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UC/Stanford Map Libraries Group Meeting

December 17, 2007 at UCSB

Chair: Wendie Helms (UCR)
Recorder: Yvonne Wilson (UCI)
Present: Julia Gelfand (UCI), Tracey Hughes (UCSD), Cynthia Jahns (UCSC), Kris Kasianovitz (UCLA), Mary Larsgaard (UCSB), Mike Smith (UCSD), Kathy Stroud (UCD), Julie Sweetkind-Singer (Stanford)

1. Welcome by Mary Larsgaard and Larry Carver

2. Attendees introduced themselves

3. Minutes of June 15, 2007 approved.

4. UC/Stanford Primary collecting responsibilities and conspectus update. The following campuses have revised their sections: Santa Cruz, Riverside, San Diego. Julie is now revising the section for Stanford. When the revisions are complete it will be mounted on the UCSMLG website.

    a. Cooperative Agreement update. All campuses have signed and it will be posted on the UCSMLG website.
    i. Action: Mary will send the agreement to Cynthia for posting on the UCSMLG website.
    ii. Action: Julie will send updates on the cooperative purchase to Cynthia for the website.
5. UCSMLG website update. Cynthia would like another person to assume responsibility for the website. Michael is willing to take it over, however, he questions how useful it would be to change the URL since he is in San Diego.
a. Action: Michael will check with Megan Dreger to determine if he can take over the site.

6. Standardized Non-LCSH Subject Headings for Electronic Resources Cartographic Materials (ERCM). Mary discussed Melvyl changes. Santa Barbara is doing an OCLC reclamation project. Stanford just completed such a project.

a. Action: Mary will send final draft of ERCM subject heading document by Jan 14. 2008.

7. Integrating GIS data layer level cataloging at UCSD – Tracey reported that UCSD cataloging has agreed to catalog the GIS data layer for files stored on the library’s GIS server. The records will have the following note “Data only will available on server in the UCSD Geisel GIS Lab”. The server holds data from a variety of sources including, SANDAG, SanGIS, ESRI Maps and Data discs, and is arranged loosely by continent in a simple folder structure. All data layers have metadata created using ArcCatalog and will have a location in the catalog of “Geisel GIS Lab”
a. Action: Tracey and Mary will work on the OCLC cataloging project.

8. SimplyMap – After much discussion and mention of similar databases, it was decided that the various products should be compared.

a. Action: The following products should be examined by the following people comparing the listed qualities below and then tested with specified set of questions. Julie will create a wiki by mid-January with a spreadsheet as a collaborative space to record the results of the examinations. This evaluation should be completed by end of March. b. Comparable databases and examiners. : SimplyMap (Kris) , ESRI Business Analyst (Julie), ArcWeb Explorer (Tracey), Social Explorer (Wendie), Geolytics Web (Mary), Neighborhood Knowledge California (Julia), and Geolytics CDs (Kathy).

i. Additional notes: Simplymap was purchased by UCLA Anderson School of Business. Historical file are licensed separately. There is a need to determine the source and add this information to the metadata.
ii. Social Explorer has data back to 1940 census for nation, state, and county,
iii. Neighborhood Knowledge California is a UCLA product

c. Comparative qualities to examine:

i. Calif. population over time
ii. Level of geography (i.e. census tract, STF)
iii. Zip code
iv. Source Information
v. Inclusion of roads
vi. Neighborhood identification
vii. Economic information
viii. Historical content
ix. Cost
x. Downloading
xi. IP address capability
d. The test questions:
i. Ethnicity, age, and income in a census tract in San Diego
ii. Homeownership by county for U.S.
iii. Tracey will have student Lab Assistants at Geisel GIS Lab conduct searches across all the databases after a few questions are developed by the UC/Stanford Map Group

9. GeoScience World ( database provides fulltext coverage to 36 small society journals not in Georef. Proquest provides access through the CSA platform. Cynthia wanted to know if anyone was considering purchasing. Stanford has already purchased it.

a. Action: Julia will ask Proquest about a UC subscription and see what the interest is. ( Postscript 2/07 Contact was made with the UC GeoSciences Librarians and a 6 week trial was arranged through March 7, 2008 and three campuses currently are participating – Berkeley (Fatima Van Buren), Santa Barbara (Annie Platoff) and Irvine (Mitchell Brown). The pricing of this product is usually steep suggesting that it is not a good example of scholarly communication business principles.)
10. Scanning
a. San Diego has purchased a HP T1100 for $20,995 with a five year maintenance plan.
b. Julie reported that a Stanford history project (Spatial History) will be scanning maps for an in-house spatial history project on the cost of moving goods by rail 1880-1920. The project is funded by a Mellon Grant. Scanning will begin for California and Nevada
c. Julie asked Chico State and UC Berkeley if they would allow open access to their scanned California topos. They would not give permission.

11. Open access to scanned public domain material, i.e. maps. UC/Stanford Map Group questions the preliminary opinions that the UC scanned public domain material is copyrighted. This would have a deleterious affect on any scanning project of old government material, such as, topo maps. There is an opinion that scanning is “transformative” and thus the scanner has the copyright to the image. It was suggested that a “creative commons license” should be applied to such material.

a. Action: Mary will draft a letter to SOPAG asking for clarification of the issue that UC scanned public domain material has a UC copyright. She will explore the application of a “creative commons license”, attribution and non-commercial use to provide for open access. She will stress the open access already available through Calisphere and Alexandria Digital Library. Julie will find out the opinion of Stanford on this issue.
b. Action: UC Libraries will work with their government documents librarians and go up through their respective university systems.

