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Library West Space Challenges
As many of you are arate, the libraries have a serious space
problem. It is most acute in Libtar West which, because it serves all the
humanities, most of the social sciences, and several professional
colleges, needs to be able to shelve '.,, about half the books that come in
each year. The libraries of the university add approximately
100,000 volumes each year; consequently about 50,000 come
into Library West. MWhen Libraiy West was completed in 1968, the
university owned 1.2 million volumes. We now have collections
totaling 3.5 million volumes; consequently, a large addition to
Library West is the only option that will provide needed space both for
collections and for the development of new faculty/student services. In
the absence of additional space, we .- .need to remove more services and/
or collections from Library West.
Library West filled for the first time in 1987 and we started removing books to Marstoris lower level. We received
funding from the university in 1990 to relocate stand-alone collections from Library West to Smathers Library, removing
walls and turning staff and user areas to collection storage. That gave us three years growth, but by 1993, we were back
to a "one bookin, one book out" situation, pulling volumes from the active collection for storage. In 1997, the university
helped us to rent offsite storage that would contain about a half million volumes. Our stored collections, which had been
in several locations including boxes in Yon Hall, were moved to the new location where they could be shelved and
serviced efficiently. During the past two years we have continued to remove books from the stacks and our storage ri
Library West is now so crowded that we have to remove some major collection or service area to allow for collection
growth. A library space committee has been looking at the
problem and has suggested several options for dealing with it.
Because all of these proposals will affect our users, we'd like to
hear from you about which of them will do the least harm to you
and your students' research and learning.
In this issue of the News, you will find a space survey.
Please take a few minutes to review the options listed and let us
know which of them you find most and least disruptive. We
want to continue to provide the best quality service despite the
shortcomings of the building that serves as UFs main library.
Your comments and suggestions will be very helpful as we
continue to cope with our space problems.
Director of University Libraries
Inside this issue:
D ais Produatii Awards
PreF action D epartwnt
Marston Lghtig RmovaMion
Room 100 L t pFriefyd
ArVc.is HExhibit Mnl niuw Son'is
UFCC Librny Actsi6i
Short Answers to Frequently Asked Questions:
Q. How will users be inconvenienced by the lighting replacement in the Marston Science Library this term?
A. Library users will not be able to enter each floor while it is worked on. Materials will be retrieved by staff upon
request, but this will result in some delays and procrastination will be risky for students and faculty. For details
look for notices in the library and on the library homepage: http://webb.flib.ufl.edu/
Q. Do the libraries collect maps and other geographic information?
A. In the Map & Imagery Library on the first floor of the Marston Science Library expert staff will guide you and
your students through a large, heavily-used collection of maps, aerial photographs, satellite images, geospatial
CD's and atlases and other geographic and cartographic reference books. For information see their homepage at
http://web.ub.ib.ufl.edu/maps/ andsee the article on Sanbomn maps in this issue.
Davis Productivity Award Winners in the Library!
We are proud to announce that Davis Productivity Awards have been earned by the following Smathers
Libraries staff members.
Nelda Schwart2, Senior Archivist in Preservation, won the award at library, university and state levels for
the design of workflow and procedural efficiencies in the library areas of binding and reprographics that
resulted in considerable cost and time savings. Her hard work andmoney-saving application of excellent
organizational skills during a period of time when asked to cover duties of a vacant position as well as
her own were very impressive.
Gerald Langfbrd Archivist in the Social Sciences Cataloging Unit of Resource Services, won a certificate for his work
in adapting CLAFRR a library cataloging software program, for local use. This has been a time and money saver. Of
special note are his efforts to streamline the cataloging of UF theses, Gartner Group training materials, and grant funded
items such as theology pamphlets which are being microfilmed.
The Collection Management Support Unit (Barbara Gundersen, Jason Kiker Margjoni Raimonda, and Richard
Saltsburg) and the Monographs Unit (Sufanne Kiker Charles McElroy, Erika Hirsch, Becky Nero-Wall, Ken Wells and
Lyn Straka) in the Acquisitions Section of Resource Services also won a certificate. This certificate commends the two
units' efforts for measurably increasing performance and productivity by "Automating Selection and Acquisitions of
Monograph Firm Orders." They did a great job in implementing new workflows
based on software applications that work in concert with the library online catalog.
-" '- --
P age 2
Volume 10. Issue 2
Sanborn Maps at the University of Florida
The Sanborn Map Collection is part of the Map and Imagery Library on the 1st floor of the Marston Science Library.
The Sanborn Map Company produced a series of maps dating from the 1860's to present day that depict the commercial
industrial, and residential sections of around 12000 cities and towns in the U.S, Canada and Mexico. Our holdings
include microforms to cover the entire country, plus original printed maps of many Florda cities.
