University of California / Stanford Map Library Group Meeting,
April 28, 2004 at UC Davis, Shields Library

Chair, Julie Sweetkind-Singer
Host, Kathy Stroud
Recorder, Cynthia Jahns

Present:  John Creaser (UCB), David Deckelbaum (UCLA), Julia Gelfand (UCI), Dan Henderson (UCSD, GIS), Jane Ingalls (Stanford), Cynthia Jahns (UCSC), Mary Larsgaard (UCSB), Kathy Stroud (UCD), Julie Sweetkind (Stanford), Fatemah VanBuren (UCB), Yvonne Wilson (UCI).

Visitors & presenters: David Harris, CERES, Roger Kunkel, CERES; Robin Chandler, CDL, Wendy Parfrey, CDL; Marcia Meister, Patsy Inouye, and Linda Kennedy, UC Davis Government Documents department; Quinn Hart, UC Davis.

Welcome & Introductions

ESRI Site License - Dan Henderson

Dan has worked with Ann Johnson at ESRI to negotiate a site license for ESRI software. Berkeley, Davis, Irvine, Los Angeles, and San Diego are participating at a cost of $12,000 per year, per campus.  It is a year-by-year agreement, and includes 4 passes to the user conference per campus. The conference is later than usual this year, August 9-13, in San Diego.  The site license took effect in February '04, and provides use for affiliates only. Julie Sweetkind-Singer pointed out that students may buy ArcGIS for $100, a real bargain. UCSD is not making it available to undergrads.

CDL Update

Robin Chandler and Wendy Parfrey discussed recent CDL activities with our group.

- They have licensed 6 e-journal collections in the last 12 months. The AGU license for 10 journals is almost complete: in May we should have access to 1995+ .AGU plans to digitize its back files, also.

- CDL did not survey the bibliographer groups this year. Instead they are concentrating on finding open access sites, and encourage us to make suggestions at their web site. The Shared Cataloging Program (SCP) will create catalog records for the sites.

- The APA (American Psychological Association) collection includes a "single print archive copy" of the journals, which will be housed at YRL at UCLA. AGU will have an arrangement like this with UC also.

- Shared Cataloging Program

  They are working on sending Rumsey Collection records to each campus that wants them. We believe they can go through the same loader as the e-journal records, because they are standard MARC records. Mary Larsgaard is working with Becky Culbertson on this.  There is also interest in loading records for the American Memory Collection from the Library of Congress, but some of the records are pre-MARC. Pricing from OCLC is 28 cents/record, for 4-6 thousand records. They call this a "WorldCat Collection".

  We are looking for collections to include that already have MARC records. Mary mentioned Odden's Bookmarks and the Early Maps web site as sites that are considered definitive lists of map-related web sites.  Larry Cruse's map collection at UCSD is going virtual, and he will focus on searching for cartographic sites. Mary will review the Scout Report monthly, and report sites.

  Margaret Mooney at UCR had investigated converting InfoMine records into MARC, but it wasn't worth their while. However, it might be worth checking the Maps section of InfoMine.

  Robin Chandler noted that the Panoramic Maps web site may be harvested now, on the OAI site. Dan Henderson said UCSD is trying to harvest GIS data sets. Mary will ask Ellen K to check for OCLC records that are not from the Rumsey collection. Robin said that CDL is working with several institutions to harvest the metadata for their collections related to the American West.  They have 90 thousand records now. She also reported that they are harvesting others including Ansel Adams, Japanese Internment, San Francisco Stereographs, and the "California As I Saw It" travel narratives from the Gold Rush era.  Mary suggested that it would be helpful to define Rumsey and American Memory as separate SCP projects. Robin commented that the OAC has grown a lot in the last few years, and now includes 9 thousand finding aids and other materials.

The OAC web site is at

The "California Cultures" project provided LC funding to document ethnic groups in California. The CDL is using the 4th grade California history framework as an outline for the project. They have worked with Special Collections departments on the UC campuses in planning their projects. Their goal is to have a MARC record for every finding aid. There is an OAC "Inside CDL" best-practices for finding aids for digital images" document. How is map content indicated on the finding aid? It would be helpful to always include a county name, as well as specific geographic sites as appropriate. Local researchers most often search for city names. The State Library asked the OAC to be a sort of union catalog for these individual local collections.

  The group told Robin and Wendy that we hope to scan historic USGS topographic maps for California. Berkeley has full MARC records for about 350 of the scanned Bay Area topos. They outsourced the scanning to the USGS. Robin noted that they are interested in documenting the time it takes to catalog scanned images. Copyright issues exist for items older than 1923.  Luna Insight allows control over what patrons can download, and at what resolution, which addresses some copyright issues.