12. Changing the meeting format to one meeting in person and one meeting by teleconferencing. Everyone agreed to try this meeting rotation.

a. Action: Each person must determine how a teleconference is conducted in their library or on their campus. Calmap will meet in person in June at UCI and by teleconference in December in 2008.

13. Update on UCLA map collection. Kris reported:

a. The search for a new map librarian was unsuccessful. A second search will start soon.
b. Johnny Hargis, map resource library assistant, has increase the use of GIS in the library by telling urban planning students that the library has GIS on the computers and a color laser printer.
c. Chris Colemen has returned as a temporary Geography and Urban Planning bibliographer.
d. The map cataloging backlog will be addressed by the temporary head of reference in the YRL and Johnny.
e. Kris, Johnny, digital projects coordinator, and a person from preservation, performed a site visit at the LA County Assessors Office to determine if UCLA could accept and digitize the 1900-196X assessors books. The collection is enormous, public access is provided 5 days a week, about 5 people a day use the collection, and there is not LA Archivist at this time. While the issue is not closed, there are lingering questions about ownership rights, digitizing methods since the volumes are bond, and costs.
14. CalView consortium discussion – Wendie and Kathy wanted to know if UCSMLG want to be a consortial member. It was determined that the group could not be members, but we could write a letter of support.

15. Interns – Cynthia has used some of the recommendations from the December 2006 discussion of using interns in a map collection to train a San Jose Library School intern.

16. Next meeting will be held June 26 at UCI, the Thursday before ALA.

17. Round Robin

a. San Diego – Tracey has completed the ALA Emerging Leaders program. She found it to be in an inception stage, with room for improvement. She is a sub chair for a project with MAGERT Education Committee which is drafting a core competency for GIS librarians. She is now chairing the MAGERT Geotech Committee and will likely plan an ArcGIS training preconference for ALA Annual in Chicago in 2009. Tracey has also become an ESRI certified trainer for the Introduction to ArcGIS I course. The GIS lab is purchasing new hardware and 24 inch monitors, and is exploring using VM ware to Manage the software on all the machines. 2005 San Diego imagery has been purchased from Aerial Express and we have done a metadata project for downloaded fire data which was obtained from the web. UCSD will host WAML October 1-4, 2008 at the San Diego Historical Society at Balboa Park. Mike is the acting treasurer for MAGERT. MAGERT is debating whether to make Baseline only an on-line journal. UCSD has hired a new data services librarian, whose name is Berenica Vejvoda.
b. Stanford – New engineering library will be ready by June 2010. Three new librarians have hired who worked formerly in corporate libraries. The NDIPP grant Mary and Julie are working on has been extended to April 2009. This will give them time to produce collection development data, cataloging workflow, and preservation plan. GIS use has grown in the Social Sciences and Humanities. GIS users are using ArcPad. More than 60,000 maps have been stored off-site. An additional 40,000 will be moved out of the Earth Sciences building with the help of a San Jose. Library School student. No information about the Sanborn project. Filling in the aerial photo holdings for Santa Clara County.
c. Santa Cruz – The addition to the McHenry Library is finished. The new AUL for Technical Services is Robin Dale, who formerly worked at OCLC and taught at the San Jose Library School. Recruitment is continuing for the AUL for Public Services. The Science Library has 2 librarian openings. Cynthia is buying aerial photos for the map room.
d. Davis- Working to make aerial photos more accessible by locating indexes and acquiring missing photos. Sponsored a GIS Day for the campus. Library is recruiting for an AUL for Technical Services, and head of Access Services.
e. UCLA – Renovation of the first floor and A level of YRL is proceeding. Trying to find room for a study commons, map room, periodicals, and newspapers. Map room is closed. Want to study the affect of digitized maps on the use of paper maps, especially those in storage.
f. Irvine – Many librarian recruitments are in process. There is a new team formed to rethink GIS in the UCI Libraries. Interdisciplinary studies are growing on the campus. New major is being proposed in Urban Studies.
g. Santa Barbara – No word about the renovation of the building. Addition to the library delayed due to earthquake upgrade. New UL, Brenda Johnson, will start Jan 1, 2008. Air photos indexes are being scanned, but they are not up on the web yet. There about 6-7,000 indexes. Scanning 15’ quads.
h. Riverside – Manuel Urizzola has been hired as the head of Technical Services, and Barbara Shader has been hired as the AUL for Collection and Scholarly Communications. Scanning CA State Mineralogist bulletins and reports. Using an outside source to locate missing maps for scanning, but source does not want maps available on the web. There may be a request for copyright approval, because CGS materials are copyrighted by the State. Also, 1923 is no longer a rolling copyright date (e.g. for the Sanborns).

Last updated 2/27/07 includes revisions by Tracey, Julia. Julie and Cynthia.



Maintained by Cynthia Jahns (cjahns at Last updated 17 July 2008