Calmap Meeting:  December 3, 2004  (10am-3pm)

UC Berkeley, Earth Sciences and Map Library, #50 McCone Hall

Attendance:  Jane Ingalls (Stanford), Deb Besnard (CSU Chico), Leta Hunt (USC), Susan Goldstein (SFPL), Larry Cruse (UCSD), David Deckelbaum (UCLA), Kathy Stroud (UCD), Mary Larsgaard (UCSB), Wendie Helms (UCR), Doug Schenk (USGS), Fatemah van Buren (UCB), Julia Gelfand (UCI), Bernie Hurley (SOPAG, UCB), William Terrazas (Track Info Services), Megan Dreager (UCSD), Barbara Gasman, Julie Sweetkind-Singer (Stanford).  Special guest: John Creaser.

Scribe: Julie Sweetkind-Singer

Introductions and the meeting started at 10am. 

CalTopo scanning project (scanning USGS topo quads for the state of California)

            The group discussed the outcomes and goals of the Caltopo meeting held at the WAML conference in Seattle, September 2004:  setting up a list serv (Kathy Stroud), draft survey (Julie Sweetkind-Singer), and who should be sent the survey (Cynthia Jahns).  Mary suggested we needed a name for the project.  People suggested “CalTopo.”  There was a request to have the list of members sent out of people on the list serv. 
ACTION: Kathy agreed to send the membership list out to the members of the Caltopo list.

            Julie presented the survey and numerous suggestions were made to make it more complete.  There was a discussion about how to keep the survey relatively short in order to get the most number of organizations to respond.
ACTION: Julie will update the survey and send it to the list for approval.
            The group discussed who should get the survey and numerous groups were added to the list.
            A discussion ensued about the scope of the project.  It was decided that ideally all of the USGS topos for California will be scanned, including the 7.5’ series.  Doug, Barbara and Li gave us updates on their projects.
Next steps:             A central inventory needs to be created in order to make a comprehensive list of everything known to have been printed.  Doug Schenk has a database and the goal is to make usable the index to the public.  Li has the pre-1934 indexes that she created from USGS Reston.  (Edition data of 1934 or earlier – 30s, 60s, pre-34 15s).  A Union List could be created after the inventory has been distributed.

ACTION: Li will check with her volunteer and they will decide if they can handle the work of managing the inventory.  Li will send copies of her inventory to interested participants.  She should be contacted directly.

            A committee should be set up to handle to manage the project.  It was suggested and agreed that anyone who volunteers for the committee should be willing to run it.  The leadership position will rotate on a yet-to-be-decided basis.

ACTION: Julie will send out a call for committee members on the list.

            A Web page should be created to put links to the projects already on the Web.  This will either be linked off the WAML page (ideal) or created as a new WAML page.

ACTION: Kathy Stroud will send out a call for links to the list and will coordinate with Linda Zellmer to get the page linked to the WAML page.

Library of Congress NDIIPP update – Mary and Julie

            Mary presented the background and history of the project.  UCSB and SU have recently received a large grant from the Library of Congress to archive geospatial data.  The Web site is  The grant started November 1, 2004.  In three years this project will result in best practices so any library would have a plan a work on how to archive this type data.  Julie talked about who the content providers will be, the status of the project, who will be hired, and what the interaction will be between UCSB/SU.  Julie and Mary are very interested in the CalTopo scanning project and helping to preserve these images. 

Larry Cruse suggested exploring the preservation of temporal gazetteers.  This is something that should be preserved as the changes are happening once a month. 

Digital Sanborns as a Tier 2 pruchase.

            Julia got the information from Brad Rhodes yesterday.  He stated that price should not be a deterrent.  The purchase would be through ProQuest.  It could be funded over a period of years and with multiple partners.   Project fits in well with CDL as it helps create a richer California archive.  For UCLA and UCB, there may be an option to add other states for wider access as they already subscribe.  There is a lot of interest in the UC history departments.  The feedback is to rescan from the originals.  LoC was trying to put them in the public domain and didn’t do it because of copyright concerns.  (Black and white, not color; unreadable scans; poor interface.) 

It was suggested that we pay the Library of Congress to get high end scans of their Sanborn maps.  Also suggested was a shared purchase order for the Library of Congress to scan all of the California atlases in the public domain.  (Could they end up in the American Memory?)

Phil Hoehn is doing a union list of the atlases including the public atlases.  He’s updating his first list and LC is going to merge their checklist as well.  Northridge has the most complete collection in California.  The indexes are copyrighted and so can’t be put on line. 

ACTION: Mary will request color scans of all Santa Barbara atlases that are in the public domain.  The cost is roughly $50/page.  (Larry is considering the same for UCSD.)  They will report to the group about the speed of the service and the quality of the scans.  Mary will also send out an email to the group about pricing and ordering scans from LoC.

ACTION: Julie will talk to Colleen Cahill and John Hebert at the Library of Congress in January when she is there for the NDIIPP kick-off meeting.  She will discuss the possibility of the libraries providing the funds to have LoC scan all of the California atlases in the public domain, provide us with copies, and then add to the American Memory site.  Questions for Julie to ask include: How many scans are available for the state of California?  How much would the cost be for Library of Congress to scan all of these maps?  What would it cost to do the state and then try to find the funding from the California.  What is the time table to scan? 

ACTION: Larry Cruse will contact Linda Zellmer to find out if there is time during the May map meeting at the Library of Congress to talk about scanning the Sanborn maps.  What needs to be done to get the scans, get them into the public domain, put them into American Memory and who will pay the bill?  (Does this have to do with the politics of the system?) 

