AlephPro: Aleph Procedural Manual

Books And Serials With Accompanying Maps

When a text is published with a loose map, often those maps are shelved in the Map Library even though the text may be in a different location. When cataloging text with accompanying maps, place both the map(s) and the text on Map review shelves after putting a note to that effect on the Aleph holdings record.
The Map Librarian will regularly review items from these shelves and determine whether or not the maps should be housed separately. These maps are retained in call number order in the Map Library and have subject access through an EXCEL document maintained there.

Depending on Map Librarian's decision:

Loose maps to be sent to Map Library. Text shelved separately.
1. Catalog text and edit printout as usual.
2. Write call number in text and on map.
  1. Call number on map should be complete, including appropriate volume number if from part of a multi-volume set.
  2. Write "Map Library" under call number on the map. Additionally use appropriate location stamps on text. Map Library will stamp the maps when they receive them.
    Example:
                   Text:    QE     Maps:    QE
                               79                      79
                               .K73                 .K73
                               1986                1986
                               SCI                   Map
                                                         Map
                                                         Library
  3. Write call number on bottom right corner of map when unfolded.
3. Put map in an envelope along with a copy of your workform and send to: HelenJane Armstrong, Map Library.
4. Copy statement MUST contain note stating what part of the title is shelved in Map Library.
  1. For a single map accompanying a single volume monograph, use 852 subfield z "Loose map shelved in Map Library" in holdings record.
  2. For multiple loose maps or even a single map accompanying a particular volume or serial or multi-volume monograph set use 852 subfield z "Some maps in Map Library" in the holdings record.
5. Make appropriate notes on bibliographic record to indicate existence of loose maps (see below for some examples).
6. Stamp or write "Map(s) shelved in Map Library" inside back cover of text.
Loose maps that are to stay with the text:
1. Catalog text and edit printout as usual.
2. Write call number in text and on map. Write call number on map on the open bottom right corner of folded map. Under call number on map write "map." Use appropriate location stamps. (See example for MAPS under A.2). Stamp map in margin "Retain map with book."
3. Map should, if possible, sit in a pocket in the back of the text.
  1. If text is paperback or if there is not a pocket, send to Preservation and request that they make a pocket for the map.
  2. If map is too bulky to fit in a pocket at the back of the text, have Preservation make a separate container for the map, cataloger will need to include a piggy-back barcode and create a separate item record for it.
4. Make sure there is a note on the bibliographic record indicating how the map is treated. Some examples of possible 300 fields or 500 notes follow:
                  300 265 p. : /b ill. ; /c 26 cm. + /e 1 map
             300 265 p. : /b ill. ; /c 26 cm. + /e 1 map
              (in separate container)
             300 52 p. ; /c 27 cm. + /e 1 map (in pocket at end)
             300 340 p. : /b map ; /c 21 cm.
             500 Map in pocket at end.
             300 2 v. : /b ill., maps ; /c 26 cm.
             505 1. Text -- 2. Maps.
             525 Vol.__ accompanied by map.
             525 Maps accompany some issues.

5. If text and map will be shelved as one physical piece, the item record must reflect the number of pieces that are shelved as one unit. When you are creating the item record, be sure to indicate in the "description" window the number of pieces represented. For example, "Book with 2 maps in pocket." This will display to patrons with other item information.

Indexed: Books and Serials with Accompanying Maps
Maps: Books and Serials with Accompanying Maps

Prepared by: Jimmie Lundgren