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Shared Cataloging Proposal: “Online Cartographic Resources Collaborative Cataloging”
UC/S Map Libraries Group, April 2005

1. Title of project:

“Online Cartographic Resources Collaborative Cataloging”

This proposal is submitted by the UC/Stanford Map Libraries Group, April 2005.

2.      Background information: Please provide any background/context statements about what this project intends to accomplish.

Catalog and capture as appropriate online maps, remote-sensing images, atlases, spatial databases and associated web content. About half the content will use preexisting MARC records and the remainder will require original cataloging.

The first phase of the project will be retrospective, utilizing in the main records for maps in the David Rumsey collection at, records for maps in the Library of Congress Geography & Map Division’s portion of American Memory at , and from OCLC.

In the latter case, the focus is to obtain and work with a collection of records in the map format that are Internet resources.  While there is not currently an OCLC product that does what is needed, initial email discussions with OCLC are that OCLC may be willing to create a one-time set of records for OCLC WorldCat Collections Sets.

The second phase - current cataloging - is as of spring 2004 under discussion by the UC/Stanford Map Libraries Group, focusing on best practices.

3. What kinds of materials do you want cataloged? (Be specific: monographs, serials, databases, maps, sound recordings, etc.)

All content will relate to cartographic materials, including maps, bird’s-eye views, panoramas, aerial photos, online databases and associated monographs, such as gazetteers and conference proceedings. The majority of the titles will be monographs.

Project includes the batch acquisition of MARC cataloging records and the downloading of content into UC-controlled servers. There is also a significant number of records being generated for federal, state, and local official documents and depository material not cataloged by the

Government Printing Office (GPO).

4.      What is the initial volume of materials to be cataloged? Any estimates of how many materials are in each format? Are there logical groupings?

MARC records:  For phase one (retrospective cataloging), the initial estimate is ca. 16,000 records, to include ca. 8,000 for the Rumsey

Collection, ca. 4,000 for the Library of Congress’ American Memory

Maps and a miscellaneous set of ca. 4,000 records available from OCLC.

Copy cataloging: Major sources of non-MARC cataloging copy are

Infomine Maps, UCSD SAGE and Librarians Index to the Internet involving ca. 4,000 records.

Original Cataloging: This is work that will be done as part of phase two (current cataloging), which will include both the addition of newly cataloged sites as OCLC records, and the creation of new records for titles not found on OCLC.

5. How will the catalogers find/identify what to catalog? (Is everything at one "gateway" URL? Or will a list be provided? Or?. )

Phase one: Obtain David Rumsey Collection records, American Memory map records, and from OCLC MARC, records on the map format that are

Internet resources.

Phase two:  Sources for items to be cataloged include Odden’s Bookmarks, Map History Webpage (maintained by Tony Campbell), the Internet Scout Project, Librarians Index to the Internet, and other current-awareness tools. (List of URLs for these sites is appended.)

6. What standards and procedures will be followed? Do the existing cataloging guidelines sufficient (, or will additions or modifications be necessary? Please cite or attach any other existing standards or procedures that can be adopted or consulted.

AACR2R and MARC21 rules and field definitions will be followed.

National Cataloging Guidelines adapted for the SCP program (2003) should suffice in most cases,

with additional requirements for georeferencing (e.g., coordinates), software compatibility for GIS, and linkages to supplemental graphic indexes.

7. Are there any special "hooks" you would like to have included in each record (special project name, subject heading, keyword, title, etc.) to facilitate retrieval?

Geographic subject headings (place names) and geographic coordinates are important – the former for general users, and the latter for more geographically literate persons and for manipulation by computer software.

 8. What timetable did you have in mind? How urgently are these records needed? What other options have been identified for cataloging if the presented timetable cannot be met by the SCP option?

Phase one (retrospective cataloging): We defer to the UCSD SCP cataloging group to estimate time required to deal with the David Rumsey records and with the American Memory map records.  For the OCLC records (records for online cartographic resources), we estimate 18 months for the retrospective work (e.g., deleting duplicates).

Phase two (current cataloging): While there is an immediate need for this service, at this point the UC/Stanford Map Libraries Group is still working on the most cost-effective way to do the work.  For the e-journal cataloging that has been done as an SCP project there is just one source for the lists of titles to be cataloged (CDL’s negotiations with publishers of e-content provide these title lists); such is not the case with Websites of cartographic materials. There are many, many sources to be perused by map collection managers.  At present, UCB and UCSD are adding 400 MARC records per month for the Rumsey Collection. The LoC American Memory Maps project will supply a like amount, over and above the 4,000 already in hand.

9. What additional resources (staff, equipment, software, etc.) might be needed to move ahead with cataloging (understanding that this may change over time as the project is further refined)?

Phase one (retrospective cataloging): While we defer to the UCSD SCP cataloging group’s judgment on this point, we estimate that this project warrants a staff of three FTE to handle all of the volume and complexities on an on-going basis.

Phase two (current cataloging): To be determined.

10. How will new or on-going materials be identified? How will the cataloging agency be notified? Please estimate the number of new/ongoing titles to be cataloged per month once the retrospective cataloging phase is completed. Will there be any special ongoing maintenance needs for these records?

On-going records will be distributed direct to the “map” cataloging team from current sources associated with Rumsey, American Memory, Infomine Maps and SAGE Geography. There will be additional items conveyed to the team by members of the UC/Stanford Map Librarians Group.  The estimate is ca. 900 titles.

11. Which campuses will have access to these materials? Have contacts at each campus been established?

All campuses will have access to these materials. The UC/Stanford Map Libraries Group has a member on each campus except Merced and San Francisco; in addition, the Stanford map library is a member of the Group.


12. Who has lead responsibility for the project (name, email address and telephone number)?

The cataloging specialist and principal contact is Mary Larsgaard , (805) 893-4049, (805) 893-8799 (fax). She will assume lead responsibility for 2 years.

Appendix:  URLs for sites listed in #5.

Odden’s Bookmarks,

Map History Webpage,

Internet Scout Project,

Librarians Index to the Internet,



Maintained by Cynthia Jahns ( Last updated January 2006