01 through 0619-M-53

SuDoc Class I 19.41/6-3:

 

Distributed by USGS.  These maps do receive full MARCIVE catalog records.  Holdings for current receipts are recorded in IRIS.   Include MARC statement “Filed in Reference map index cabinet” for these titles with sublocation DOCUS-MAP.

 

 

 

 

PROCEDURES

 

Indexes come in 2 parts:

       ‑Index to Topographic and Other Map Coverage

       ‑Catalog of Topographic and Other Published Maps

 

Prior to use of the TOPOSNEW database, these index maps were used to record holdings of maps for each state.  Retain the editions annotated with LSM holdings, and the most current edition.  Give the superceded editions to the government publications librarian.

 

 

LOCATION

 

2nd and 3rd drawer of black lateral file

 

ARRANGEMENT

 

alphabetically by state

 

FILING RULES

 

1.    Place index in file for each state.

 

 

 

 

 

 

 

            NATIONAL IMAGERY AND MAPPING AGENCY (NIMA)

DEFENSE MAPPING AGENCY (DMA)/ARMY MAP SERVICE  (AMS) MAPS

 

Depository Item No. 0378-E-04

SuDoc Class D 5.355:1105

Series 1105: Area Outline Maps

 

Depository Item No. 0378-E-35 (inactive 10-16-1998)

SuDoc Class D 5.355:1144, 1145, 1150

Series 1144; Series 1145; Series 1150: The World

 

Depository Item No. 0378-E-07 (inactive 10-16-1998)

SuDoc Class D 5.355:1209

Series 1209: Europe

 

Depository Item No. 0378-E-09

SuDoc Class D 5.355:1308

Series 1308: Middle East Briefing Map

 

Depository Item No. 0379-F-04

SuDoc Class D 5.355:2201

Series 2201 : Africa

 

Depository Item No. 0379-F-05 (inactive 10-16-1998)

SuDoc Class D 5.355:5103

Series 5103: Administrative Areas of the USSR

 

Depository Item No. 0379-F-06 (inactive 10-16-1998)

SuDoc Class D 5.355:5104

Series 5104: USSR and Adjacent Areas

 

Depository Item 0378-E-10

SuDoc Class D 5.355:5211

Series 5211: Arabian Peninsula

 

Depository Item 0379-F-07

SuDoc Class D 5.355:5213

Series 5213: Southeast Asia Briefing Map

 

 

Distributed by GPO on NIMA-Separates shipping lists.  No temporary MARCIVE SLS records are received.  These maps do receive full MARCIVE catalog records.  Holdings for current receipts are recorded in IRIS.   Include MARC statement “Shelved in Reference map area by map type and series number” for these topographic maps with sublocation DOCUS-MAP.

 

 

 

 

 

PROCEDURES

 

Follow procedures outlined for USGS 7.5' topographic maps.

 

Stamp each map on the bottom right hand side with the map depository stamp and write in the series # and sheet # .  DO NOT obscure any printing on the map.

 

Holdings for DMS series maps received prior to the MARCIVE records were recorded in the indexes in the DMATC DEPOSITORY CATALOG.  This is cataloged and the call number is REF DESK G1046 .A2U5.  This book is shelved in the reference office.

  

Each map series has its own index sheet in the DMATC catalog.  Each index has a map of the area on the front of the page with a grid over it to identify the individual map sheets.  Some indexes also will have the sheet numbers printed on the back of the page.  This is usually for series with many map sheets.   When the series did  NOT have the sheet numbers printed on the back,  each map received was checked off in its corresponding box on the front of the index in pencil.  Also the date (mo/yr) of the shipping list was written next to the check mark.   When the maps were listed on the back of the index, the date (mo/yr) of the shipping list was written next to the map name or number in pencil.

 

 

 

LOCATION

 

Map cases with yellow drawer labels Row 3 C.

 

ARRANGEMENT

 

Numerically by series number, within series by sheet number.

