Map Reference Service: A Guide for Non-Map Librarians
by Tassanee Chitcharoen

December 2008

Introduction

Over the past ten years, academic libraries have integrated reference services across subject areas. There were many reasons given for the integration, such as budget constraints, an increase in number of patrons or the need to maximize available physical space. The combination of government information materials with map and geospatial data collections was the most common merger (Nicholson et. al, 2006, pg. 96).

At one university Government Information and Maps Department where I work, this consolidation was taken a step further by merging with the Biology and Agriculture Department when the library underwent a substantial reorganization in the summer of 2008. As a result of this merger, the Biology and Agricultural reference librarians must provide map/GIS services at the map reference desk several times a week. This resulted in a need for cross-training among the Biology and Agriculture librarians and the Map librarian.

This paper is intended to serve as a guide in providing map/GIS resources to non-map reference librarians and other non-map assistants. It gives an overview of map basics, discusses my experiences working at the Map/GIS desk as a staff and provides a detailed interview with the Map/GIS librarian. As a result, a pathfinder for the Map Room was created to assist other staff members (www.geospectra.net/libr220/TCpathfinder.htm). .

Maps 101

General reference librarians and other non-maps specialists who provide service to the map/GIS collection need to be aware of the unique aspects of maps. Maps and atlases are divided into general (all purpose) and special (thematic) categories. General purpose maps include features such as roads, towns and political or administrative boundaries. Thematic or special purpose maps show topography, population, weather, airline routes, or disease vectors. Besides knowing the nature of maps, there are several skills needed in order to understand and read maps. Mary Larsgaard (1987) believes map skills such as the understanding of; “scale, projection, grids and graticules, geodesy, direction, subject represented and method of reproduction” are needed to make “good use” of cartographic materials (Larsgaard, 1987, pg 199). Map basics can be found at the following web site from San Diego State University and the University of Rhode Island (e.g., infodome.sdsu.edu/research/guides/maps/basics.shtml and www.edc.uri.edu/nrs/classes/NRS409/Lectures/4MapBasics/Map_Basics.htm).

Physical Maps

Physical Maps consists of a broad range of resources such as topographic maps, air and nautical charts, aerial photos, and geologic maps. They are helpful for scholarly research and fieldwork as well as for leisure activities. The majority is produced by government agencies (or private agencies working for the U.S. Government) and is made available to the public either directly from the agency or through business organizations that provide free and pay services (Mathenia, 2006, pg. 332).

Geospatial Data and Services

According to Lamont (1997), “GIS has also been used as a catch-all phrase for various library geospatial services. In reality, GIS is a complex system of hardware, software, and data that, when operated by an experienced user, can manipulate information” (pg. 469). Most GIS questions result in a map, but graphs and databases can also be created (Ibid). Desk-top mapping packages such as ArcGIS by ESRI, provide a variety of mapping capabilities. ArcGIS can include: ArcReader, which allows viewing and querying maps created with other Arc products; ArcView, which allows viewing of spatial data, create maps, and perform basic spatial analysis; ArcEditor contains advanced tools for manipulation of shapefiles and geodatabases; ArcInfo, the most advanced version of ArcGIS, includes added capabilities for data manipulation, editing, and analysis (Wikipedia, 2008, para. 1). Most libraries that offer GIS service are offering desktop mapping due to staff training, funding, and the availability of GIS laboratories on campuses (Lamont, 1997, pg. 469).

GIS Data Types

GIS users generally look for two types of data: geographic and statistical. Geographic data may include boundaries, such as country or state outlines, or images such as digital aerial photography. Geographic data can also be outlines of political boundaries such as nations and states, cultural features, such as roads and cities, or natural features, such as forests and waterways. The geographic features can have descriptive data. For example, roads may be coded as asphalt or dirt, soils may be classed by type, land ownership may be designated, and forests may be privately or federally owned (Lamont, 1997, pg. 469-470).

Statistical data are the numeric characteristics of the geographic body, such as population and other demographics or economic data. GIS users look for statistical data that are geo-referenced, that is, the data must correspond to a geographic area, and be comparative. Lamont (1997) gave a good example of this. For example, farms cover 7.2 million acres of Pennsylvania's total area of 28,997,000 acres but they are not mappable. These numbers become mappable when Pennsylvania's farm acreage is compared by county (pg. 469-470).

Available Data Sets

The U.S. government supplies free or at a low cost, geospatial datasets without copyright. Federal depository libraries also have select digital datasets such as TIGER files from the Bureau of the Census for geographic data or the Uniform Crime Reports for geo-referenced statistical data. Data from other countries usually must be purchased and will be subject to copyright. State and local government agencies such as State departments of transportation or environmental protection often have GIS programs that generate data. Due to the high cost of collecting and processing data, especially large scale detailed data needed for local governments, free and open public access are often limited. Other places to locate GIS data are from researchers on campus, local GIS firms, utility companies, and real estate firms. The likelihood of the library gaining access to these data depend on the climate for data sharing in the community, privacy and security considerations, currency and updating methods. Lamont (1997) concludes, “It is difficult to anticipate how the library's request for data will be met. Data producers are often surprised and impressed that the library is interested in the data and has the computing power to access such data. Once the library becomes known as a data repository and distribution center, more data creators will want to contribute” (Lamont, 1997, pg. 469-470). The Internet is another source of data but users must check for data accuracy and authenticity. However, many sites offer valuable and reliable information such as Pennsylvania Spatial Data Access (PASDA) web site which contains numerous datasets available for download (www.pasda.psu.edu) and CIESIN, the Consortium for International Earth Science Information Network, a non-profit, nongovernmental organization that distributes downloadable data (www.ciesin.org). The University of Arkansas library (http://libinfo.uark.edu/) has a link to Maps and GIS with links to data sources for every state (libinfo.uark.edu/GIS/default.asp).