Shared cataloging

Shared cataloging will take place for geospatial and Web resources.  The current version of the plan was written by Mary.  The shared cataloging unit is working on the Rumsey records and the American Memory records.  Mary asked for an endorsement of this project.  This was given by the group.  Things can be arranged with Stanford to participate.  The next phase is to get money from CDL to get records downloaded from OCLC (approximately 4,000 records) and this should go through UCB in order to make sure the deduping of the Rumsey records happen.  All of the links from OCLC would have to be checked.  Part of the request for this project is for 3 FTE.  (OCLC charges once for the whole system.)  One idea is to go through Odden’s list, but this would take original cataloging.  

Everyone has a liaison on their campus for this process.  Be in communication with these folks to make sure that the records are getting flipped into the local catalog.

ACTION: Mary will send the Web page with the name of the liaison for each campus. 

Status of Rumsey and American Memory

             Rumsey is moving along.  The records are still being manipulated in the system to make sure people are aware that these are scans and that the paper maps are not held by each library in the system.  This has to be done by programming.  It is a batch operation. 

            Julie suggested that CSU Chico, USC, and SFPL contact David to get the MARC/OCLC numbers to download them into their own systems. 

            American Memory.  The maps are already online through LoC.  They have taken their most popular cartobibliographies and then put them online.  The Library of Congress is willing to send the records on a monthly basis.  It is unclear if the records are in MARC.  We think they have minimal cataloging records.

Adding USC as an official member to UC/SMLG     

Li has been approved by USC to become a member of the UC/SMLG.  They do little reference, but do offer the scans and inventory.  We have a formal sign-off on collection development (5-year agreement).  Each participant must have an AUL that is willing to sign this document.  We would need to send a letter to the head of CDC (Collection Development Council) to request that they be allowed to join the group.  The group is very interested in having USC as a member.

  ACTION: Mary will talk to Lucia Snowhill about where to go next with this.  She will get back to the group as soon as she has information.

Round Robin

USGS (Doug): He is working on the nationwide index of the topographic map.  Bay area topos are online at  This will be linked to the WAML site.

            UCR (Wendie): Integrated thematic Mexico maps from UCSD through UCSB.  They hired a new GIS student (from conservation biology).  Hoping to get Southeast Asian money that is coming to campus.  Has taken over astrophysics.

            USCB (Mary):  LoC contract has been taking up a lot of time.

            UCD (Kathy):  She has started a GIS reference service.  She is serving the entire campus.  Their computer is available to everyone on campus and has GIS software on it.  She is not teaching it, but provides learning materials. 

            UCLA (David):  The dept. that houses the maps has been combined with the bibliographers group on campus.  They collect for the general collection.  The other bibliographers are responsible for doing reference service.  David encouraged us to attend CUAC conference in May. 

            UCSD (Larry and Megan): Larry is working on the shared cataloging project and is dealing with the downsizing of the map collection.  They just hired Dawn Martin who is the new GIS coordinator.  She starts on Thursday.

            SFPL (Susan):  1905 San Francisco Sanborns.  She really wants to get them scanned and hopes the LC project goes through.  The City and County of SF are putting GIS information online.  Have started with art in the city.  Their collection is not very well documented or organized.  About 1,000 maps – many street maps.  No map records in the catalog – all on a numbered index.

            USC (Leta): Moving forward with organizing their map collection (250,000 map sheet gift from 3 years ago).  They’ve been sorting through them as well as the legacy collection.  They have found rare maps in with the navigational map.  They are about half done with that.  They have bought new cases.  Do not have a service point.  The students and faculty have requested map and GIS services. 

            Track Info Services (William): They have an online information network that is used by private and public information agencies that need environmental information.  Have a lot of requests for aerial photos and topo maps.  They work heavily with UCSB.

            CSU, Chico (Deb):  Have scanned all of the maps in their collection that are in OCLC and have been cataloged (600 or so).  As they catalog the rest, they scan them (600-700 more).  All of the information from the maps is included in the cataloging record.  The link is off of their library catalog.  They have also contracted with Plumas County to archive/fixing/repairing/cleaning/encapsulating historic county maps (mining, city, county, etc.).  They have 5,000 maps and CSU, Chico have finished about 600.  They are being scanned and are given a minimal cataloging record.  For Plumas maps, every proper name is indexed (place names, mines, rivers, etc).  Each has an individual URL and are put online.  The historic photos of Plumas are being scanned as well.  After Plumas, they are going to go to the next county.  Deb will generate a list of the maps they have scanned. 

            Stanford (Julie/Jane):  Large format scanner constantly is in use.  Hiring is ongoing for the Earth Sciences position and the geospatial librarian (grant).

            UCB (Fatemah): John has retired.  There has been a reorganization of his work.  Fatemah has transferred his work to some of her staff.  Fatemah is doing all of the collection development and the management of the library.  They are doing scanning of the map collection on a regular basis.  The topographic maps index has been updated regularly.  They are on CD or DVD.  She will do interlibrary loan for these items.  Usage is only for UC students and faculty.  Fatemah was doing all of the cataloging, but she has no time to do this.  Only the original cataloging for the atlases is being done.  In the last management meeting, they know a map librarian is needed, but the position is frozen and there will be no money for the next 2-3 years and so a letter would not be useful although we can send it if we want to. 

Future items

Julia will host the next meeting at UC Irvine.  Time and date to be decided. 
Meeting adjourned at 3:15pm.