Maps can be ordered with very little information. We accept what we get even when it is not exactly what we ordered. Look at the order record and compare with map in hand. If title, author, date, publisher, or scale do not match, go to OCLC, get the correct record and overlay the order record in summit.
1. Match the record in Summit with map in hand
* 007 * Name in 1XX should be on map * Title in 245 should be on map * subfield h [cartographic material] must be in 245. *Publisher in 260 should be on map *Date in 260 should be on map, if date is in square brackets, accept it. *Edition statement if in record should be on map. *Scale on map should match scale in record Field 255.
- All should match. If they don't find a record where they do.
If a fund or a gift note is required in a 590 add that field. If a call number is needed, create one. Make sure it is a map call number and not an atlas call number. Maps sets using the scale in the call number, do NOT add date to the call number.
One Subject Heading is required per record. If a subject heading is needed create one.
Create a 948 stat line for the record. use "m' for the format (subfield f in the 948)
If you have a See Reference in the validation box, you must change the See Reference to the appropriate authorized heading. If you have a non-existent heading in a 650 or 651, and they are not second indicator 0, delete them. If they are second indicator 0, its a problem and you should check OCLC for a correct heading.
Update Holdings on OCLC
Locations for maps. Unfold map and measure flat.
- Unfolded maps larger than 36 x 43 cm. are considered a Flat Map.
- Unfolded maps smaller than 36 x 43 are vertical file maps.
- Perm location is maps for flat maps
- Perm location is maps,vf for vertical file maps.
For large map sets, ask for instructions.
- Item type is map
- Do not have item status default set to In Process
MARKING Writing the call number : For Flat maps Place map on flat surface with main map right side up and facing you as if you were reading it. This side is called the recto of the map.
- Flat maps have Maps as the prefix.
- Call numbers should be written on the recto of the map as close to the bottom right
hand corner without covering up any text or pertinent printed information.
- Call numbers are written in one long line with a #2 pencil.
- Print call numbers large enough to be read easily.
- All flat maps must fit in drawer 97 cm deep by 127 cm wide.
- If unfolded map is larger than 94 x 124 fold map in half with printed side out and fold is running along the tops of the map. Maps can be turned sideways to fit in the drawer. Adjust marking so its on the bottom right hand corner when in the drawer.
Writing the call number for Vertical file maps Write maps,vert in front of the call number.
- Maps that measure larger than 21x36 cm. but smaller than 36x43 cm. will be folded once down the middle, printed side out so as to make the size close to 20 x 36 cm.
NON PAPER MAPS Maps that have a plastic coating should have a label made with the call number on it. Place the label in the appropriate place. Any other kinds of non paper maps should be brought to the attention of the Map Librarian for a case by case decision.
BARCODING Flat Maps : Place map verso side up. Place barcode in lower left hand corner The barcode should run up the side of the map. If there is no place on the side, Place the barcode along the bottom left hand corner, so the barcode is read from left to right.
Vertical file Maps For folded maps with attached indexes and or cardboard panels, place barcode along the bottom of the panel title so that numbers can be read left to right Maps that come in pocket of index guide type folder would be cataloged for vertical file. Barcode the guide. Do not place barcode over information. Find a blank spot (i.e.ocean) or attach it to a transmittel slip and M&GI will affix it.
For maps with accompanying text (separate from the map) Any map that has a multi-page text that accompanies the map usually gets handled this way. Both pieces get cataloged on the same record but there is a 590 note that the index or booklet is shelved in the Maps-Vertical File and the map is in the map cases. If the booklet is too big for VF, I would say that it would go in Atlas collection. Since it will have a map call number all the similar indexes or accompanied booklets will be in the same shelf space. As long as there is a note on the outside of each piece that signifies that the other piece is needed for use and where its location is.