Penn State University Libraries - Checklist for Cataloging Maps

Maps Processing Workflow for University Park Current Receipts

1. Cartographic Materials are received as new receipts from Acquisitions or sent from one of the Libraries; flat maps are held for processing on the top shelf of the large truck, folders and bound items are held on the smaller truck, and rolled maps are stored in the blue plastic can. Retrieve a reasonable supply of materials from these sources to your work area.
   
   
2. Prefer items in the following priority order:
   
   1. Hand-carry Rush materials
   2. Reference material and other Rush locations
   3. New Receipts
   4. Gifts, Projects, and Uncataloged Materials.
      
      There are occasional exceptions to this hierarchy - certain projects, for example.
      
3. When an Order Request Form is present, examine it for special instructions, such as Gift Funds and Location Designations.
   
   
4. Search Workflows for matching copy; if matching copy is found, look for evidence that the item in hand is not already included in the record; add as additional copy (if same location) or new call number (if different location.) Note that Acquisitions level records are created at the ordering stage for new receipts, and will not have copy records.
   
   
5. When no matching copy is found in Workflows, search OCLC for matching copy. Search carefully, using numerous techniques as needed. Apply Match Criteria to potential matches. When no matching record is found, refer for Original Cataloging. When incomplete copy is found, refer or enhance as needed. When near copy is found, create a new record or refer as needed. All referrals should be accompanied by a brief written note describing the reason for referring.
   
   
6. When usable matching copy is found, import from OCLC to Workflows using Smartport. Be careful to Replace acquisitions records for new receipts; be careful to Match and Load record when overlay is not desirable.
   
   
7. Edit record as needed to bring up to Local Copy Standards; add or edit fields, including gift information from ORFs; Government Documents Classification Numbers may be written on some maps, or may appear on a label; add to the record as 086, if not already present.
   
   
8. Add call and copy records, supplying appropriate information for Library and Location and add barcode. Encapsulated maps and maps published more than fifty years before should be made Non-Circulating. Some locations are also Non-Circulating.
   
   
9. Encapsulated/Deacidified items need a 583 added.
   
   
10. Shelflist against holding Library; adjust call number cutter as needed.
    
    
11. Mark the call number on the maps , in blue pencil, according to Library:
    
    
    • For the Maps Library Maps with MAPS-MP Location:
      1. Mark map and attach barcode
      2. Refer as needed
      3. Return finished items to Maps Library
      
      
      
    • For the EMS Library Maps with MAPS-EM Location:
      1. Mark map and attach barcode
      2. Refer as needed
      3. Send finished maps to 105 Deike in map tube or envelope
      
      
      
    • For the EMS Library Maps with STACKS-EM Location:
      1. Place in envelope
      2. Items and ORFs go on UP Marking Truck truck for CatMarking
      
      

Maps Processiong Workflow for all Current Receipts for CCL Locations:

1. Do NOT mark, stamp, or barcode Maps
   
   
2. Mark and barcode the slip; attach slip to map
   
   
3. Place on CCL shelf for CatMarking