Map Collection Users' Group

Minutes of meeting on Friday 1 October 1999

1. Attendance

Present: Bernie Joyce - Chair (Earth Sciences), Chandra Jayasuriya (Geography), John Cain (Maps), Susan Bray (Education & Architecture), Priscilla Stott (Collection Management).
Apologies: Richard Pennell, Bess Secomb, John Maidment, Brian Finlayson, Brendan Whyte.
Given the low turnout, it was concluded that in future meetings should normally be held during instruction period when more people are available.

2. Minutes of previous meeting

The minutes were accepted.

3. Business arising

None not covered elsewhere in the agenda.

4. Retrospective Cataloguing of Maps

John Cain reported that the project is almost complete, with only 30 hours of 435 left. The progress of the team has been faster than expected and all series maps were completed with about 50 hours of additional time remaining. This time is being use to catalogue some other selected items, mostly historical maps. It is pleasing to note that even after just a few weeks there have been requests for some map series catalogued as part of this project.

John thanked MCUG for their support for this project as this was a key in its going forward, and thanked Susan Bray and Priscilla Stott for making it top priority for the Ed & Archi division. Susan commented that the divisional priorities for next year are currently being determined, and it is possible that some additional retrospective cataloguing of maps may be possible next year depending on other requirements. John mentioned that he has included an initiative in the 2000 Action Plan to trial retrospective cataloguing of single maps so an accurate idea of the size of the project (particularly hit rates for records from other sources) can be obtained.

5. Map Section Action Plan 2000

Summary copies of the draft plan were provided at the meeting. John Cain spoke briefly to each of the initiatives, which were grouped under ‘digital mapping’, ‘access’, ‘collection management’, and ‘conservation’. MCUG members were asked to prioritize the objectives from high to low. As the turnout was low it was agreed John would approach a couple of MCUG members who were not present to also prioritize the objectives.

6. Map Section Storage Plan

John Cain reported he has prepared a ‘storage plan’ for the Map Section covering the period to 2002. This details the current storage facilities, the space available for additional storage, and the planned additions to the storage equipment during this period. The conclusion of the plan is that accommodation space in the Map Section provides sufficient room to house additional storage for at least the next three years.

7. Additions to the collection

Some of the more noteworthy recent arrivals in the collection include:

• Raster 100K (Geoimage/AUSLIG) - scanned 1:100,000 mapping covering Victoria, on cdrom.
• National Digital Geoscience Data Sets (AGSO) - two cdroms containing a wide range of geoscience mapping data in vector and raster format, including geologic regions, geological map, crustal elements, regolith landform map, metamorphic map, magnetic intensity, gravity, etc.
• Topo 2.5M (AUSLIG) - broad scale digital mapping dataset for Australia, on cdrom.

Sine the last MCUG meeting, the $10,000 available for materials has been committed, with much material already having arrived. In addition, two large items totaling $6000, with widespread applicability across the University have been ordered from Research Funds, IRDB99 and City of Melbourne map data. Amongst the most notable recent orders are:

• Integrated Regional Database 1999 (IRDB99) - includes free upgrade to IRDB2000 when available. IRDB includes a broad range of statistical and map data from the ABS and other government sources, detailed down to local government area level.
• City of Melbourne map data - detailed 1:2000 scale maps of the entire City of Melbourne, plus very detailed digital map data including properties, buildings, trees, kerblines, from the City of Melbourne.
• Australia 1:250 000 geological maps - backfill to cover gaps in our holdings.
• PNG 1:250 000 topographic maps - backfill to complete our holdings.
• Tactical Pilotage Charts (TPC) - backfill to complete our holdings worldwide.

8. 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 email message circulated by MCUG members asking for requests for maps and data had been quite successful, and that those requests that were possible have been filled as part of recent ordering (see above). He will circulate a similar request in February next year.

9. Other business.

9.1 Earth Sciences Map Room: Bernie reported that a number of changes have taken place to the facilities, with some computers removed and an A0 colour printer and A0 laminator available. Some consideration is being given to weeding the collection. John Cain noted that the Map Section would be willing to accept maps no longer required under the usual conditions, namely that the maps are a gift to the library and will be processed or disposed of as the Library sees fit.

9.2 Geological Survey: Bernie noted that arising out of recent consultations with the user community (GIRG), the Geological Survey of Victoria has apparently started giving away its digital data. Bernie will pass information to John so he can investigate whether any of this data would be of use to us.

10. Next meeting.

The next meeting will be on at 11:00 am on Friday 25 February 2000, in ERC Seminar Room 2.

John Cain, 1 October 1999. e:\maps\mcug\99oct-mi.doc