 

FILING RULES

 

1.    Series have either a number or letter & number designation.  Numbered series are filed before letter & number series.  All drawers are labelled.

 

2.    Arrange maps by series and within series by their sheet number or letter & number.

 

3.    File sheets by their number or letter/number designation.

 

 

 

 

 

 


 

 

NAUTICAL CHARTS REGION 1 UNITED STATES AND CANADA

 

 

Depository Item No. 0378-E-11

SuDoc Class C 55.440:1

 

Depository Item No. 0378-E-30

SuDoc Class D 5.356:

 

Distributed by GPO on NIMA-Separates shipping lists.  No temporary MARCIVE SLS records are received.  These maps do receive full MARCIVE catalog records.  Holdings for current receipts are recorded in IRIS.   Include MARC statement “Shelved in Reference map area by map type and series number” for these nautical charts with sublocation DOCUS-MAP.

 

 

PROCEDURES

 

Follow procedures outlined for USGS 7.5' topographic maps.

 

Stamp each chart with the depository stamps.  Also stamp somewhere along the margin so it is visible on all charts:  “not to be used for navigation”.

 

Prior to the receipt of MARCIVE bibliographic records, holdings were recorded on the map index as follows: (Indexes are in the top drawer of the black lateral file)

 

‑Using the shipping list, write the date the charts were received (in pencil) in the Catalog of Nautical Charts: Numerical Listing of Charts and Publications for DMAHC charts. 

 

Some charts are too big for the drawers and have to be folded in half.  Always file the folded end towards the back of the map case drawer and the open end, with the chart number showing towards the front of the drawer.

 

Keep all nautical charts that cover NEW JERSEY.  DO NOT withdraw older editions.

 

 

LOCATION

 

Map cases with pink drawer labels Row 3 D.

 

ARRANGEMENT

 

Numerically by chart number

 

FILING RULES

 

File charts numerically by number printed in corner of chart.

 

 

 

 

 

                NAVIGATION CHARTS

 

 

Depository Item 0378-E-03

SuDoc Class D 5.354:

GNC : Global Naviation and Planning Charts

 

Depository Item 0378-E-02

SuDoc Class D 5.354:

JNC : Jet Navigation Charts

 

Depository Item 0378-E-01

SuDoc Class D 5.354:

ONC : Operational Navigation Charts

 

Depository Item 0378-E-05

SuDoc Class D 5.354:

TPC : Tactical Pilotage Charts

 

 

Distributed by GPO on NIMA-Separates shipping lists.  No temporary MARCIVE SLS records are received.  These maps do receive full MARCIVE catalog records.  Holdings for current receipts are recorded in IRIS.   Include MARC statement “Shelved in Reference map area by map type and series number” for these charts with sublocation DOCUS-MAP.

 

 

 

LOCATION

 

Green filing cabinets.

 

ARRANGEMENT

 

Numerically by chart number.

 

FILING RULES

 

File numerically by chart number or letter/number.

 

 

PROCEDURES

 

1.    Property stamp the map in any wide margin. DO NOT obscure any printing on the map.  Use the depository stamp.

 

2.    Charts arrive folded and are to remain folded.

 

3.    Count the number of maps received and write the numbers in the statistics notebook. Under MAPS ADDED. 

 

4.    Arrange the maps by series (GNC, JNC, ONC, or TPC) and then by number.

 

5.    File according to filing rules.

 

6.    When you find an older edition of a map in the drawer (date of edition is near map number), remove the older map from the drawer and file the new map.  Stamp WITHDRAWN over the property stamp on the old map.  Give withdrawn maps to the map librarian.

 

7.    When you find a map in the drawer that is the same edition of the one you are to file (has the same date), do not file the second copy.  Stamp WITHDRAWN on the second copy and give the withdrawn map to the map librarian.

 

 

 


 

                      MAPS IN GEOGRAPHIC ARRANGEMENT

 

 

PROCEDURES

 

Geographically arranged maps already in the map collection that need to be refiled will be left on the map cases.  Newly received maps should be sent for cataloging.

