STAFF RESOURCES |
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
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.
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:
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.
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
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:
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.
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 its 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.
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
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)
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.
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:
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
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.
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.
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.