Indexes

Most map and atlas users will need to refer to an index. The index of a map or atlas will include a map reference code to the area of interest. This code will usually include the page number if an atlas and either a map grid reference (often a letter and a number) or the longitude and latitude of the point or area (its geographic coordinates). Map sheets and atlas pages are usually oriented with north to the top therefore latitude designations will be at the side of an atlas page and longitude designations along the bottom. The point where the imaginary lines from the reference latitude and longitude meet would be the area of interest (Hughes, 1995. pg. 405)

Reference Desk Experience

For this final project, I was given an opportunity to work at the map reference desk for approximately 1 hour per week from October to November. Although I do not have previous experience working at the map reference desk in particular, I have prior reference desk experience. For 5 years, I’ve assisted at the Government Information and Maps reference desk for approximately 2-3 hours per week. I found that working with government information helps with map reference questions since most data are produced by government agencies. However, my experiences did not help me when the question asked specifically for a map. For example, a patron needed a map that would show “the Washington-Oregon area” and I immediately searched the library catalog for a "pacific west coast map. The catalog showed maps with detailed ecological data, which the patron was not looking for. I later found out after follow up questions that all the patron really wanted was a simple atlas to browse. What went wrong? I did not follow through with the reference interview. In my haste and nervousness, I made assumptions. I did not follow the first step of reference interview, which was to clarify the user’s information needs! It wasn’t clear what the patron was looking for.

Map Librarian Interview

I had received about four questions while working at the reference desk during the two months. Most questions were just directional questions as in "Where is the bathroom?, Where can I find the vertical files, and where are the aerial photos or topo maps? According to the statistics for October and November, most of the questions were directional followed by informational in which patrons would ask Do you have a map of…. There were a total of 126 patrons using the map room in October but this is highly unusual. November’s statistics of 56 patrons is the norm. The reference librarian statistics showed that she received most of her reference questions via email followed by phone conferences.

Map Room Use/Statistics
Type of QuestionsOctober November
Direction Questions5126
Informational Questions4922
Instructional Questions145
Questions over 15 minutes123
Total Patrons in Room12656
Reference Librarian Statistics
Categories OctoberNovember
Reference Appointments53
Phone Reference67
Email Reference1013

To better understand the map room usage and reference services provided, I interviewed the map librarian who has been an academic map librarian for approximately five years. Prior to that, she worked part-time as a GIS assistant and map librarian at another university for 2 years. She works a minimum of 5 hours a week at the map reference desk and averages about 1 patron a day. The following are the interview questions I asked of this veteran map librarian.

  1. How long have you been a Map/GIS librarian or Map Assistant?
  2. What do you like most about your job?
  3. What are the challenges?
  4. How many hours do you work at the Reference desk or assist patrons? How many patrons do you typically help in a day?
  5. Who are your typical patrons?
  6. Do you think the traditional Reference interview applies to patrons who are looking for MAP/GIS data? What are similarities? What are the differences?
  7. What are the typical reference questions you receive?
  8. What data sets are patrons looking for typically?
  9. What advice can you give to a new Map/GIS librarian or someone who is working at a Map/GIS reference desk?

Typical Patrons

The Map/GIS librarian estimated that at least 50 percent of the patrons that she sees are not affiliated with the university. A large number are professionals working for firms doing environmental consulting. They are often developing site histories for an area in preparation of property transfer or development. She also has a number of patrons who work for state and local government agencies that are involved in environmental work. She sees a few people who are looking for information related to personal interests such as genealogy, historic highways, history of the family land, etc. Of the university affiliated map users, the majority are faculty, graduate students, and researchers looking for information about their research sites. Some of these patrons are recreational users looking for maps of hiking areas, etc. The GIS software users tend to be primarily graduate students or people who have had little or no GIS experience and need to learn to use GIS as a tool for their research.

Reference Interviews

According to the Map/GIS librarian, providing reference for cartographic materials include specific terminology such as scale and resolution that may not arise in a non map related reference interview (personal communication, Dec. 1, 2008). Map librarians may have to translate cartographic jargon and concepts to the patron. She stressed that, while patrons may be fluent in the language of their research field, they are not always fluent in speaking and interpreting cartographic materials. For example, she had more than one patron ask for topographic maps when they were specifically looking for aerial photographs.

