Map Collection Users' Group

Minutes of Meeting
Friday 26 February 1999

The meeting was chaired by Richard Pennell.

1. Attendance:

Richard Pennell (History), Bernie Joyce (Earth Sciences), Nigel Flannigan (Archi & Planning), Brian Finlayson (Geography), Margaret Charlton (Education), Chandra Jayasuriya (Geography), Brendan Whyte (Student rep.), Di Hodge (Archi & Planning Library), Susan Bray (Educational Services & Architecture Librarian), Priscilla Stott (Collection Management Librarian), Bess Secomb (Engineering Library), John Cain (Map Section).

2. Apologies:

Tony Sagona, Anne Gilmour-Bryson, Alan Mayne.

John Cain noted that Anne Gilmour-Bryson is retiring at the end of first semester and as such has resigned from MCUG. The meeting noted its appreciation of her contributions, particular with regard to retrospective map cataloguing and the development of the Map Collection Management Policy.

3. Minutes of previous meeting:

The minutes were accepted.

4. Business arising from the minutes and from the previous meeting.

4.1 Retrospective cataloguing of maps: John Cain was pleased to report that there has been progress with this issue, as a result of the concerns expressed by MCUG and also of Susan Bray and Priscilla Stott making this the highest priority for the Education & Architecture Division. The Library has agreed to assign a cataloguer full-time for three months during 1999 to retrospectively catalogue series maps at title level. IRD estimates that a total of 600 titles can be catalogued in this project. With some assistance from Map Section staff, this should see most, hopefully all, of the map series in the collection catalogued at title level. An exact date for commencement of the project is yet to be set as this will depend on implementation of Kinetica (the replacement for ABN, the national bibliographic database). This would mean about 80% of the material in the collection is catalogued, but still leaves the single maps uncatalogued.

Brian Finlayson asked about the size of the cataloguing problem for single maps? John noted that it is estimated there are 16000 uncatalogued single maps in the collection; after copy cataloguing and selective weeding about 6000 would require original cataloguing -- eight times the size of the series map cataloguing project. Brian asked if other sources of funds been considered. Susan Bray said that yes, but that it is a matter of priorities and the main priority at present is the retrospective cataloguing of the Research (B) collection. John Cain mentioned that the Map Section has been an active participant in consortium submissions for cataloguing of Australian historical maps to the Australian Research Council and to the National Council for the Centenary of Federation.

4.2 Map Section staffing: Susan Bray reported that since the last MCUG meeting, interviews have been conducted for the Map Curator’s position and John Cain has been appointed Curator on a continuing basis. Arising from this, David Jones has also been confirmed as Assistant Curator on a continuing basis.

4.3 Map Weeding Policy: As foreshadowed at the last MCUG meeting, John Cain tabled a draft Map Weeding Policy for comment. It was agreed that members should consider the policy and return comments to John before the next meeting, when the policy would be discussed.

4.4 Map Section 1999 materials budget: John Cain noted that the materials vote for maps for this year is yet to be finalized but is expected to be similar to last year (about $16000). Recommendations are welcome for materials to be purchased this year.

5. New Library Structure.

Susan Bray reported to the meeting that as a result of the administrative restructure of the University, the Library is now part of the Information Division, along with ITS and multimedia. The University Librarian, Helen Hayes, has been appointed Vice-Principal (Information) to head the new Division, and also remains University Librarian. There have been some changes in the Library administrative structure as a result.

6. Additions to the Collection.

John Cain reported on some of the more noteworthy recent additions to the Map Collection, including:

• VicMap Digital Cadastral - 1500MB digital map and searchable database of all property boundaries in Victoria, with a customized interface running on Microstation.
• SEIFA96 - Socio Economic Indicies derived from the 1996 Census by the ABS
• ImageMap - 50 metre MSS Landsat mosaic for Victoria, NSW and Tasmania for MapInfo.
• 1:500,000 Russian maps to fill gaps in our holdings of the former Soviet Union
• A large selection of 1:250,000 Australian Geological Maps relocated from the Earth Sciences Branch library has filled a few gaps and allowed replacement of some worn copies.

Only a few minor urgent items have been ordered since the last MCUG meeting, as funds are not available for materials until the Map Section 1999 materials budget is finalized (see item 4.4).

7. Departmental Map Needs (standing item).

This item provides MCUG members with an opportunity to bring to inform the Map Section of any maps, geographic information or spatial information which may be required for future teaching or research. John Cain noted that the 1999 materials budget is expected to be finalized shortly (see item 4.4), and recommendations for materials for purchase for the collection are very welcome.

8. Other business.

8.1 New Earth Sciences Professor: Bernie Joyce reported that a new head of Earth Sciences has been appointed, Professor Andrew Gleadow. He is very keen on multimedia teaching and will be purchasing some very good equipment to this end, including an A0 colour printer.

9. Next meeting.

The next meeting will be on at 11:00 am on Monday 31 May 1999, in ERC Seminar Room 2. (Monday 31 May is the first working day after the end of first semester).

John Cain, 4 May 1999.
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