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Department: Technical Services
(September 24, 2008)
Purpose: To properly process and add maps to the map collection.
Overview: When maps are received, either from GPO or another source, they must be properly processed before they are shelved.
Required Knowledge/Skills: SuDocs Classification and procedures, basic world geography
Equipment/Supplies: SuDocs shelf list; stamps and stamp pads; weights (old subject heading books)
Procedure
Pre Processing
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• Unroll and flatten maps under large red books on top of map cases (this should be done |
for at least one day – some maps may need more time.)
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• Folded maps should be unfolded to desired size and flattened, too. |
Processing
1) GOVERNMENT DEPOSITORY ITEMS
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• Check off maps on shipping list or record on shelf list as noted below. |
• Stamp maps and shipping lists with Depository date stamp.
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• 1:24,000 TOPOGRAPHIC MAPS I 19.81: Shipping list included with maps. File in appropriate |
drawer – alphabetical by state and then by map name. Discard older edition
if replacing with new. DO NOT DISCARD OLDER EDITIONS FOR INDIANA, MICHIGAN,
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ILLINOIS, KENTUCKY OR OHIO. Keep all maps of these states for historical purposes. |
• CENSUS C 3.62/2: Record on shelf list. File. Do not discard older editions.
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• CIA PREX 3.10/4: Record on shelf list. 3-hole punch maps that are 8.5” x 11” and file in |
Map binder in Reference Room. Do not discard older editions. Larger CIA maps are
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filed in appropriate geographic map folders. |
• HYDROGRAPHIC CHARTS C 55.418/7: Shipping lists come separately. Fold in half, if very
large. Place form stamp on back of map. Fill in information (scale,
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type-hydrographic, title, area.) Use black pen or felt tip marker (do not use red.) With a |
highlighter, write the number of the chart (found on the front of the map in small
black print) on the back of the map. Superseded (see below for definition).
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• NATIONAL FORESTS A 13.28: Record on shelf list and assign a folder name (use Map Index |
for this – don’t add the section and folder number as those may change.) File by
name of forest. Superseded.
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• WORLD AERONAUTICAL CHARTS TD 4.79/14: Record on shelf list. File in gray box marked |
• Most other maps: stamp with form stamp on back of map and fill out information and assign
a folder name (use Map Index for this – don’t add the section and folder number
as those may change.)
2)NON-DEPOSITORY ITEMS
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• Stamp with VU date stamp. |
• Check off on order form, if applicable.
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• On back, stamp with form and fill out information and assign a folder name (use Map Index |
for this – don’t add the section and folder number as those may change.)
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Superseded maps are new editions of maps already in the collection.
Depository maps that are superseded are pulled and recycled or thrown away.
Statistics
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• On shipping list, write ‘M=‘ with the number of maps received, and ‘SM=‘ with the number |
of superseded maps on the shipping list. Then transfer those numbers into the Map
Statistics Log under ‘All maps received’ for the appropriate month. Three-hole-punch
the shipping lists and add them to the Map Statistics binder. These shipping
lists and the shelf list constitute our ‘to the piece’ level of recording
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government document maps. |
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• For maps without shipping lists, count them and add them to the ‘All maps received’ |
• ‘All •‘All Maps Received’ can be recorded as the maps are checked in, ‘Superseded’ maps are
counted and recorded after they are shelved.
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• ‘Discarded’ in the Statistics Log will be recorded if a map is removed from the |
• The ‘Net’ is the total of ‘All maps received’ minus ‘Supersedes & discards’. The Net is
recorded in the Yearly/Monthly government documents statistics in G:Moe/Admin
/Statistics/Govdocs/(fy)