  Access to and preservation of California State government documents were discussed. Marcia Meister (UCD Government Documents) noted that the UC Government Information Librarians (GILS) are interested in working on digitization projects for historic California documents.   Julie Sweetkind-Singer asked who is backing up California Geological Survey data, which is being replaced on the web, as new data becomes available. Linda Kennedy noted that UC has already cataloged sites, and wants them available through the CDL. This will be discussed with Rosalie Lack on May 4th at the UC GILS meeting. It was noted that CASIL is the quasi-official data library for the state.

  Online trials of two versions of the Serial Set are underway for UC libraries. The Lexis-Nexis version has more maps than the Readex version, and they are black and white scans of the microfiche. However, Readex will be re-scanning the maps in color. It isn't known if Lexis-Nexis plans to do this also. Lexis-Nexis includes indexing by mapmaker, but maps are in PDF format. Readex gives a choice of Tif or PDF format, and TIF is often preferable.

  Responding to the CDL staff's request for suggestions for digitization candidates, Cynthia Jahns noted that several map collections include aerial photo collections, historic USGS topographic maps, historic coast & Geodetic Survey maps that are excellent candidates for digitization. The kelp survey aerial photos were also suggested. Wendy asked that other input be sent to her.

[Lunch break]

It was noted that UC Berkeley would assume the chairmanship of the group on July 1st, following our procedure of alphabetic rotation through the campuses.

Quinn Hart of UCD, who works with CERES, gave on overview of GIS organizational history for California. The California Environmental Information Catalog, at , now contains 42,000 images and 50 Gb/day is being downloaded.

The CalWater dataset is a pilot for spatial search, and includes 1:100k state watershed maps. In the Physical Geography section of CaSIL's Frequently Accessed data pages you can find a statewide GIS layer of nested watersheds, digitized from 1:24,000 maps (version 2.2).  There is also data available for coastlines, air basins, landcover, etc. Most of the new records are coming in in ArcCatalog format. He also mentioned the California Watershed Portal, at  and CalView, at  There are online tutorials in CalView. Integrating DEMs is on their to-do list.

CaSIL's task is made difficult because California has taken a low-budget approach to providing data. Another problem is the huge size of the state: there is as much data for Alameda County as there is for Maryland.  The UC/SMLG suggested that we could share with CASIL the Landsat imagery that we purchased.

Round Robin Reports from the Campuses:

Santa Cruz: The search for a new University Librarian continues. The library is dealing with a 12% budget cut for next year by not filling most positions, cutting supplies and hardware expenses. The Map Room continues to use temporary staffing in lieu of filling its vacant LA IV position. UCSC thinks it will be able to recruit to replace a science librarian soon. The annual Map Sale & Giveaway will be held on May 22nd. UCSC has a scanner that is available for patron use, and is often used to scan aerial photos. It could be used to create images for I.L.L. if appropriate. There is a preservation unit that provides assistance, particularly with cleaning maps. The Map Room got an edge sealer last summer, and student workers encapsulate maps.

Berkeley:  The Earth Sciences librarian position is frozen. Fatima VanBuren continues to manage the Map Library. Berkeley will be laying off 13-16 positions, and the GA budget has been cut 25%. There is a $600,000 serials cut, of which $17k is Earth Sciences. They have been scanning foreign topo sets, and putting the images on CD-ROM. They have a very good preservation department, who handles encapsulation for them, at $10 per encapsulation.

Davis:  They are beginning limited GIS service, such as locating data and limited technical assistance, and they are getting a scanner. They are expecting a 6% budget cut, and are not hiring. 

Los Angeles:  The Collection Planning and Reference departments are being combined. The Map Collection is part of Reference. Bruman maps will be a reading room, and will return to open stacks. They have a scanner. There is a new preservation lab and conservator on campus.  David asked, are people bringing data into their online catalogs, or just linking to it on their web pages.

Irvine:  The main focus at UCI is space planning. They are hoping to go one more year without a serials cut. There is a staffing freeze, and key employees have retired. They are using temporary reference librarians. Librarians have taken on temporary bibliographic assignments, and they've shifted all orders to paperback when available. Irvine has a small preservation unit.

Santa Barbara: They had a 7% cut in 2003-04, and will have a 7.5% materials cut in 2004-05.  There is not a freeze, but they expect hiring to be minimal. Preservation is part of serials at UCSB. They use an edge-sealing machine to encapsulate maps.

Stanford:  They have a small pool so far for the open Earth Sciences Librarian position. They are processing the Robert and William Moran collection.  This recent donation includes work done by both the Morans (father and son) in petroleum engineering from the early part of the century to the mid-1960s.  Much work was done in Southern California.  Any duplicates will be shared with the appropriate UC libraries.

There is an online map exhibit of African maps at

The new Stanford off-site storage facility is up and running.  Julie announced that the GODORT publication, Documents to the People, is looking for someone to write a map column twice a year.  There is a hiring freeze at Stanford, and a 6-10% collections cut is expected.

The Preservation Department at Stanford is separate from Technical Services. They can send 20-30 maps at a time to be encapsulated, with a 3-4 month turnaround. They can scan, and are glad to do so for I.L.L.