Cataloging Workflows

Sheet Maps

Background

The Marx Map Room contains sheet maps transferred from the Map Department at SML and the Geology Library. Access is restricted — contact the Marx Library Information Desk to view the collection. Maps are a mix of catalogued and uncatalogued materials, arranged according to the Yale Map Classification system.

Workflow

• Process One Folder at a Time – Work through each folder individually from the same drawer.

• Check for Duplicates Verify against the local catalog and search OCLC for existing records before creating new ones.

• Create records – Each map requires Bibliographic, Holdings and Items records.

• Barcode Guidelines

  • Affix the barcode on the verso of the map, in the bottom right corner.

  • If the map is in mylar, attach the barcode to the mylar instead.

Small and Cover Maps

Background

In 2018, approximately 2,200 small and cover maps were transferred from the SML Map Collection to Technical Services, where they are currently being cataloged. Once cataloged, small maps will be moved to the Marx Map Room, and cover maps will be transferred to the LSF.

Arrangement

Small maps are arranged by local classification number (Yale map call number), grouped by geographic location, and housed in preservation-approved boxes. ach map is placed in mylar. Each folder holds a maximum of 17 small maps, with 5–8 folders per box.

Cover maps are arranged by local classification number and geographic location, and housed in preservation-approved boxes. Once cataloged, each map will be individually placed in preservation-approved envelope.

Workflow

• Process One Folder at a Time – Work through each folder individually within a box.

• Check for Duplicates Verify against the local catalog and search OCLC for existing records before creating new ones.

• Create records – Each map requires Bibliographic, Holdings and Items records.

• Barcode Guidelines

  • Small maps – Do not affix the barcode directly to the map; attach it to the mylar instead.

  • Cover maps – Do not affix the barcode directly to the map; attach it to the envelope instead.

• Labels

  • Folder label – Create a label for each folder listing the barcodes of all maps contained within it.

  • Box label – Create a label for each box listing the main classification numbers (numeric codes for place names) of the maps contained within it.

  • Envelope Label – Write only the classification number on the envelope.

Holdings and Item Records

Holding Record

Create the holding record using the following pattern. The $x field will vary depending on the map's original location.

MARC Field Format: 852 80 $b marx $c marxmap $k [Prefix] $h [Yale Class] $i [Year] $x [Transfer Note]

Field Values:

• $k [Prefix]: Enter the size prefix (e.g., Small, Atlas Case).

• $h [Yale Class]: Enter the Yale classification number.

• $i [Year]: Enter the year of the map.

• $x [Transfer Note]: Use one of the following notes based on the former owner:

  • Trans. from Map Department

  • Trans. from Geology Library

Item Record

Set the following fields in the corresponding item record.

• Material type: Map

• Item policy: LSF – In-Building use at any Yale Libraries

• Copy ID: 1

• Is magnetic: No

• Pieces: 1

YUL Map Classification

The YUL Map Classification system utilizes a unique call number structure for organizing its collection. Each call number is comprised of a numeric code for the geographical location, a subject code in alphabetical format, an alphanumeric cutter for more specific regions like cities or provinces, and the date of the map's information (situation date), rather than its publication date.

Classification Explain

• For a map titled "Ashburn’s map of San Antonio, Tex.", the call number is 796gmb Sa51 1951.

  • 796 is the code for Texas.

  • gmb signifies that the map's subject is "roads".

  • Sa51 is the cutter for the city of San Antonio.

  • 1951 is the situation date.

• For a facsimile map titled "Map of New Mexico with the latest discoveries," the call number is Small 841 1778/1970.

  • Small indicates the map's size.

  • 841 is the code for New Mexico.

  • 1778 is the situation date of the original map.

  • 1970 is the date the facsimile was created.

Introductory Labels, Prefix ($k)

Additionally, the collection employs several prefixes (record in $k) in its call numbers to denote the format and collection of a map:

• Covers: Used for maps folded in covers that are smaller than 22 cm in height or 25 cm in width.

• Covers, plus sign [+]: For maps in covers that are between 22 cm and 28 cm in height and 25 cm and 34 cm in width.

• Double Covers: For maps in covers that are larger than 28 cm in height or 34 cm in width.

• Small: For smaller maps that are stored in "small" boxes or drawers.

• Roll: For maps that are rolled for storage.

• Series: For maps that are part of a larger series.

• Wall: For flat-folded wall maps.

• Cross: For maps that are part of the Cross Collection.

• LTS: For maps that are associated with the London Topographical Society.

Undated Maps

For maps of unknown date, use “X”s to fill in the missing digits. Below example call number is for a map titled “San Luis [Texas]”; research indicates the map is dated from the 1800s, but a more specific decade or year cannot be estimated.

Call Number Duplication/Conflicts

When adding additional copies for material which is bibliographically identical, add “Copy 2,” “Copy 3,” etc. following the call number.

If there is a conflict with an already existing call number, add an upper case letter, following the “situation” date. If a letter is taken, use the next letter. Disregard any $k call number prefix.