D.A. Sanborm, a surveyor from Massachusetts who worked for an insurance company, originally made an atlas of the
city of Boston. He followed this with making maps for several cities in Tennessee in the mid-1800's. He later established
a company that would specialize in compiling and publishing maps for the fire insurance industry. After several mergers
and acquisitions, the company he helped establish now goes by the name Sanbom Map Company.
The maps were mainly designed to help fire insurance agents determine the degree of damage to a property and show
accurate information to help them determine rsks and establish premiums. They showed the size (including color-
coding), shape and construction of buildings (brick adobe, frame, etc), dwellings (including hotels and churches), and
other structures such as bridges, docks and barns. Along with fire stations, you could also ind water facilities, sprinklers,
hydrants, cisterns, and alarm boxes as well as firewalls, windows, door, elevators and chimneys and roof types. The maps
included street names, property boundaries and lot lines, and house and block numbers. Other information such as the
latest census figures, prevailing winds, railroad lines and Indian reservations and topography were included.
Presently, Sanbom maps are usedby municipal governments and engineering and architectural companies, as well as
individuals doing historical (environmental and architectural)
research, ethnic studies, and urban archeology and geography.
The University of Florida Map and Imagery Library holds
the largest collection of Sanbornm $k l i maps of Florida cities, outside the
Library of Congress, Maps in Vo.w the collection are filed in map
cases by LC class number F OulliD.ld3v r, (which, by design, puts cities in
alphabetical order by placename Q C SisM lI Hanum f 'E and each city in chronological
order). The Map and Imagery / hLdp ndant HMo i Library's collection contains over
130 Florida cities and towns. t Ffi' ,, Most sheets arrived at the
University unattached, but some were stapled together and others
were previously bound together. 0 PciSvming Wnds 7 2 n f iA
The State of Florida f experienced incredible population
growth around the tum of the 7 ) L last century with Henry M. Flaglez
bringing the railroad further south than ever before, a tourist
boom, and the invention air JU E. I 18" conditioning. Examination of the
Sanbom maps is an interesting way to see where and when cities
and towns grew over this time. "" ..*
Accuracy and uniformity of ws Sanborn maps were ensured with
the publication of a surveyor's manual. This included precise
instructions, sample maps and a comprehensive symbol key. Most
maps were drawn at the scale of 50 feet to an inch (the exception for some older maps being 100 feet to an inch). Index
maps vared in scale also. Sheets were 21by 25 inches. Surveyors would redraw the areas every 5 to years andpublish a
new edition. Updates of these maps were accomplished by personal inspections of the buildings in the mapped area.
Sanbom gave more than 750,000 maps to the Library of Congress for copyright purposes, the largest single collection of
any detailed map publisher in the United States. Subsequently, the Library of Congress donated one copy (complete with
original copyright stamps) of their Florida holdings to our University. While the maps in our collection are clean and
unmarked, it is not unusual to fnd map copies that have been updated with hand-revisions over the years that now
obscure their original lines and markings.
Unfortunately, many of the maps have suffered browning from folding and others have their edges worn out mostly
from unsafe handling and acidic paper. Conservation treatments are being evaluated in order to preserve these old yet
very valuable sheets. A few sheets were applied with backings and plasticiLed in an attempt to reduce wear and tear and
exposure to the elements. Microform and microfiche copies of the maps are also held at the Map Library. The microfiche
negative copies are arranged by city and date each pertaining to one Map sheet. The fiche copies are black and white but
the quality of resolution of these provides better detail than the microfilm version.
The Preservation Department part of the Technical Services Division of the Smathers Libraries, is responsible for
ensuing long term access to the intellectual content of the entire collection, regardless of physical format. Sounds like
quite a mouthful doesn't it? In plain English, this means it is
our job to make sure that the books, journals, newspapers,
microfilm, video and audio cassettes, photographs, and
manuscripts ownedby the Library -. will be around for UF students
and faculty to use for many years S-/ -.' to come. While this often feels
like an overwhelming taslk there are seven full time staff
Ingbe, Ai Lirteen p ait staff
members and fifteen part time students to support
Departmental efforts. Each person on our full time staff
has extensive training in their -particular specialty, a
willingness to work long and hard* "and an extraordinary ability to
roll with the punches. --
The Conservation Unit comprises one third of the
Department. As the name implies, the two full time staff and four
part time students of the Unit are responsible for maintaining
the condition of all the items Ms. Bumell's Biscuit owned by the Library. As you
might suspect with a collection containing approximately 3
million books and journals, a significant portion of their
time is spent repairing volumes with loose or ripped pages and broken spines. Other duties include drying wet and/or
moldy items, monitoring the temperature and relative humidity in different stacks areas and constructing protective
enclosures for rare and fragile materials. Last year, the Unit protected a valuable collection of Holy Land maps from the
Map & Imagery Lib ratywith mylar sleeves to help guard them against potential damage.
