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Procedures for Map Processing

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)

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• Unroll and flatten maps under large red books on top of map cases (this should be done

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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

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if replacing with new. DO NOT DISCARD OLDER EDITIONS FOR INDIANA,

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ILLINOISMICHIGAN 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

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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

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large. Place form stamp on back of map. Fill in information (scale,

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type 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

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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

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name of forest. Superseded.

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• WORLD AERONAUTICAL CHARTS TD 4.79/14: Record on shelf list. File in gray box marked
“Aeronautical Charts” that is on the last shelf of the Reference area. Do not unfold.
Superseded.
• Most other maps: stamp with form stamp on back of map and fill out information and assign

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a folder name (use Map Index for this – don’t add the section and folder number

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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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titleSuperseded Maps
  • 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

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