A task force chaired by Documents Librarian Joy Suh was formed to address these issues. (A previous task force comprised of Owen Library personnel had existed to facilitate the move of the collection back to Owen.) Among other issues, Suh was concerned that the 1991 federal documents inspection had criticized the WSU Libraries for their "unsatisfactory bibliographic control in the area of depository maps …" The Suh Task Force did its work during 1997/98 and issued a report to the Assistant Director for Technical Services, Sharon Walbridge, in late February 1998. Because the problems identified in the Task Force report went beyond Technical Service issues and significant personnel resources would be necessary to deal effectively with the problems, Walbridge forwarded the report to the Library Council for consideration.
Library Council formed yet another task force in summer 1999 to deal with all of the issues surrounding maps and to make recommendations on how to manage maps. The charge to this task force included the following:
There is no doubt that maps are an important information resource. Most ARL libraries have special map libraries or collections that are staffed by dedicated librarians with special map expertise. These map specialists include public and technical services – reference and cataloging. For example, the University of Washington has a Map Library that is staffed by two librarians and one support staff person. They outsource much of their original cataloging.
WSU has tens of thousands of maps. Political maps are housed in the New Library/Holland while geological and topographic maps are housed in Owen. The maps in Holland are cataloged and accessed in Griffin. The topographic maps arrive via the Federal Documents Depository Program. They are not fully cataloged, but it would not be a major undertaking to catalog them at a serial/collection level. Bibliographic records can be linked to the Access database developed in Owen to provide item level information.
WSU has no degree program in geography so the need for detailed title level cataloging may not be as pressing, nor is expert level reference service. The library liaison with the Geology Department and the Documents Librarian should be the point people regarding maps. Those maps received through the Federal Documents Depository Program should receive prompt processing and cataloging at a collection level via serials format. Item level control can occur via continued updating of Owen’s Access database or via serials check-in.
If full title level cataloging and expert reference assistance is desired by WSU Libraries, more resources would be necessary in both Technical Services and Public Services. It is likely that a minimum of two FTE would be necessary, as cataloging, serials control and reference needs would have to be met.
The recommendations of this Task Force do not include such increased staffing, but we do think that Library Council needs to understand that our recommendations are based on current staffing realities.
The Monthly Catalog may be the only access to old government documents, including maps. It is unclear how many of the maps from the 1950’s on have catalog records available in OCLC, although there may be many. The problem is that there are 9,000 maps to be searched. If online access is desired, a large retrospective conversion effort would be necessary. Grants, sabbatical projects or outsourcing might be possible ways to accomplish such a project.
During the course of its work, the Maps Task Force made several important decisions:
- WSU will no longer collect duplicate Idaho topographic maps as the University of Idaho has a complete collection.
- WSU will keep all Washington topographic maps.
- Miscellaneous geologic maps for states east of the Mississippi will be discarded
As cooperative efforts grow, WSU will likely benefit from map collections held at other Washington libraries and from consortial arrangements providing access to digitized map services on the Web. WSU might also wish to establish a formal agreement with the University of Idaho to share maps resources.
Also, as the electronic world brings more options for online maps, the entire subject of print maps will need to be reviewed.
It should be noted that the Maps Task Force decided not to spend a great deal of time on the issue of spatial information/geographic information systems. We believe that an in-depth examination of issues surrounding GIS should be undertaken by a separate group working with the Documents Librarian, the Collection Development liaison to the Geology Department, and other faculty GIS experts. (See recommendation no. 10)
Recommendations:
1) Maps will continue to fall under the regular purview of public services librarians and regular Technical Services staff. Do not have a dedicated staff, public services librarian, map cataloger, etc. This means that maps will have to compete with all other library materials in regard to public service and to processing.
2) Consider digitizing unique or valuable map collections such as historical maps or CAHE’s aerial photographs. Consider purchasing commercial maps databases as replacements for printed collections.
3) Continue to collect and maintain US Depository topographical maps from the nine western states.
4) Include maps in the appropriate subject collection development policy (i.e., Geology, Geography, Government Documents, etc.) with references in each to the others.
5) Catalog depository maps and live series. Use the Superintendent of Documents classification for maps that come as federal depository items. This may mean reclassification of some maps (less than 200) that were classified in LC.
6) Complete the inventory of topographical maps returned to Owen Library from the Geology Department. (Manpower is an issue for this project as only about one third of the maps have been inventoried.) Disposition of these maps will be determined by the appropriate subject specialist after the inventory is completed.
7) Make the ACCESS maps database available in Griffin so that it is searchable and it will serve as the item level record.
8) Appropriate unit collection development librarians may wish to explore Web versions of topographical map databases and determine how these effect retention of printed maps and related indexing tools such as the ACCESS database.
9) Transfer the oversize copier in the Architecture Library to Owen Library. Make the copier a staff serviced copier only so that maps can be copied and do not have to circulate.
10) Continue the Government Document Librarian’s role in providing GIS services and resources. GIS activities should be monitored closely as new software, census materials, and/or departmental initiatives make additional demands.