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)

Procedure

Pre Processing

• 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.)
• Folded maps should be unfolded to desired size and flattened, too.

Processing

Government Depository Items

• Check off maps on shipping list or record on shelf list as noted below.
• Stamp maps and shipping lists with Depository date stamp.
• 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 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.
• 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 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, 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 Superseded (see below for definition).
• 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 Superseded.
• 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 Superseded.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 a folder name (use Map Index for this – don’t add the section and folder number as those may change.)

Non-Depository Items

• Stamp with VU date stamp.
• Check off on order form, if applicable.
• 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.)

Superseded 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

• 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 government document maps.
• For maps without shipping lists, count them and add them to the ‘All maps received’
column in the Map Statistics Log.
•‘All Maps Received’ can be recorded as the maps are checked in, ‘Superseded’ maps are
counted and recorded after they are shelved.
• ‘Discarded’ in the Statistics Log will be recorded if a map is removed from the
collection.
• 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)

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