Providing Remote Access to Map Sets Using Digital Index Maps

1. PROVIDING REMOTE ACCESS TO MAP SET AND SERIES HOLDINGS USING DIGITAL INDEX MAPS AS A DISCOVERY TOOL By Paige G. Andrew Faculty Maps Cataloger Pennsylvania State Univ. Libraries

2. Earth and Mineral Sciences Library

3. BACKGROUND INFORMATION • WHAT How best to get sheet-level information (holdings) for map sets/series in the Earth and Mineral Science’s map collection to remote users? • WHO Kristi Jensen, Reference Librarian, Earth and Mineral Sciences Library Linda Musser, Head, Earth and Mineral Sciences Library Paige Andrew, Faculty Maps Cataloger • WHEN Idea generated in 2001; cataloging and embedding links completed in 2003; ongoing project depending on need

4. ACCESS, ACCESS, ACCESS!! As desktop and laptop computers have become more ubiquitous in society the demand for reaching information has risen dramatically. Thus, libraries must provide access to materials electronically for users who come to the physical library less and less often, including materials that are not “born digital”. ACCESS is the key to satisfied library patrons…

5. Access to Individual Maps and Then to Map Sets/Series • Digitizing individual maps and putting them online to view (American Memory Project, David Rumsey Collection, Univ. of Illinois, etc.) is common • Access to individual sheets in a set via a viewable online map index becoming common • Access to the online map index from a bibliographic record to see overall holdings is not common. Penn State Libraries is making progress with this new tool for patrons to use

6. The index map: a discovery tool Collections of maps in sets or series usually are not comprehensive. So, how does one tell which individual sheets are in the set and which ones are not? An index map to a particular map set or series can effectively identify which sheet or sheets, i.e., the holdings within the set or series, are a part of that title. Traditionally, paper index maps have been created to fulfill this identification purpose. Today, the next iteration of the index map has arrived, those copied to, or created in, digital form.

7. Digital Image of Single Map

8. Types of Online Index Maps • Scanned version of a paper index map that is then posted online • “Born digital” or digitally created index map, e.g., EMS Library’s. Can be static (Map Library’s) or active (EMS Library’s)

9. Advantage of Online vs. Hardcopy Map Indexes • Online indexes are more accessible • “Always” available for use • Less worry about it being “lost” or damaged with use as with paper indexes • Supports online links to bibliographic records and/or other similar resources • User can identify what specific sheet is held by the library before making a trip to the library

10. PROJECT GOALS • Provide visual access to individual sheets in a set or series via an online map index, i.e., show local holdings of a particular set • Provide more than one method of reaching the online map index • Make the online map index direct the patron to specific sheet information, most importantly its call number

11. Multiple vs. Single Access Points • Click on country from a list on EMS website • Click on imbedded hotlink from bibliographic record

12. Multiple vs. Single Access Points Continued Find the online index map itself by searching for its bibliographic record in The CAT, our online catalog

13. Jumping to the Bib. Record from Sheet Name

14. Test Case: Geological map of Turkey at 1:500,000 • 21 sheets make up the set • Each sheet individually named • Already cataloged at the sheet level • Only have partial holdings (18 of 21 sheets) • Regularly used by our patrons for research

15. To “X” or Not To “X” How should we visually indicate which sheets in a set were not available? • In paper environment an “X” marked on a cell, or a colored-in corner means the sheet is available • In the online environment an “X” or cross-through (“/”) an image means the opposite • Surveys of users in the PSU community confirmed that seeing an “X” through a particular cell on the index map meant “not available”

16. How Created? and Content • ArcView Software used to show geographic area involved, overlain with appropriate reference grid (country files from Digital Chart of the World) • Color scheme is uniform across various indexes created • Major cities shown • Name of individual sheets shown and also linked to the individual bibliographic record (“name” may be textual, numerical or alphanumerical) • Textual instructions added, use of the “red X” • Links to related additional sites for reference added

17. Links to a Descriptive Record • Each cell in the map index is hotlinked to a bibliographic record, except those with an “X” • Bibliographic record may be for the individual sheet shown or for the set as a whole • Bibliographic record gives the call number a patron needs to retrieve the item(s) wanted

18. Details Within the Bib. Record • Variety of ways to imbed hotlinks in a bibliographic record • Best way to “tell” patron about the map index and what it is used for (display label and wording within a note or other field) • 856 chosen for use, though not necessarily the “best” field • 555 “Cumulative Index/Finding Aids Note” field would be best choice

19. SUMMARY • Patron access to information about holdings of a map set enhanced by online map index • Online index maps are retrieved by: 1. List from EMS Library’s homepage 2. Bib. record found in The CAT for the index map 3. Bib. record found in The CAT for either the map set/series as a whole OR for a sheet within a map set/series • EMS Library’s online index maps are active

20. FOR MORE INFORMATION A co-authored article with much more details about this project will be published in the near future by: Information Technology and Libraries