University of California / Stanford Map Library Group Meeting, Sept. 11, 2000 at UCSD

Chair, Larry Cruse

Present: John Creaser (UCB), Larry Cruse (UCSD), David Deckelbaum (UCLA), Julia Gelfand (UCI), Wendie Helms (UCR), Cynthia Jahns (UCSC), David Lundquist (UCD), Julie Sweetkind (Stanford), Yvonne Wilson (UCI).
Visitors & presenters: Jim Jacobs (UCSD), Phyllis Mirsky (UCSD).


Welcome extended by Larry Cruse and later in the meeting by Phyllis Mirsky. Larry Cruse, in the absence of volunteers, proposed that the past chairperson take minutes at the meetings. Wendie Helms, as past chair, will take minutes at this meeting, and the job will rotate just as the chairmanship rotates.

Julie Sweetkind was introduced, and explained that her new position as Map and GIS Librarian at Stanford University is not replacing Phil Hoehn’s position even though he has left Stanford. She took Jean Kan's position. Phil's position is being filled by Jane Ingalls, who had done some map librarianship work after Jean's departure and was the part-time operations manager at Branner Library. Stanford is experiencing a transition period right now.

Julia Gelfand read corrections to the February meeting minutes. She will send out corrected minutes after we have had a chance to send in more corrections. Minutes were approved with the understanding that a second pass through will be made.

Changes to the UC Collaborative Cartographic Materials Collection Development Agreement: Action Larry Cruse will e-mail Mary Larsgaard (UCSB) regarding updating procedures. It is on the web as a working document, password protected. We will address it at our next meeting, or receive e-mail about it. Mary Larsgaard is not here because she is attending the AACCCM meeting in London.

Are Nautical and Aeronautical charts being archived anywhere? David Deckelbaum reported the State Library does not archive them per Brent Miller. None of the campus representatives are keeping archival copies. Exceptions are special historically significant charts from the 1940’s at UCB. Most library users consult "pilot charts" for topographic features, not for navigation. Should we keep historical aeronautical charts archived for our own counties? Ask on Maps-L if someone is willing to keep them? Use SRLF or NRLF? The problem is maps won’t be interfiled even if they are in the records as part of a series. The item level is the folder. Discussion on cataloging each map at the item level.

Establish a liaison with the California State Library. As a state repository, what do they receive that we do not get? How do libraries get maps from state agencies? Only the CDMG Special Publications come on depository. Negotiate directly with CSL to get maps. Are maps a part of California Counts? Larry Cruse -- a regional group, SANDAG, archives GIS materials.

Action: invite 1.)Brent Miller, California State Library; 2.)a representative from California Counts; 3.)a representative from the Teale Data Center to the Spring Meeting.

Phyllis Mirsky, Deputy University Librarian, UCSD Libraries, joined the meeting as the Collection Development liaison for the UC/Stanford Map Group. She is a member of the Collection Development Committee. They meet twice per year. We are one of the bibliographer groups, one of the most active.

CDL was created to deal with the digital world. It took over existing activities such as Melvyl and identifies solutions to electronic problems such as e-journal licensing. "E-scholarship" will assist researchers using technology to communicate using technology, such as putting preprints and conference proceedings on-line. CDL is creating subject groups. Should we create new ones? Government Information Librarians put in a proposal resulting in a core project, California Counts. There are two reasons for groups: 1.) to form a mutually beneficial association when needs overlap enough for the same publications; 2.) to communicate to the University a need for print or electronic resources by an identified group.

Electronic information needs technical support. It can’t be replicated on each campus.

To get centralized resources: Priorities are Tier 1 when all campuses participate. There is a collective acquisition process. CDL usually handles the logistics of contract negotiations, etc. CDL can deal with the Acquisition Units of all campuses. If all campuses want to participate CDL has sometimes been able to pick up one-time costs. Tier 2 includes things that not all campuses are interested in. Some assistance is available centrally. All costs are covered by the campuses involved.

Question concerning Landsat 7 digital images; We can’t catch a free ride — cost sharing is involved. Julia Gelfand -- Costs must be targeted and reserved over a fiscal year. Question about consolidated cataloging in reference to an article stating that UC Merced’s new Library will benefit from processing duties performed by the other campuses; Shared cataloging is being done by UCSD for CDL. In the past it has been done for Asian language materials. The group should discuss doing this among ourselves.