Occasionally, the Unit is asked to work on a project slightly off the beaten path. John Freund, Conservator and the
Head of the Unit recently constructed a protective enclosure for a very special biscuit. It seems that a 1913 UF student
was so unhappy with the food served on campus that he sent a biscuit in the U.S. mail to a friend to prove just how
inedible the food was. Somehow, the biscuit ended up in the Special Collections Department. John custom made a great
little box with a cleat hinged lid to display and protect the biscuit so the address and stamp wodt flake off!
The Binding Unit is another integral part of the Department. Victoria Naipavetl Head of the Unit with the support
of one full time staff member and Unit liaisons at each branch library, oversees the binding process. Every two weeks
Preservation staff and Unit Liaisons located in every library prepare hundreds of books and journals for shipment to
Greensboro, North Carolina for commercial library binding. Unit members collect the books and journals, determine if
the pages should be sewn or glued together prepare a binding slip for each piece and pack the items into boxes for
shipment. A representative drives down from the bindery and picks up the boxes at Library East and Marston Science
Library while returning the newly bound volumes that were picked up two weeks previous. The Unit is also responsible
for binding the hundreds of theses and dissertations produced by UF graduates each year. An exciting development is
this area is the growing trend toward accepting electronic versions of theses and dissertations.
The final segment of the Department is the Repmrgraphics Unit which is comprised of two distinct sections, Brittle
Books andMicrophotogaphy. As Unit Head, Nelda Schwarts, along with one full time staff member and 11 part time
students, is ultimately responsible for the identification and maintenance of items that cannot be bound or repaired
These items include things such as books and journals with brittle paper newspapers which are too large and/or fragile
to be retained in their original format and acetate based microfilm. Using these items is often impossible in their original
deteriorated state. Most if not all of these items need to be reformatted. Typically, brittle items and newspapers are
microfilmed in house. Much of the work of the Reprographics Unit is funded by monies from the National Endowment
for the Humanities. Currently, the Unit is busy filming items for three NEH grants, one each in the areas of historical
Florida newspapers, the history of Florida agriculture and Theology.
Last but not least is myself the chair of the Department. My name is Cathy Mook and I have responsibilities that
sometimes seem too numerous to mention. In addition to planning and administrative duties within the department
itself I also workwith the broader library and university communities on all matters relating to Preservation. A typical
day forme might include writing long range goals for the department creating a disaster preparedness and response plan,
Volume 10. Issue 2
Smathers' Library Bookstore
Where can you find a steady selection of vinyl records, old UF yearbooks,
and children's literature from when you were a kid all for next-to-nothing
prices? Smather's Library Bookstore has 'em all; one-stop shopping. Open
Monday through Thursdays 10 AM -2 M,; phone 392-0355 ext. 176. For
more information check the web site http://web.uflb.ufl.edu/ge/bookstore.
Sp.s. Special Tip from Santa: buy someone a nostalgic Holiday gift!
p.s.2 Special Tip from IRS: get year-end tax credit by donating books you no longer want
Lighting Renovation in Marston Science Library
There will be some disruption of services in the Marston Science Library over
the next few months while the lighting fixtures in the public areas are replaced. It is
planned that each floor will be closed to the public while the work is done to that
floor. Items shelved on those floors may be requested by students and other
patrons and will be retrievedby library staff. As the service may result in delayed
access to some materials, we urge each of you to allow extra time to meet your
deadlines that may require materials from MSL this term. The end result will be
improved lighting which we know you will all appreciate. Please pay attention to
notices in the library and on the library homepage for details. For more
Room 100 Laptop Friendly
As more students choose versatile laptop computers to meet UF's computer
requirement the Libraries are meeting the challenge by providing easy plug-ins for
campus network and Internet access. Smathers (East) Library room 100 has 36 network
,'--" outlets and power connections attached to ends of tables. To access the network, set your
computer to get its IP address automatically, and attach your computer Ethemet port
using a UTP patch cable (user supplied). For details see http://web.uflib.ufl.edu/laptop.
Pae6Vlm 0 su
+ + +
(CffmatftLWf yt 4)
working closely with Facilities on pest control strategies
designing staff and user education programs and, occasional
writing publicity pieces for newsletters.
Chair of Preservation Departmen
The University of Florida Archives, in conjunction
with the Alumni Association and Flonda Blue Key, will
present an exhibit on homecoming history at the annual
Homecoming Barbecue on November 6 in the O'Connell
Center. The exhibit will interpret over eighty years of
homecoming events beginning with the first held in 1916.
