UC/Stanford Map Libraries Group
Minutes for March 25, 2003

Branner Earth Sciences and Map Library Stanford University
June 2, 2003
In attendance: John Creaser (UCB), Larry Cruse (UCSD), David Deckelbaum (UCLA), Charlotte Derksen (S), Julia Gelfand (UCI), Vera Giles (student; previously map intern, S), Wendie Helms (UCR), Dan Henderson (UCSD), Ann Hubble (UCSC), Li Hunt (USC), Jane Ingalls (S), Cynthia Jahns (UCSC), Linda Kennedy (UCD), Carol LaRussa (UCD), Katie Lage (UCSC), Mary Larsgaard (UCSB; rapporteur), David Lundquist (UCD), Dorothy McGarry (UCLA), Linda Newman (U Nevada-Reno), Jim OÕDonnell (CalTech), Julie Sweetkind-Singer (S), Diana Watkins (California Geological Survey), Yvonne Wilson (UCI), Kathryn Womble (California State Library)

The meeting was called to order at 10:10am by Julie Sweetkind-Singer, convener of the group.

After introductions, Nick Ronsiek of Tobin International gave a demo of Global Planner, a database of georeferenced topographic maps (Russian-produced; 1:500,000-scale; dating mainly from early 1980s) with added layers of data from NIMA (e.g., place names in English) and USGS (geologic database for continents). There was considerable discussion both during and after the presentation. Nick will check with the office to find out if this database could be served out by Tobin; he noted that it can be networked (Rice University does). This is a one-time purchase; the formal pricing schedule is $19,500 for one library and $11,500 per library for 9 libraries. This price can be negotiated; Julie is serving as negotiator for the group.

There was a break from 10:45 to 10:55am.

From 10:55 to 11:05am, Mary Larsgaard gave a summary and status of the Historical California USGS Maps Project; she will use all the documentation Li Hunt wrote for the proposed IMLS grant proposal for an LSTA grant proposal (preliminary due in November 2003) and - if that is not accepted Š for the next round of IMLS grants in early 2004.

From 11:05 to 11:40am, Li gave a present on the aforementioned project. USC funded a pilot project, including inventory work, cataloging, and scanning. About 850 pre-1934 maps for this project; about 400 have been scanned but they were not online. A digital camera was used, with 300ppi, and the resulting files compressed at 20:1; while these are not appropriate for archival purposes, they will be acceptable for 99% of her map users. Li spent about a week at USGS (Reston) on inventorying; USGS is very eager to work with us on this project. Li received from USGS 2 databases: pre-1934 maps (complete); and 1934-1984 maps (incomplete and not necessarily always accurate). On the last day Li was in Reston, she found a card file with cards for maps of the U.S. as a whole Š about 48,000 cards, which contain information as to when a map were revised, etc. Li scanned sample cards to show us what they are like. It seems likely that if these cards are not scanned within the next 2-3 years, they will be discarded and the information will be lost. Li will keep us informed as to what USGS tells her concerning costs to move the information on the cards to USGSÕs cell database.

From 11:45am to 12:20pm Linda Kennedy gave a report on the work of the UC Libraries SOPAG Task Force on Government Information (see http://www.slp.ucop.edu/sopag), whose report is due by the end of April, and will be sent to the campuses for discussion.
Amongst the major goals are to develop a systemwide collection policy for government documents, and to decide what is the best way to deal with depository documents Š e.g., have one systemwide copy (local option to keep or toss local copies), or a distributed depository. A need for paper products has been noted; even though documents are made available on the Web, some documents are easier to consult in paper, or are required for legal reasons in paper, or the Website may be taken down.
The TF is also concerned about archival matters Š e.g., perhaps a systemwide copy would be ILLed only for in-house use and would not be sent outside the UC system. The TF hasnÕt yet dealt with maps and is interested in hearing from UCSMLG. There was a considerable discussion about identifying the last copy with problems noted (e.g., many maps are not cataloged; if items are cataloged, the information that something is a last copy would need to be in a coded MARC field that computer software would alert library staff not to withdraw the item). Mary noted that UCSMLG members are accustomed to only one or two libraries being responsible for holding certain titles, and gave as an example withdrawing from SBÕs collections the 1:50K geologic maps of Spain and the Special Map series of the Geological Survey of Alabama Š SBÕs audience of users very seldom requires detailed geologic maps of foreign countries.

At 12:20pm, the meeting was adjourned for lunch.

CalGeo members met in another room from 1 to 2:30pm.

At 1pm, the meeting began again, with a report on the future of CERES by Dan Henderson. The agency is in limbo; Dan urged everyone to write to their Representativves on the committee re saving CERES. Dan will talk with Gary about archiving and other questions; ESRI is getting the Teale data and putting it on the geography network.

Next was a discussion about online delivery of maps:
California State Library: 11"x17" scanner
SU: 40" scanner; plotter
UCD: may get access to a Phase 1 camera; no plotter
UCI: 11"x17" scanner; no plotter
UCLA: legal-size scanner; old plotter that prints 11"x17"
UCSB: large-format plotter and large-format scanner
UCSC: 11"x17" scanner; no plotter
UCSD: 13"x19" scanner; 36" plotter
USC: Phase 1 camera; no plotter or printer

There was a request for introduction information for the conspectus, from each library; UCLA has already supplied. Mary will send out a template (derived from UCLAÕs email) and send to calmap.

