Map Collection Users' Group

Minutes of Meeting
Friday 23 October 1998

The meeting was chaired by Mr Bernie Joyce.

1.  Attendance.

2.  Apologies.

3.  Minutes of previous meeting.

3.1  Business arising from the minutes and from the previous meeting:

Some of the major items ordered are:

• SEIFA96 (Socio-Economic Indicies from the ABS derived from the 1996 census); 
• ImageMap cdrom of satellite imagery of Victoria, NSW and Tasmania; 
• 1:500,000 Russian topographic maps to fill some gaps in holdings; 
• 1:500,000 TPC maps to fill gaps in our holdings for Africa, Asia, Europe and South America; 
• Software to allow access to digital cadastral mapping of Victoria (a 1500 MB database).

 

4.  Retrospective Cataloguing of Maps.

The was some general discussion of this, with the point that map cataloguing needs to be a high priority to improve access. John Cain noted that Alan Mayne was unable to attend but had emailed the concern of both himself and Anne Gilmour-Bryson on this matter. Susan Bray noted that she Priscilla had set retrospective cataloguing of maps as the highest priority for Project resources in the Ed+Archi division. Richard Pennell requested information on the scope of the problem with uncatalogued maps, priorities within the collection for retrospective cataloguing, and the prospects for copy cataloguing?

John Cain responded that over 90% of the map collection is uncatalogued (though all materials are kept in classification order). As users mostly now locate most library materials via the catalogue, these materials are effectively invisible. The main points regarding retrospective cataloguing of maps are:

• Map series, approximately 1000 containing about 80,000 map sheets in total. Only a couple of series are catalogued. Cataloguing these at the series level should be the highest priority, as series level cataloguing of these materials would provide access to the majority of materials in the collection.
• Single maps, approximately 21,000 with about 5000 are now catalogued. Based on sampling this year, about 15% to 20% of these are either duplicates or materials outside the Collection Policy and if these are weeded about 12,000 uncatalogued single maps will remain. It is estimated half of these can be copy catalogued, leaving 6000 single maps requiring original retrospective cataloguing. These are the next highest priority, especially maps related to current teaching.
• Other materials include mainly aerial photographs. The catalogue is not well suited to providing access to these and they are a lower priority for cataloguing.
• Copy cataloguing & card conversion: Over the past three years, Maps’ staff have copy catalogued (downloaded a record from ABN and added local holdings) about 3000 maps, and will continue to do so whether or not original retrospective cataloguing takes place. There is a small card catalogue of maps, but it is 20 years old and these materials do not get much use now.
• The size of the problem: An estimated 7000 original cataloguing records are required, assuming a cataloguer can originally catalogue 5 maps per day, this is about 6 years work for one full-time person.
• Priorities: In summary, highest priorities are series maps, and single maps related to current teaching.

Some further discussion followed. Sue Clarke noted that increased access to other sources of records, such as OCLC, could help reduce the size of the problem by allowing extra copy cataloguing. 

Bernie Joyce then moved, and the meeting agreed, that the minutes record that:

The Map Collection Users’ Group believes that retrospective cataloguing of existing map holdings must be a high priority to provide access to these resources.
 

5.  1999 Operational Plan.

6.  Map Weeding Policy.

7.  Departmental Map Needs (standing item).

8.  Other business.

8.2  Detailed User-Survey: 
John Cain noted that the Map Section conducted a detailed survey of use of material from the collection over a two week period. Next year a survey will be run on department/faculty origin of clients. Copies of the results of the Detailed User-Survey were tabled and are also available from John Cain.

8.3  New MCUG Chair: 
Bernie Joyce informed the meeting that after three years he has decided to stand down as Chair of the group, though he will continue to attend the meetings if the new Earth Sciences Professor requests he do so. Richard Pennell from the History Department has agreed to take over as Chair next year. The meeting thanked Bernie for his efforts as MCUG Chair over the last three years.
 

9.  Next meeting.

John Cain, 27 October 1998.
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