 

 

LOCATION   map cases with blue drawer labels Row 2 H and Row 3 A

 

ARRANGEMENT   broad geographic areas: ex. world, oceans, continents, countries, states

 

FILING RULES

 

1.    All maps in this category have the geographic area where they are to be filed written in pencil in the lower left hand corner of the map.

 

2.    Arrange maps into geographic categories mentioned above.

 

3.    File map in drawer and/or folder labelled for that geographic area.

‑Maps should be in the following order:

 

‑AREA AS A WHOLE

‑AREA ‑ REGIONS

‑ALPHABETICALLY WITHIN AREA

 

EX. SOUTH AMERICA

                   SOUTH AMERICA ‑ REGIONS

                  ARGENTINA

                  BRAZIL

                  COLUMBIA

                  ETC.

 

When there is no alphabetical arrangement within the folder or drawer, put the map on top of the last map filed.

 

 

 

 

 

 

 

 

 

 

 

 

 

 


                     

 

 

 

              GEOLOGICAL SURVEY OF CANADA MAPS

 

 

PROCEDURES

 

Maps are received in the Collection Services department, where they are property stamped.

 

Maps are folded and remain that way.

 

Take a manila envelope from the supply cabinet and in the left hand corner write the map number and underneath it the map name, province and scale.

 

Place the map in the envelope.

 

Count the number of maps you received and write the number in the statistics notebook under maps added.  Also count and record the number of maps filed and number of maps withdrawn.

 

File according to filing rules.

 

These maps are not usually updated. If you find a map with the same number and it is the same edition (has the same date), do not file the second copy.  Stamp WITHDRAWN on the second copy  and give it to the map librarian.   If you find a map with the same number but an earlier date or edition, take out the older edition from the envelope and put in the new map.  If the date or edition is written on the envelope; erase the old information and write in the new date in pencil.   Stamp WITHDRAWN on the older copy and give the withdrawn copy to the map librarian.

 

 

LOCATION   lateral files behind the reference office

 

ARRANGEMENT   numerically by map number

 

FILING RULES

 

Two series of maps are received.  The "A" series, which are final maps and the preliminary series, which are in black and white and are not the final product.

 

1.    "A" series are filed numerically by the map number.

 

2.    Preliminary series are filed by date and then within that year by number.

 

EX.   1‑1978   2‑1978   3‑1978 etc.

1‑1979   2‑1979   3‑1979 etc.

 

 

 

 

 

 

 

CATALOGED MAPS (other than federal titles)

 

 

LOCATION   LSM MAP : map cases with tan drawer labels Row 3 A and B

 

ARRANGEMENT   L.C. call number

 

PROCEDURES (POST CAT)

 

If the map is in an envelope, remove the map from the envelope.  Give the envelope to the map librarian after the map is processed for the collection.  Property stamp the map if it is not already stamped.

 

Orient the map to fit the map case drawer.   Fold the map only if it is necessary to fit.  It is preferable to fold the map with the fold along the top, towards the back of the drawer, depending on the location of the title.

 

Whenever possible, the title should display in the lower right hand corner as the map is filed.  If this is not possible, the title should be oriented so as to appear close to the front edge of the drawer.   If necessary, write the title in pencil on the edge visible to the patron as they leaf through the map drawer.

 

The label information (sublocation and call number) is written in pencil across the lower right hand border of the map.  Do not obscure map information with the label.

 

The barcode is written in pencil on the reverse side of the map across the lower right hand border. 

 

 

FILING RULES

 

Arrange maps in call number order and file in drawers. The call number consists of the same letters and numbers that are used for books in the library.

 

Cataloged maps already in the map collection that need to be refiled will be left on top of the map cases containing the LC classed collection.



 
URL: http://www.libraries.rutgers.edu/rul/staff/dts/govdocs_proc/mapprocedurerevised.shtml
Website Feedback  |  Privacy Policy

© Copyright 1997-2013, Rutgers University Libraries   (Further Copyright Information)