Penn State University Libraries - Flood Maps

Pennsylvania community flood insurance maps held by the Maps Library generally require original cataloging; this procedure will provide specifics about cataloging and workflow, including a core record template showing fields and data to include in each record.

The key problem is that there are perhaps 10,000 sheets and perhaps 2,500 titles, and they are currently filed by CID number. These maps are going to the Cato 2 Annex, and must be in call number order before being sent. Thus, we must pull maps in alphabetical order and make sure they are shelved in call number order before sending a batch to the Annex.

As a result of the Maps Library move, these materials are kept in a back storage room; the room should be unlocked during business hours. Ask at the desk for access if the room is locked. The maps are two-deep on a shelving unit, and some are on a truck. The magazine file folders are not in order; you may have to poke around to find the correct folder. Each member of the Maps Cataloging Team will pull maps from the shelf before working on them. We have a copy of the index, in alphabetical order, which includes the CID number. Pull maps in alphabetical order by searching the CID number in the binders where the maps are currently stored. Some maps include multiple sheets; be certain to acquire all sheets before cataloging.  Some maps have related sheets. Be very sure to pull all maps with the CID number. If a particular map is not located in the file folders, you MUST also check for the map(s) in the "small flood insurance map" pile on an additional truck.  These unfolded maps are in piles by alphabetical order.  If you still cannot locate a map after searching these areas, as another member of the Team to do a search too.  As each map is pulled, cataloged, and filed, we’ll need to annotate the index to mark those that are done, and store the completed maps in order in a single place, on the lower shelf in the Maps Team aisle in plastic containers. Please don’t pull more maps at a time than you can complete in a day or two; highlight pulled maps in the index: (proposed highlighter designations: Paige = Blue; John = Green; Steve = Yellow; Susan=Pink.) This way we’ll easily know where maps are. When the maps are cataloged and filed, place a check mark next to the title in the index. Keep maps in order! File in a timely manner; wait for earlier maps to be filed. Keep maps in order!

Once the maps are pulled, search Workflows for communities in adjacent counties. Enhance as needed. Always search OCLC for copy; copy should be scarce.  If copy is found, process normally, enhancing the record as needed with core fields and data, and import the record.

When copy is not found, create an original record in OCLC, applying core fields and data. To this end, there are two Constant data records in the OCLC online file, one record for FIRM maps, and another for FHBM maps.  The most effective way to apply constant data is to open a blank maps record in OCLC. Search for a Constant Data record by pressing [Ctrl]-[N]; in the resulting search box, click OKAY without filling in any search data, and select the appropriate record from the resulting list. Apply constant data to your blank Maps record by clicking Apply Selected at this screen, *not* the record screen. Be sure to specify Both Fixed and Variable. There may be some inconsistency about how data is presented on various maps, so be sure the data in the record matches the data on the map.

Catalog or Enhance the record as usual; be sure to include the following information.

007 as usual

034 as usual

050 Use G3824. Determine cutter based on community; use subject cutter G475.

110

Resist the temptation to make NFIP a 110; they oversee the program, but don’t appear to create the maps. Give National Flood Insurance Program (U.S.) as a 710. For the 1970s, the Federal Insurance Administration of the Dept. of Housing and Urban Development was responsible:

110 1 United States. ?b Federal Insurance Administration.

For later maps, FEMA was in charge; when in doubt, shall we use the body in the publisher area as 110?

245

Start 245 with the full panel phrase; two common ones are FIRM, flood insurance rate map and street index and FHBM, flood hazard boundary map.  Include the community information as part of the subfield a.

245 10 FHBM, flood hazard boundary map, Township of Abbott, Pennsylvania, Potter County

246

Make sensible use of 246 fields to insure access by community, as a 246 30 including the last part of the 245 a. Include other 246s as needed.

246 30 Township of Abbott, Pennsylvania, Potter County

246 3_ Flood hazard boundary map, Township of Abbott, Pennsylvania, Potter County

250

Include revision dates; when in doubt, include an entire phrase.

250 Flood hazard boundary map revisions Nov. 12, 1976.

255 Determine scale(s) as usual.

260

The publisher may vary; the phrase is commonly at the bottom of the main panel. It may be Federal Emergency Management Agency or U.S. Dept. of Housing and Urban Development. Use whatever variant is present, and provide access as a 710.

260 [Washington, D.C.?] : ?b U.S. Dept. of Housing and Urban Development, ?c [19__]

300

Maps may be on 1 sheet or several; apply standard rules. Include folded dimensions. Some have index sheets. Some maps may be photocopies?

500

In general, apply standard notes. Most of the examples given below should apply.

500 Panel title.

500 ID number (i.e., “Community-panel number 421971.”)

500 Include Initial identification dates and/or Effective date if available.

500 At head of title: National Flood Insurance Program.

500 “Only panel printed” as applicable.

500 Orientation note, as needed.

Later maps have spot heights; this should be clear in the legend.

6XX

Give the subjects cited below; search the Authority file for the established name of the community.  When not found, take steps to establish the name. Some maps may be of Floodplains; if this can be verified, include Floodplains as an additional 650. Floodway maps are of floodplains.

650 0 Flood insurance ?z Pennsylvania ?z _____ ?v Maps.

651 0 _______ (Pa.)  ?v Maps.

650 0 Floodplains ?z Pennsylvania ?z _____ ?v Maps.

710

Add 710s for related agencies, as needed. Agencies may vary.  For example:

710 2 National Flood Insurance Program (U.S.)

710 1 United States. ?b  Dept. of Housing and Urban Development

Import and mark as usual.  Place the barcode on the panel, so that it is easily found by anyone trying to locate the cataloged map.  Ownership stamp as needed.

