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RDS@UF: Books and Serials with Accompanying Maps

Resource Description Services department procedures and policies

Updated June 2022 by Dave Van Kleeck


Books and Serials with Accompanying Maps

When a publication includes one or more loose maps, often these maps are shelved in the Map and Imagery Library collection even though the publication may be shelved in a different library. When cataloging library materials with accompanying map(s), place the publication and its map(s) on the Map Review Shelf, with a note about the accompanying map(s). On the Alma holdings record, add a temporary note about the loose map(s) (e.g., 852 |x: “Book with map(s) placed on Map Review Shelf.”).

The Map Librarian will regularly review items from these shelves and determine where the maps should be located. Maps to be shelved separately will be sent to the Map Library collection and the publication will go to where assigned by subject selector.

Depending on Map Librarian's decision:

Scenario 1:  Loose maps to be sent to Map Library -- Text shelved separately.

  1. Catalog the text and edit the printout as usual.
  2. Write the call number in the text and on the map.
    1. The call number on the map should be complete, including appropriate volume number if from part of a multi-volume set.
    2. Write “Map Library” under the call number on the map. Additionally use appropriate location stamps on the text. The Map Library will stamp the maps when they receive them. Write call number on bottom right corner of map when unfolded.

               Text:    QE                  Maps:    QE
                           79                                  79
                           .K73                              .K73
                           1986                             1986          

                           SCI                               Map Library

  1. Put the map(s) in an envelope along with a copy/printout of your work form and send to: Carol McAuliffe, Map Library or deliver the materials to Map Library on a regular basis.
  2. Copy statement must contain a note in holdings record stating what part(s)/item(s) of the publication are shelved in Map Library.
    1. For a single map accompanying a single volume monograph, use:

852 |z: “Loose map shelved in Map Library” in holdings record.

  1. For multiple loose maps or in the case of multiple single maps accompanying a multi-volume set or serial set use:

 852 |z: “Some maps in Map Library” in the holdings record.

  1. Make appropriate notes on bibliographic record to indicate existence of loose maps (see below for some examples).
  2. Stamp or write "Map(s) shelved in Map Library" inside back cover of text.

Scenario 2:  The Map Library will keep both the publication and the maps. The loose map(s) will be separated and shelved in a map drawer under a map call number assigned by the Map Library. The Map Library will write a note to that effect in the text and in the holdings record for the text (e.g., 852 |z: “Map(s) shelved separately in Map Library: G3201.C5 2014 .U5).” The map will also be stamped with: “See accompanying text: [call number of the text].”

Scenario 3:  Loose maps that are to stay with the text:

  1. Catalog the text and edit the printout as usual.
  2. Write call number in the text and on the map. Write the call number on the map on the open bottom right corner of the folded map. Under the call number on the map write “Map.” Use the appropriate location stamps. (See example for MAPS under A.2). Stamp the map in the margin "Retain map with book."
  3. The map should, if possible, sit in a pocket in the back of the text.
    1. If the text is paperback or if there is not a pocket, send to Preservation and request a pocket be made for the map.
    2. If the map is too bulky to fit in a pocket in the back of the text, request Preservation to make a separate container for the map and the cataloger will need to include a piggy-back barcode and create a separate item record for the additional container.
    3. If the text and the map will be shelved as one physical piece, the item record must reflect the number of pieces that are shelved as one unit. When you are creating the item record, be sure to indicate in the “description” window the number of pieces represented. For example, “Book with 2 maps in pocket.” This will display to patrons with other item information.
  4. Make sure there is a note on the bibliographic record indicating how the map is treated. Some examples of possible 300 fields or 500 notes follow:

           300  265 pages : |b illustrations ; |c 26 cm + |e 1 map
           300  9 leaves ; |c 26 cm + |e 1 map (in separate container)
           300  52 pages ; |c 27 cm + |e 1 map (in pocket at end)
           300  340 pages : |b map ; |c 21 cm  with   500  Map in pocket at end.
           300  2 v. : |b ill., maps ; |c 26 cm    with   505  1. Text -- 2. Maps.
           525  Vol.__ accompanied by map.
           525  Maps accompany some issues.

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