"Homecoming Through the Years" will feature parade
and Gator Growl photographs, yearbooks, football pro-
grams, and songs from the Glee Club. The exhibit is part
of the Archives' alumni outreach program.
Carl Van Ness
M-f- Mjp- M-jj r
Volume 10. Issue 2
University of Florida
Silent Auction and Sweet Sweepstakes Benefit Libraries' UFCC
This year the Libraries sweetened its participation in the University of Florida's Community Campaignby sponsoring
a Sweet Sweepstakes and a Silent Auction of collectibles, arts and crafts. Both events held October 7 culminated the
Libraries drive to raise the 'Gator Dollars that Change Lives' in our community. The Sweet Sweepstakes built on the
Chocolate Challenge of past years and included entries of chocolate and more. The Silent Auction begins a new tradition
of auctioning unique donations from our generous staff for this very worthwhile cause. For a week prior to the auction, a
mini "eBay" enabled staff to view and bid on the items over the Web. The Silent Auction and Sweet Sweepstakes
combined raised $1200.
In total the Libraries raised $15,389.63, $1,890 more than last year and staff participation increased from 45% to
53%. We are very proud of our generous and caring staff for their commitment to the many services the UFCC helps
Director of Technical Services
The maps had been cataloged locally on cards in the 1970's, but were not reflected in the online catalog until 1998
when a project was undertaken by Jorge Gon2ale2 in cooperation with HelenJane Armstrong, Head of the Maps and
Imagery Library, and Jimmie Lundgren, Head of the Science Cataloging Unit. In this project based on careful
examination of each map, we combined avery high level of detail in the description and access for the maps with efficient
techniques afforded by modem software.
Future projects related to the Sanborn maps include scanning sample first sheets of most cities for eventual display on
the Internet. It is hoped that grant funding can eventually provide access to all the Sanborn map sheets for the cities and
towns in Florida on the Web.
Jorge A. Gonzalez
Resource Services Department
Uiearai of HoEilaA
Ge oie A. 5mat1n Timraies
PO BOX 117001
GaCs.iel, FaL UH11-7001
PFkon: 352-3 '-0342
Fax: 35 2-3 92-7251
Eni.m cb ow e ng uba.ue iau
Jtniie Luntie n
Enjoy wine and cheese and celebrate the Millennium with Florida authors! These
programs are free and open to the public; no reservations are needed. For more
information call 392-2822.
November 16, Tuesday, 4:30-5:30 FM Special Collections Reading Room, Smathers
Library (East), Dr. Michael Gannon, UF professor emeritus and noted Florida historian
and author; will highlight Florida history in his talk "A Very Short History of Florida."
February 1, Tuesday, 4:30-5:30 PM, Special Collections Reading Room, Smathers
Library (East), Dr. Stanley K. Smith, Director of the Bureau of Economic and Business
Research and author of many publications, will discuss past demographic trends in Florida
and projections for the future.
Library Holiday Hours
Be sure to check the Library Holiday schedule at:
UeMirir of Holida
Ge orie A-. 5na0tn Iibraies
PO BOX 117001
Gaim~stdil, L 32611-O7001
Is there another person in your department that you would like us to send a copy
of Library News? If so please notify us at: email@example.com
Most of the Libraries on campus will be closing at 5:00 PM on
Friday, November 5, 1999. Please be sure to check the hours
online and plan accordingly.
UNIVERSITY OF FLORIDA .J. UNIVERSI'YOCE
The Smathers Libraries are considering several options to address the immediate space problems in Library West.
Because our space problems are so severe, it will no doubt be necessary to use some combination of these options. None
of these options will solve the problems for more than a few years. Because we are concerned about the impact of these
options on faculty and students, we are seeking information about your preferences among these difficult choices. Please
indicate your assessment of each according to the following scale.
1. This change will improve access to library resources for me.
2. This option is acceptable to me.
3. I have no opinion about this option.
4. This option will be inconvenient for my access to needed library resources.
5. This option would be very detrimental to my access to library resources.
O Move Library West lower use materials in Dewey Decimal Classification to another location, probably Marston
Science Library compact shelving.
O Move Government Documents collection and services (from the 2nd floor of Library West) to another location,
probably Marston Science Library.
O Move journals that are no longer being published out of Library West to storage collection.
O Move older journals (e.g., more than 20 years old) out of Library West to storage collection.
O Move journals that are available in electronic format out of Library West to storage
O Add shelving to Room 100 Smathers Library (Library East), eliminating study space.
E Fill main floor with moveable compact shelves and remove Reference to 2nd or 3rd floor.