Map Collection Users' Group

Minutes of Meeting
Wednesday 6 September 2000

1. Attendance

Richard Pennell - Chair (History), Bernie Joyce (Earth Sciences), Chandra Jayasuriya (Geography), Brian Finlayson (Geography), Bess Secomb (Engineering Library), Priscilla Stott (Collection Management), Susan Bray (Library), John Cain (Map Curator).

2. Apologies

Nigel Flannigan (Architecture & Planning), John Maidment (Library), Tony Sagona (Classics & Archaeology), Brendan Whyte (Student Representative).

3. Minutes of the Previous Meeting

The minutes were accepted.

4. Business Arising

None that was not covered elsewhere in the agenda.

5. Progress of 2000 Operational Plan

John Cain reported briefly on the progress the main objectives in the plan.
5.1 Map Digitisation: 220 maps now on the database, with a brief description of each and a link to the full catalogue record on Innopac. Some improvements to the interface are planned. Richard Pennell has some comments, which he will pass on directly to John. See http://www.lib.unimelb.edu.au/collections/maps/digital/
5.2 Weeding: The weeding of the "M" sequence is now half complete, with approximately 1500 maps withdrawn. Many of these are duplicates, but of the others about 500 have been put aside for possible assessment by academics before being discarded. It was agreed that John would circulate and email to MCUG members inviting them and their departments to assess the maps; this will be done later in the year once the project is completed.
5.3 Access to digital map data: There are a number of complex issues to be considered, but the basic problem is that Innopac seems inadequate for providing intelligent access to digital map datasets, but at the same time we do not want to set up separate and time consuming systems. Discussions with various parties are still in progress and in the meantime and interim solution (web page) will be used (a sample print was distributed).
5.4 Retrospective cataloguing trial: The trial of retrospective cataloguing of single maps has been completed. Summary results are that about 3 maps per hour can be catalogued. Once we have a precise figure for uncatalogued material we will be able to fully assess the size of the project. Any further work will depend on resources available and the priorities of the Information Division.
5.5 Online series map indexes: These provide access via the web to scanned index maps, providing information about coverage and holdings. The images are linked to the full record for the map series on Innopac, and a link is also provided to the index from the Innopac record. See: http://www.lib.unimelb.edu.au/collections/maps/indexes/

6. Information Division Restructure

Susan Bray informed the meeting of changes in the Library structure. As reported to MCUG in February 1999, the Library became part of the new Information Division, along with ITS and MEU. The division is now being restructured. The Map Section will most likely end up in the Client Services department, as part of the 'Melbourne Branches'. Susan will most likely be moving to a new position and so this may be her last MCUG meeting.

7. Map Section 2001 Operational Plan

John Cain tabled a summary of the Map Section 2001 Operational Plan. John spoke briefly to each of the objectives. MCUG members were requested to prioritise each of the objectives and return this information to John Cain by 15 September. Additional suggestions from MCUG for objectives were for a display highlighting the collection, and a poster advertising the section that could be put on departmental notice boards.

8. Fee-for-service charges

John Cain tabled the draft 'fee for service' charges. These charges will apply where external business users request copies of maps held in the collection and they will more than cover our costs. With Melbourne Water no longer selling copies of the 1970s and 1980s MMBW base plans (1:2500, 1:5:000 and 1:10 000) we will now be the only source of copies of this valuable historical resource. Melbourne Water is in the process of providing us with copyright clearance.

9. Additions to the Collection

The most noteworthy recent arrival is:
VicMap Digital Property, VicMap Digital Topographic, and VicMap Digital Roads - highly detailed digital mapping in GIS-ready format for MapInfo and ArcView, on an educational license from the Victorian government (total approximately 4 gigabytes of data).
Property includes all 2.5 million land parcels in Victoria.
Topographic includes the entire 1:25,000 scale topographic coverage of Victoria.
Roads includes the entire BEST (bureau of emergency services telecommunications) dataset of roads and similar elements.

10. Departmental Map Needs (standing item)

Brian Finlayson mentioned the SRWSC maps compiled by East & Strong. These are currently in storage in Box Hill, but are likely to be distributed to the Catchment Management Authorities. Brian will provide contact details to John, who will enquire as to the possibility of obtaining copies before the set is broken up.

11. Other Business

None was raised.

12. Next meeting.

The next meeting will be at 2:30 pm on Wednesday 28 February 2001 in ERC Seminar Room 2.

John Cain, 11 September 2000. e:\maps\mcug\2000sep-minutes.doc