Use the location CATO-2. The maps will be stored folded.

There are several hundred Flood insurance maps currently filed in the drawers; these are mostly for local communities in adjacent counties. We’ll need to search Workflows for all communities in adjacent counties. Keep these maps in the drawers; Enhance as needed. Do not add additional maps to drawers, even for communities in adjacent counties.

With some 10,000 sheets, there will be numerous unknowns. When you find something unusual – and you will – try to work through it, and get whatever help you need.  We should probably share information by email when new situations are encountered, so that we all handle them the same way.  [See Appendix E]

Duplicates should be referred to Hilary, who will choose the best copy and discard the other(s). Older edition copy found in the drawers, should also be referred to Hilary.

Update Workflows Home Location to WITHDRAWN on these duplicates. Reminder: if numerous sheets are involved, make sure each sheet is marked WITHDRAWN. Check OCLC for our mlp type record and if found and as long as there are no other holdings on that record, go ahead and use that record (enhance/update) for the latest edition that we are keeping.

The number of sheets we collect and send to the Annex should remain constant. We’ll draw a line in the index under the last map sent to the Annex to track progress.

Adjacent Counties

Maps for communities in the following counties may have been filed in the drawers, and thus may not be in the boxes. Search workflows for such items, and enhance records when found.

Blair

Cambria

Centre

Clearfield

Clinton

Huntingdon

Mifflin

Union

Applying Constant Data in Connexion

1. Open a blank Maps Record, either through the menus by using Cataloging -> Create -> Single Record -> Maps, or via the keystroke [Ctrl]-[Shift]-[M].
   
2. With the blank record open, search Constant Data, either by going through the Menu Cataloging -> Search -> Online Constant data, or via the keystroke [Ctrl]-[N]; click OKAY at the search screen.
   
3. From the Constant data list, choose FHBM maps or FIRM maps, whichever applies, by clicking in the index list to highlight the title.
   
4. Click the Both Radio Button so that both Fixed and Variable elements will be applied.
   
5. Click the Apply Selected button. The menu should close as the data are applied to your blank record, and you will be returned to the newly populated record. Edit this record carefully, and add to OCLC as you would any other new record.

Generalized Workflow

1. Refer to the index, on the Flood Maps processing shelf. Determine the next maps(s) to be pulled by finding the last highlighted entry. Either write down the CID number and name, or take the index with you.
2. Go to the new Maps Library. Say “Hi” to Hilary. Go to the back store room; click on the light on the inside left wall, next to the open door. That’s 20 minutes of fluorescence, so get pulling.
3. Scout through the various boxes until you find the range with your CID number. The boxes are not in order, but they are generally grouped kinda near each other. Yeah, good luck.
4. When you find the box with the label range that contains your number, estimate where your CID number is, and start pulling maps up to examine the CID number at the bottom of the panel, and the community name in the center of the panel. When you find the matching number, look at every map on both sides until you pull all the maps with a matching number. Then look again to be sure. We don’t want to miss any.
   a. If you can’t find a maps, it may be in the regular drawers. Check workflows; Enhance these maps if found, and return them to the drawers. Annotate index as usual.
   b. If you still absolutely can’t find a certain map, get help. We can’t get out of order; if we skip a map, it must be because there isn’t a copy anywhere in State College.
5. Return to cataloging with your treasure trove of map sheets. Be sure to annotate the index with your highlighter for all pulled map titles, and return the index to the Flood Maps processing shelf.
6. Process as usual. This information is given in detail in the procedure. Take stats for original cataloging for each record, including retro stats, and for all the sheets added to a single title.
7. As you complete cataloging the sheets, file them in call number order in the plastic containers on the shelf in the Maps Team aisle. Check the guide to be sure the last maps pulled have been filed; if not, agitate the person with those maps. Don’t even think about filing those maps out of order.
8. When maps are filed in order, apply a check mark next to the entry in the index.

Cataloging Instructions for Small Flood Insurance Maps

"H-[number]" and "I-[number]" designations go in a 500 quoted note.

Added/changed 246 fields:

Flood hazard boundary map [place]

Flood insurance rate map [place]        

FIA flood hazard boundary map [place]

Delete "Panel title" note if using the CD record

Example of formatting Contents note (505):

[Sheet 1]. Index, 02 -- ... [Sheet 4]. 08-09 ...

Sheet-level identifier in the call number: use "Sheet [no.]" and count/mark the sheets consecutively

Main entry (110) = United States. $b Federal Insurance Administration.

These maps will need to be refolded (4 folds), so that they remain in call number order when placed back in the same boxes as the larger maps.

Special Occurances

No index sheet (Steve's encounter):

I completed a record to describe a flood insurance map lacking a map index and reviewed it with John. The OCLC # for the record is 489215775. The big difference is in the construction of the 300 and the addition of a 500 note.

300  1 map on  sheets ;|c sheets 66 x 95 cm. or smaller, folded to 23 x 10 cm. +|e map index.

500  Map index not examined. Panels 3, 4, 7, 8, 12 examined.

Yes, that's an intentional double space in the phrase "on  sheets."

Firm & Floodway maps for same place name:

They will be cataloged as two separate items. Make note of these 2 particular changes:

1. ending cutter of call number should be .U55
2. a 650 should be added for Floodplains

To see previously cataloged examples, search Workflows by the title "Floodway, flood boundary and floodway map..."

If you are missing sheets or indexes and have questions regarding the maps you are cataloging, the FEMA website lists their issued flood maps that can be viewed by going to the FEMA Map Service Center / Historic Flood Maps.