When unpacking maps, separate out copies of the same region where one copy is surface management and the other surface and minerals management. In cases where we receive both, the surface and minerals management copies will be processed. The surface management map copies will most likely be offered (check with MJW).
Spread maps out flat on the processing table and use the beams to flatten out the edges.
Verify items received against the shipping list(s) that came in the shipping container.
Date stamp the upper left-hand corner of the map back.
In the lower left-hand corner of
the map back write the full sudoc number. For the stem use:
The cutter is determined by the latitude and longitude readings in the lower right of the map front and the date in the upper right hand corner. Specifically by taking the first degree reading of the longitude and latitude and combining them. Next look at the second reading of the longitude to determine whether the next sequence in the cutter will be A 1 or E 1. If the reading is 30 then it will be E 1, if 00, A 1. Next up almost always follows a TM (for topographic map), followed by a forward slash year, or /200x. The year of course being determnied by the year of map publication. Ultimately you end up with this:
I 53.11/4-2:43110-A 1-TM-100/2006
On the front of the map write
the newer format sudoc number in the lower-left corner, being careful not to write over
any printed text on the map. The newer format sudoc number is determined as follows:
Cutter: State Map Location/Date
Full example: I 53.11/4:Montana Alzada/2008
Where possible, use an existing bib record as a template when cataloging the same state, i.e.:
From an existing bib record click on the Edit tab and select Edit>Copy Record from the drop down menu to begin cataloging the new item. Make sure that the record reads New Bibliographic in the upper left hand corner before saving.
Use Marilyn's Surface Map and Surface & Mineral Map bib record copies that have been marked up with the fields to check when cataloging.
List of items to always check when creating a new
Variable fields: (ctrl + r to explode the 008 field for easier editing)
Once your new record has been edited and saved, attach a new item record to the bib record.
Generally you remove only the superseded copies, but leaving a second copy of the same region if it contains additional information, i.e., you have a new edition of a surface management map but not a surface and minerals management map and so you would shelve the new surface management map and leave behind an earlier edition of the same region of the surface and minerals management map.