Results of Maps Meeting held April 13, 1993

Participants: John, Archer, Linda Barnhart, Margaret Christean, Larry Cruse,
Joanne Donovan, George Janczyn, JoAnne Kingsbury, Priscilla Krasner, Ann
Studebaker, Barbara Tillett.

     Members of the Catalog, Acquisitions, and Maps Departments met to discuss
some issues which have arisen since maps cataloging was mainstreamed into the
Catalog Department workflow last year.  The maps catalogers are JoAnne
Kingsbury and Ann Studebaker (monographic) and Margaret Christean and George
Janczyn (serials).

     1. MARCIVE records - Catalogers feel that MARCIVE records are more trouble
than they are worth (loss of 5XX notes, lack of LC call number, MARCIVE
preference for GPO over DLC cataloging record, lack of timely receipt).
Everyone else agreed that it did not seem to be very efficient.  Joanne Donovan
explained that maps make up only a small part of MARCIVE receipts, and that
they could be deselected (along with another group of records already chosen
for deselection).  Her request could not be submitted until May of this year
(due to budget restrictions) and it would be some time before we would stop
receiving MARCIVE records.  Ann and JoAnne agreed that this was OK and they
would be willing to do the cleanup work involved with the remaining MARCIVE
records.
     2. Workflow changes within the Catalog Department - The decision to stop
receiving MARCIVE records would allow for further integration of maps
cataloging into the Catalog Department's regular workflow and hopefully
increase productivity.  As it stands now, all non-serial maps are copy searched
and cataloged by the two original catalogers, despite the fact that most have
good DLC DLC copy.  Discontinuation of the MARCIVE workflow would allow all
incoming maps to go through the regular copy search process and be distributed
to catalogers at the appropriate level. Maps without DLC records would continue
to come to the Original Section.
     3. Review shelf for maps - A maps review shelf has already been set up.
It was agreed that all incoming non-serial, non-Geodex map items will be placed
there.  (New serial titles would go directly to the Serials Section.  Map added
volumes for established sets can continue to go directly to Karen Peters).  The
need for Larry Cruse to review all incoming maps and indicate his preferences
for their treatment seemed to be very clear.  He is the logical person to make
the following decisions:
          A. Item record location (there are 14 different ones)
          B. Treatment decisions (classification preferences, series treatment,
notes to be added, things to watch for in cataloging)
          C. Added copies - Larry will determine if an item is an added copy,
where to send it, and whether it needs an item record.  Ann will show Larry how
to add item records for added copies.  The Catalog Dept. will not see or
process map added copies.
     Larry and Jessica will consider designing a streamer to indicate his
decisions.
     4. Assorted questions and answers:
          A. Is there a map backlog downstairs?  Yes (actual number unknown)
          B. How important is to get this backlog cataloged?  Lower priority
than new receipts.  Larry will continue to pull out and send selected items to
Catalog Department.
          C. What is highest priority in map cataloging?  Atlases, current
map receipts.
          D. How many maps are received per year?  About 4000, but most are
serials or on Geodex and bypass the Catalog Dept.  Only about 300 new maps
requiring individual cataloging are received per year. Very few new serials are
received.
          E. What are cataloging expectations per month?  We agreed
upon 20-30 per month under our current system.  Larry will select items from
his backlog and add to the new receipts to generate this number.  If catalogers
can handle more, they will request more.  With the future workflow involving
Copy Search and MARC, this number may increase.
          F. LC (Larry Cruse) vs. LC (Library of Congress) classification and
treatment?  Larry would like us to defer to Library of Congress whenever
practical.  We do not need to get involved in a lot of recataloging when his
classification differs, since items will usually be reasonably close together
anyway.
          G. Are there map analyzed serials? - Yes, but not many.  Larry could
only think of one instance when this would be desirable.  It would have to be a
future project, not high priority.
          H. Tour of Map Room? - Yes.  Larry agreed to give the map catalogers
a tour when it is finished (maybe sometime in May).
          I. Additional training for catalogers? - This is a future
possibility, perhaps when we get more into original cataloging and there is a
real need for more technical expertise.  Larry indicated his willingness to
help out with this.

     Thanks to everyone who participated in this meeting.  If you have anything
to add or correct, please let me know.  Members of the Catalog Dept. will be
discussing the Copy Search/MARC map workflow in the near future and I will let
everyone know when we are ready to begin.

                                              Ann Studebaker