Spatial Data (Maps) Collection

In establishing a Collection Development Policy for the Maps and Spatial Data Collection of the Hargrave-Andrew Library a number of factors need to be taken into consideration. These internal and external factors include:

The University Library context

The Hargrave-Andrew Library Map Collection must be viewed as part of the larger body of the Hargrave-Andrew Library which primarily serves the Faculties of Computing, Engineering Information Technology, Medicine and Science. Being a part of this site library, the collection and services operate within the parameters set by the policies and activities of the University Library and the wider body of Monash University.

Monash University Library operates within a quality framework. The Library is committed to the provision of a quality service to support teaching, learning and research activities within the university. This emphasis is reflected in the Library's Strategic Plan and its consequent programs and in the Library's long term Strategic Plan, 1996-2000.

The Library acknowledges the right of clients to accurate, current and timely information. It recognises that the services and expertise it encompasses are part of the "totality" of the collection. Library staff have a role to fulfil as navigators/facilitators and gateways to information outside the university walls. This fundamental ethos must also be applied to the Map Collection in regard to spatial data irrespective of its format or actual physical location.

The Map Collection of the Hargrave-Andrew Library attempts to fulfil its fundamental role within the ethos of the Mission by:

User needs

In developing, revising and implementing the Collection Development Policy, specific consideration must be given to the needs of users, both current and potential. The Hargrave-Andrew Library serves the faculties of Engineering, Information Technology, Medicine and Science. These groups' needs are fundamental determinants of the Collection Development Policy. However, the Hargrave-Andrew Map Collection also serves a much wider group of clients from the broader University and general community. The needs of these groups although not a priority, also need to be borne in mind in the development of the collection.

Categories of users

Advanced level of knowledge and complexity of informational needs. Usually highly specific thematic data required for research. Includes academic staff and post-graduates.

Mostly undergraduates from the faculties of Science and Engineering. The needs of this group relate to course content and requirements. Level of requests and knowledge of maps and other spatial information varies in complexity from general knowledge and fairly simple requests to more complex requirements.

Including participants and members of CRC's. Requirements are generally highly specific.

Most diverse group including Monash primary clientele from faculties other than Engineering and Science; other Monash staff; visitors; and members of the general public. This group generally turns to the Hargrave Map collection when their information needs are not met by other collections.

Other collections

In determining areas and themes for the Hargrave-Andrew Map Collection, it is highly advisable to take note of the collections in the areas of Geography & Environmental Science and Earth Sciences. It is also advisable when considering material other than maps, to ascertain the position of the Humanities and Social Science Branch of Monash as there is some degree of overlap in subject matter, such as in the fields of cartography, GIS and related subject areas. Spatial information is often costly, and it is highly desirable that unnecessary duplication of material is kept to a minimum. Some duplication will be unavoidable because of limitations or difficulty of access to other collections.

It is also highly desirable that the collection policies and practices of other major Victorian research institutions are taken into account. Co-operation with other libraries is vital for the growth of the collection in terms of exchange of knowledge and material (often in the form of duplicates).

Existing strengths and advantages

The Hargrave map collection must build upon its existing strengths (particularly the topographic and geologic series sheet maps) and exploit its advantages. The accessibility of the collection makes it often the preferred source of spatial information within the University. Therefore the geological and topographic series must be maintained and expanded. It is envisioned that the Hargrave-Andrew Map Collection will have an in-depth collection of geological material for Australia at various scales. Although the priority is for material relating to Victoria and Australia, the wider global geology should not be ignored. Similarly, thematic maps (including bathymetric maps) and climatological material relating to Victoria and Australia (including Antarctic Territories and other External Territories) deserve to be expanded.

Topographic maps are heavily used by all categories of users. For this reason, topographic coverage of Australia is expected at the scale 1 : 250,000 with Victoria being covered at 1:25,000, 1:50,000 and 1:100,000.

The Hargrave-Andrew Map Collection has a valuable number of various atlases. As with maps, this resource must be maintained and kept current within budgetary constraints.

Hargrave-Andrew subscribes to a number of series publications, both Australian and international. These series must be maintained. Series publications also include titles which are devoted to the profession of Map Librarianship and include The Globe and Western Association of Map Libraries Bulletin. Such series and the increasing number of Internet resources need to be developed. Where possible, subscriptions to major map vendors' publications should be investigated.

The Collection's strength in thematic material related to faculty research interests deserves expansion and requires review in consultation with faculty members to determine directions of future expansion.

Changing information scene

Spatial information is produced in a number of forms. Traditional maps, monographs and serial publications are now beginning to be augmented by digital data via CD-ROMs, tape, diskette or (currently minimally) on-line. Associated products such as gazetteers are available in electronic format, allowing for greater flexibility, utility and accessibility. It is becoming a growing reality that these various formats will co-exist for some time. The library must take steps to begin to actively embrace these new formats. This will necessitate development of hardware, software and skills infrastructure to allow such information to be available to the library's clients.