Question: Regarding systemwide collection development, is our group coming up with too many needs? Our service is global in nature, not just one subject area. Answer: We should continue to ask as a group. You can leverage money and pool resources. Every six months the Joint Steering Committee scans requests. Larry Cruse — How’s the money at CDL? Answer: That’s a relative term. There is money, but not for everything. Identify things with one-time costs. Campuses can pay continuing costs. Question from David Deckelbaum about oversize scanners for each campus; Answer — It depends on how you present your project. There are north and south campus needs … we will digitize for the California State Library…

Julia Gelfand -- Can we obtain an ArcView state license from ESRI, instead of campus licenses? Is there a precedent through CDL? Cynthia Jahns — Can the GIS Lab Managers Group get a contract? Answer: There is a process. Central purchasing has dealt with bibliographic software … "End Note". Not sure if CDL has done anything not bibliographic. The closest thing is E-Scholarship "tools". Come up with a project using GIS labs as a package.

Report on UCB scanning project by John Creaser: The USGS, Reston, VA, will scan all historic topographic quadrangles for him at 800 d.p.i. resolution. They will also do Mr. Sid compression. The original files before compression are larger than a CD-ROM will hold, so they have been sent to him via DLT tape. John will make the quads available for viewing on the web.

Larry Cruse — UCSD has a Taiwan Virtual CD TIVO supersized hard disc. Cynthia Jahns mentioned a "Snapserver" which works better than CDROM towers, and menu updates are done easier.

Report by Larry Cruse on San Diego regional DOQQ’s retrieved from the San Diego Super Computer via ADL. Eighty Quads of DOQQ’s should fit on 30 CD-ROM’s. Two terabytes will be added to the ADL server so that ADL can serve out the DOQQ’s directly and more easily. Greg Hajic and Mark Waggoner worked together on sending the UCSD DOQQ’s. Eighty quads were moved within two weeks. The added space for files at ADL should accommodate our needs better and enable serving out digital maps such as the Ordinance Surveys and Survey of France. Is it better to use the distributed model of serving out DOQQs from regional campuses? See if ADL can do it first.

A candid discussion of the ADL interface resulted in several representatives volunteering to test, document, and discuss with ADL staff any search and retrieval problems encountered after becoming thoroughly familiar with the tutorial. Action: Results will be posted to the Calmap Listserv. Volunteers: Wendie Helms, John Creaser, Cynthia Jahns, Larry Cruse (alternate)? Julie Sweetkind. Julie, John and Cynthia will set up a conference call with ADL on Sept. 25.

Jim Jacobs, Social Science data Librarian, UCSD was introduced. Jim makes Social Science data available to everyone locally on campus. He is beginning a project, unnamed so far, to supply access to data regardless of where it comes from and regardless of format. Visualize a bowtie with distributors of data on one side of the bowtie and users of data on the other side. The knot in the middle is metadata stored in a common format. Search and browse links to other formats of the same information (such as Census data). Maps can be found in GIS or other formats. The common format is XML for content. It will be flexible to accommodate different levels of detail and not restricted to LCSH. He will begin with local files first. Marc format: Innovative Interfaces has an XML generator add on. A template for XML is a DTD, or Document Type Definition. Business already uses it and may do much of the work for us. If we all use a common format there will be a payoff for all. The end user? The project defines those that get to Marc records and those that don’t. An indexing tool points to local material and a portal points outside of the library. It will be on the web. It covers documents, data, maps and GIS. There may be one site or many entrances; CDL, ROGER. Everything is tagged, and you can do SQL queries; transparent to the user. A standard template for the Social Sciences is DDI, Data Documentation Initiative. A DOI, Digital Object identifier can make a legitimate document with just a title as a tag. Question: Can you tap into GIS Data Depot or CIESIN? Answer: We can spider to the Census Bureau, etc. DDI is being used in Social Sciences around the country. Larry Cruse: How can we address this within our group? Answer: CDL will put up a Listserv that will deal with DDI. The Data Documentation Initiative may be the best Document Type Definition.

How are campuses cataloging web sites?: UCSD - Larry: Portal project, taking a template off web site and giving to catalogers to catalog for Melvyl/CDL; VAD; UCI - Yvonne - CORC pilot project; Julia - Infomine; Stanford U.— Julie: Cataloging web sites; UCR — Wendie: Infomine.

British Historical Ordinance Surveys on CD-ROM. Licensed for one person at a time; special deal at $19,495. Just buy London Landmark works with Ordinance Surveys? Consult with your British History bibliographer and get back to us on e-mail. $2,500 is a lot of money; the deadline is end of Sept. or end of Oct. UCSD to broker as a CRL purchase?

Landsat7 photos. Are we getting the same thing, or just our area? Will they be free on the web in the future, and how soon?

Next meeting. Action: Ask if UC Santa Barbara can host it so we can follow up on ADL.

Minutes submitted by Wendie Helms, UCR.