Round Robin:
CSL:
220 employees; 55 will be gone by the end of June (many persons are leaving now); CSL will host a WAML meeting in spring of 2004; Kathryn Womble asked what state agencies WAML members would like to have make presentations
Stanford: There is a hiring freeze, and there will be no salary increases; budget cuts are to start August 1, 2003, with a 3% collections-fund cut, and 7.5% cut in everything else, which means there will be layoffs (about which theyÕll be finding out in April and May). They are maxed out as far as space is concerned; there is to be the Stanford Auxiliary Library near Livermore, to open at some point. Julie has requested 200-300 map cases for this storage facility; maps must be cataloged before they are sent. They are integrating the maps from the Hoover collection; this collection came from the 13th floor, under the carillon, and was infested with vermin Š the collection has therefore been frozen. The map library has had 2 interns from San Jose StateÕs library school and one more is to come. Julie was promoted to Associate Librarian.
UCB: There is a hiring freeze; the search for the head of the Earth Sciences and Map Library has been postponed until June 2003. John transferred money from GA budget to permanent-staff budget, and therefore now has a new LAI position. Plans for budget cuts are from 2 to 10%. John is running out of space, and has no time to weed. Maps from Turkey to India have been scanned, and John has low-resolution images available over the Web; he has a Webpage listing the high-resolution files but needs a place to download them from - last October, his library ran out of server space but many terabytes are on the way. A person in Wyoming is doing excellent work scanning Soviet-produced maps, resulting in jpegs, and John would like to get all of these series from other libraries also to the person. John recently received 8-9 file cabinets of air photos from the Geography Department. He has just canned one of the old USGS Folios and will send us the URL.
UCD: 5-10% budget cut (mainly materials budget). 2 digitizing projects Š 1 is funded by the Mondavis and is of Napa County maps; the camera from Special Collections has been moved to Library Photocopy Services to get this work done. The second project is to scan air-photo flights, staring with the 1937 flight, and to serve them out. On September 2, David will retire; probably a GIS specialist will be hired.
UCI: UCI is one of 3 campuses slated for aggressive growth, and to be staffed abouve ARL standards, but itÕs still a smaller librarian cadre than when Julia started work there; growth is mainly in the non-librarian staff. There is a serious lack of space and therefore a reduction in print serials. Collection funding remains strong, and workloads huge. There seems to be a slowness in getting digital projects going but a couple of funded projects have just come through.
UCLA: The library is now on its second interim UL (9/2003: Gary Strong). Space is a real problem, with many more items coming in than there is space for; David has been directed to downsize the map collection. There is a hiring freeze, and the person who did copy cataloging of maps has left.
UCR: The library got a new UL last fall. Wendy has a new assistant, and two student assistants, one of whom works with GIS. She is trying to purchase the Geolytics 1970-2000 package and is filling in gaps in Mexico 1:50,000.
UCSB: Plans for a new library are on track; an architect is being selected. SB is very interested in getting its air-photo indexes scanned and served out over the Web, since the number of flights (12,000-20,000) is much smaller than the number of air photos (2.8 million) in the collection. David L. noted that his library has a stack of about 500 ap indexes (USDA), going back to 1937.
UCSC: Katie Lage will be resigning and moving to the University of Colorado, Boulder, as map librarian, June 16, 2003. The UL has resigned and a search committee is being formed. They are able to fill positions. They are hoping to have an addition to McHenry Library because of lack of space; they estimate they will be losing about $100,000 in collection funds. Cynthia noted that Luna Software will be licensed by the UC system. Cynthia would also like to get ap indexes scanned; she is getting some aps scanned by Fort Liggett.
The next UCSMLG meeting will be at SC, Wednesday, September 10, 2003. WAML will be at SC September 11-13. UCSD: The charge for the map collection is to reduce its physical footprint by 85%; Larry has only 35% to go, and is gradually handing off hardcopy materials to other libraries. There is a capacity of petabytes of storage at the San Diego Supercomputer Center, so collection of digital materials is emphasized. Dan Hendeson does the GIS work.
USC:
A new library is planned. Li serves as a _ time map curator for a collection of about 250,000 maps; she has 10 hours per week of student help and a person has been assigned to cataloging. She does not know at this point when the collection will be ready to be open to the public Š she is estimating it would about 7 years with 20 hours of student help per week to get maps processed and in order - and is reasonably sure that the digital collection of scans of CA topos will be available before the hardcopy collection is open. It will be a non-circulating collection; currently the collection has no photocopier or scanner. The collection is primarily composed of maps of California and western states, with a substantial number of large-scale maps of western Europe.

At 3:25pm, the group began its discussion of shared purchases. Julia noted that the cataloging of the Columbia Gazetteer (online) is in process; this is a 2-year contract with the publisher Š please let Julia know quickly if your collection funds donÕt allow for this purchase. Dan Henderson noted heÕs made no progress on the proposed ESRI shared purchase. It was noted that the CSUs have purchased an unlimited site license. It was noted that at UCSD, GIS is run out of the library and that means the ESRI site license is also; this is not the case at the other libraries. Some campuses (e.g., R, SB) already have sweetheart deals with ESRI. Julia noted sheÕd heard a rumor that ESRI wonÕt renew the introductory offer at the same rate; Dan will check on this. Julie then spoke briefly on the Tobin proposed shared purchase; the initial offer is 5 campuses at $10,000 each, and Tobin would prefer 8 campuses.

The minutes of the last meeting were approved at 4pm.The meeting was adjourned shortly thereafter.

Not discussed were the Aerial Express proposed shared purchase or the proposed shared cataloging for Websites of geospatial data.