There is ever increasing evidence of the growing use of digital spatial data. Victorian Councils and government bodies make extensive use of this flexible and potentially powerful format. Within the University sector itself, there is a growing use of Geographic Information Systems (GIS) particularly applied to original research. The Hargrave-Andrew Map Collection must respond to this growing trend, especially when it is noted that an increasing number of map producers are preferring to produce only digital datasets rather than print copies of maps[1]. A number of issues are involved here, such as copyright and licensing agreements. Developments in these areas be monitored and appropriate action taken when feasible.

Although actual maps are still limited on the Internet, there is a growth in other Internet resources such as gazetteers, journals, catalogues, various discussion groups and spatially related information. These sources must be investigated as they provide useful tools to respond to numerous queries directed to the map librarian; and they are also useful tools for the librarian him/herself for the exchange of knowledge, reviews and discussion of issues. The Internet is constantly developing and its potential must be constantly harnessed.

Priorities for collection development

Funds are limited and priorities need to be established and regularly reviewed in developing the Map Collection. Bearing in mind that Hargrave's primary clientele are members of the Faculties of Information Technology, Engineering, Medicine and Science, the Collection must always, as a priority, attempt to meet their needs. Thus geological material is to be developed at all scales available. It is to relate to Melbourne, Victoria, New South Wales, South Australia, Australia, Australia's near neighbours and the rest of the world in that order of priority. Topographic and thematic material must be developed and reviewed regularly in the light of client needs. Australia has not been completely mapped at all scales, therefore it is vital to regularly obtain "index maps" or other lists of available data to update the Library's holdings in desired series. Co-operation with other research institutions is to be encouraged for the potential exchange of knowledge and actual material in the form of duplicates.

There is no preference for maps over atlases or other forms. At present, print material is preferable over digital due to the lack of infrastructure and most significantly the restrictions associated with Australian copyright laws.

Each client need and available material must be judged individually keeping in mind the Library Mission and overall commitment to quality

Within the Map Collection there is no distinction between "reference" material and other types of material. The Collection although being of open-access, does not on the whole allow clients to borrow material other than selected monographs and serials.

If clients' needs are not met by the collection every effort should be made to locate appropriate material. For this reason, knowledge of available sources and producers and a network with other map collections is vital. In this type of collection, access to information in addition to ownership is becoming increasingly important.

The collection should be weeded regularly; albeit selectively. Material is often difficult to locate and replace, therefore the weeding process is essentially a method of checking for damage or gaps in the collection. Material which has been damaged beyond repair is to be discarded. If it is possible to repair a map, this is preferable to acquiring a new copy. Duplicates are to be listed and offered to other collections.

Current issues

The Hargrave Map Collection is made assessable through the Guide to the Map Collection in the Hargrave Library, Monash University. The importance of this document must not be underestimated. The Monash on-line catalogue, VOYAGER, contains records for the atlases and gazetteers, but it does not contain records for all the individual sheet maps in the collection and for this reason the "Guide" must be maintained and kept current. Similarly, every effort should be made to obtain current index maps to the various series held and these should be kept up-to-date and in a convenient location for clients' reference.

It is worth considering the possibility of making the "Guide" (and possibly index maps) available via the Hargrave Home Page on the "Internet". As for expansion into the areas of GIS and digital data, the requisite infrastructure must be in place before this is undertaken.

The scanning of data and conversion to digital formats is fundamental to GIS (Geographic Information Systems). Such systems allow for the manipulation of data to suit individual requirements. However, this points to an issue which has not been resolved adequately and has repercussions for the Library when it becomes involved in providing access to digital data. There exists a very definite possibility of data corruption either deliberately or inadvertently. It is virtually impossible to discern a fraudulent print-out of a map or its underlying dataset. In an extreme case, if a fraudulent "map" or dataset were used for some purpose and led to injury or loss, there could be grounds for litigation. With printed maps a copy is obvious, but digital data is extremely vulnerable. This aspect of digital data may have repercussions on conditions producers apply to libraries when dealing with digital spatial data.

Copyright is also a major issue in the area of maps and it is even more important in the area of digital spatial data. The very nature of digital maps lie at the base of these issues. Maps are considered works of art under copyright law. However, digital datasets or databases are considered literary works. Already a paradox exists, which to date has not been reconciled. Further, currently, the law and many licensing agreements do not allow for "Third Party Licensing", i.e. lending of licensed material to a third person. It must be recognised that vast amounts of time and money are devoted to produce datasets and digital maps. Producers wish to protect their vulnerable investments and may therefore be reluctant to allow the general public access and/or manipulation of their products. In such circumstances, the library should explore the possibility of providing access to index/key "maps" and then to required data sets.

Considering the above points, it becomes obvious that there is a need to expand the notion of "Collection Development" to cover both the actual physical collection and providing access to other resources irrespective of their physical location.

This Collection Development Policy is designed as a framework and is not a substitute for rational decision making. The University environment and the information environment are constantly evolving. Considering the dynamic nature of librarianship, and particularly the spatial aspect, this Policy is designed to be flexible rather than static and as such it is hoped that it will be reviewed regularly.

[1] At the time of writing, this has been a major issue when attempting to acquire updated topographic material. Current updated topographic material is not available in print format. When special arrangements are made to request a print copy, the price of a single sheet map is inflated beyond reason.

Amendment history: First Issued, April, 1997.
Updated, September, 2000

Development Policy Statement - Hargrave-Andrew Library

Contents

Introduction