Moreover, as with other reference interviews, patrons tend to come in with a general pre-conceived notion of what they need. They often ask a general question instead of a specific question. For example, their first question is often for a map of a specific geographic area which is, “similar to asking for a book about a specific country” (personal communication, Dec 1, 2008). The librarian would need to use a reference interview to clarify what the patron needs. Typical questions to ask patrons are: “What scale and what types of items do you want shown? What level of detail? Is there a more specific geographic area? What use do you want to make of the map?” (personal communication, Dec 1, 2008). The use and type of information the patron is looking for often determines what type of map will be most useful (electronic/paper, black & white/color, large/small, easily copied, etc.) Additionally the librarian may want to prompt the patron to think about who would have collected that information and who would have published it. The information the patron wants “may not exist at the level of detail the patron wants or it may not be in cartographic form” (personal communication, Dec 1, 2008).

Typical Questions

Patrons are typically looking for aerial photographs of a particular area over a range of time so they can look at how an area has changed. Another popular request is of old maps of an area so they can see how it has changed over time. Patrons are also looking for detailed maps of an area, often a foreign country, so that they can locate a small town, village, or a physical feature. Another typical request is for current detailed physical maps of an area where they are going to collect data. GIS questions are often related to data about the physical characteristics (elevation, climate, land cover, roads, etc.) of an area, such as a country. Lastly, patrons want to plot data collection points or addresses on a map using GIS. The typical GIS datasets requested are for California or a subset of California. For those, the librarian refers patrons to the CaSIL web site (gis.ca.gov/data.epl). She also uses the ESRI Data & Maps (on the 2 GIS workstations) to provide basic US road, census, waterways, etc. information. In addition, she gets more requests for nearby Sacramento datasets than for Yolo County. This is probably because the city in which this university is located has a good, easily found, online GIS data server. However, she does get requests for data on various countries where researchers will be working. These requests are more difficult to assist with since it is hard to predict what areas researchers will be interested in and foreign datasets are often expensive to purchase and have complicated licensing restrictions. Therefore, she frequently recommends a copy of the USGS Global GIS: Global coverage DVD to patrons and it is often checked out by them.

The Librarian Profession

According to the Map/GIS librarian, what she likes most about her job is, working with patrons to get the information they need (personal communication, Dec 1, 2008). However, there are many challenges. The most challenging part of her job is the reference process which can be very time consuming. She may have to teach the patron how to locate items in the catalog and then how to locate them on the shelf. She may also need to teach patrons how to use indexes and other finding aids. Patrons do not always know how to read/interpret a map. Also, some patrons have the belief that, if they can imagine a map on a certain topic, someone has created it showing what they want at the level of detail they want (Ibid). Another challenge is meeting the copying demands. Because maps are usually large format, meeting patrons’ demands for copying can be difficult. The librarian needs to be aware of all options available and be able to explain them to the patron. Copyright is also another issue. She often cautions patrons that copyright can apply to a map which normally doesn’t occur to the patron. Keeping up with innovations with GIS is also a challenge. The software is extremely complex and even experts are often only expert in one area of the software (personal communication, Dec 1, 2008).

Advice for New Librarians

There is much advice this librarian can give to new Map/GIS librarians. Her first point is to learn the history of cartography and cartographic conventions. Maps are not objective and it is important to understand the context in which the map was made in order to interpret the information contained on a map. Many patrons looking to use cartographic resources, are not cartographically fluent and the librarian would need to be able to caution them about the limits of information on a map (personal communication, Dec 1, 2008).

Secondly, reference interviews are very important in determining the patron’s needs. When trying to find a map, think about who would have produced a map and where they would have published it (Ibid). Third, do expect to be able to do everything for GIS patrons (Ibid). If you are providing GIS services, have a clearly outlined scope of the services that the library provides and what your limits are.... make sure that everyone who works the reference desk is familiar with these (Ibid). The last and most important advice from the Map/GIS librarian is to keep an open mind and have a positive attitude, since you may not have the map the patron is looking for (personal communication, Dec 1, 2008).

Discussion

Cartographic sources contain a wide range of information and are interdisciplinary in nature. Maps, atlases and other cartographic sources therefore should be included in the research process. However, several factors hinder the use of cartographic sources according to Hughes et al. (1995). They are: lack of full cataloging (unavailable for OPAC retrieval), inaccessible to patrons (housed in special locations) and Cartophobia or fear of maps etc. (the reluctance of patrons and some librarians)to use maps and charts because they are not familiar with it (Hughes et al. 1995, pg. 411). These issues can be alleviated by exposure to maps, atlases etc. and with the increase use of these cartographic materials. Librarians can also be cross-trained in order to be able to help patrons better. Finally, with full cataloging, bibliographic instruction, user guides and pathfinders, cartographic materials will become more accessible to patrons and allow patrons to make full use of the library's collection.

Following the references used in this report, you may want to visit the pathfinder created for an academic map library collection at www.geospectra.net/libr220/TCpathfinder.htm.

References

Visit An Academic Library Map Collection Pathfinder or other LIBR220 student works at www.geospectra.net/220/projects.htm.

Copyright 2008. Tassanee Chitcharoen. All rights reserved.