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When a map set is received, the CAT and OCLC are searched and the determination is made to catalog as separates or as a set. If cataloged as separate, apply our regular workflow.
When matching set copy is found, the record is added to the CAT and copy is verified against the item. Items without copy are referred for original cataloging. The Maps Library often mashes sets together to centralize coverage; when possible, retain these mash-ups, modifying copy or creating new records as needed. In general, sheets from different editions and different publishers may be included in a local set when the numeration pattern on each sheet is consistent.
Contents notes are accepted from copy. Due to the availability of indexes for most sets, contents notes will not generally be created when not found on copy.
ALL sheets
Prior to 2005, only map sets with 20 or fewer sheets were barcoded and itemized. Now, all sets are barcoded and itemized.
For the integrity of the catalog, priority of designators used in itemization is determined by the item itself:
Once a numeration sequence has been determined, apply it consistently, even if there are variants printed on sheets; this will ensure the electronic shelflist remains in order. For example, some sheets may use dashes, others slashes, and others blank spaces between designations. Once a pattern has been adopted, apply it for all sheets, despite variations, Try to choose the most common permutation of the designation.
Generally include a prefix before an alpha-numeric designation, such as "sheet", "no.", etc. When no prefix is present, generally supply one; prefer the term "sheet" in the language of the piece. If this is indeterminable, use the term "sheet." Apply the chosen term consistently, even when variations exist on sheets.
When alpha-numeric designations include Roman numerals, they should be changed to Arabic numerals. This is so the designations file in order, as Workflows does not recognize Roman numerals and will treat them as letters. There are many sites to help convert Roman numerals to Arabic, including this Roman Numeral Converter and Self Test tool that will convert numbers to either system.
Many sets are pre-marked or have call numbers stamped on them; when possible, retain this number. When a call number needs to be changed, erase, white-out, or label over top of the incorrect number and make sure the new call number is clearly marked and legible.
Envelope sets for EMSL are additionally marked with the piece mumber, such as "1 of 3," "2 of 3," etc. The envelope will be stamped in CatMarking to note the number of pieces within.
In general, index sheets are not itemized or barcoded, as they do not circulate. This applies to locally created indexes as well as most published index sheets.
All sheets in a set are marked with the call number and ownership stamped; in most cases, the sheet designation is written below the call number. For certain sets, this is unecessary, usually because the designation appears consistently near the call number. Follow standard practices for writing call numbers and marking sheets.
Point-of-Circulation ICP
When large map sets were cataloged prior to 2005, itemization was not performed in the CAT because of the limited functionality of the 090|c|s for tracking geographic data holdings in the LIAS system. This simple mechanism was created for allowing the circulation of these items.
