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Accessing 500 Years of Florida's Past through the Historical Map Collection at the P. K. Yonge Library of Florida Histor...
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 Material Information
Title: Accessing 500 Years of Florida's Past through the Historical Map Collection at the P. K. Yonge Library of Florida History ( CLIR Hidden Special Collections and Archives: Building a New Research Environment Proposal )
Alternate Title: Cataloging Hidden Special Collections and Archives: Building a New Research Environment
Physical Description: Archival
Language: English
Creator: Cusick, James G.
McAuliffe, Carol
Lundgren, Jimmie
Publisher: George A. Smathers Libraries, University of Florida
Place of Publication: Gainesville, Fla
Publication Date: July 31, 2010
Copyright Date: 2010
 Notes
Venue: Grant proposal submitted to Council on Library and Information Resources
 Record Information
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.
System ID: UF00101462:00001

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Council on Library and Information Resources
Cataloging Hidden Special Collections and Archives Program
Proposal Cover Sheet

Please complete this sheet (or the institution's equivalent) and attach it to the institution's final
proposal submission.


Date of Submission (mm/dcdyyyy)


07/31/2010


Legal Name of Grantee

Proposed Project:
Project Title

Request Amount


University of Florida

Accessing.500 Years of Florida's Past through the Historical Map
Collection at the P.K. Yonge Library of Florida History

$212,667


Proposed Grant Term (# of months) 24

Proposed Start Date (mm/ddlyyyy) 01/01i201


Proposed End Date (mm/dd/yyyy)


12/31/2012


Internal Reference Number


Principal Investigator(s) and Title(s):
Name(s)


Addresses)


Signature(s)



Financial Administrator for Grant:
Name

Address

Signature


James G. Cusick, curator, P.K. Yonge Library of Florida History, Carol
McAuliffe, head, Map &Imagery Library, Jimmie Lundgren, associate
chair, Cataloging and MetaData


George A. Smathers Libraries, PO Box 117000, University of Florida,
Gainesville FL 32611-7000


lPA ccJd C


^---,---,---




Brian Miller

Univenity of Florida, 219Grinter Hall, Gainesville, PL 32611-5500


0


P-/ ^,^






?.-.;. U. S. TREASURY DEPARTtMEAlT
INTERNAL .i...- L.
WASHINGTON 25. D. C,


GOCT31 T93.


University of Florida
Gainesville, Florida

Gentle en:

In a ruling dated July 7, 1961, it was held that you are not exempt
from Federal income tax under secLion 501(a) of the Internal Revenue
Code of 195h aes an organisation described in section 501(c)(3) of
the Code. On July 27, 1961, you were granted an exter.sion of time
to October 10, 1961, within which to file a protest to our ruling.

In view of Public Law 87-370, 87th Congress, HB.. L317, passed by
the Congress and signed on October 4, 1961 by the President of the
United Stctes, making the provisions of section 603(b) of the Code
applicable to "an educational institution (as defined in section
151(e)(L))," of which the employer is "a State, a political subdivi-
sion of a State, or an agency or instrumentality of any one or more
of the foregoing", it appears that your purpose in filing an applica-
tion for exemption has been served, and no further action is contem-
plated by this office.

A review of our records discloses that in a ruling dated February 12,
1915, it wrs held that you are an instrumentality of the State of
Florida. As sth you -ar rot subject to Federal income tax and are
not rentired to file Federal income tax returns. In a letter dated
April 7, 1953, you were informed that the ruling of December 12, 1945
remains in effect. This ruling is affirmed at this time.

If you have any further inquiries in this matter, it is suggested that
you take them up with your District Director of Internal Revenue, who
is being furnished a copy of this letter.

Very truly yours,



&'1Uhief, Exempt Organizations Branch


1ISl vSE Z A o;






Cataloging Hidden Special Collections and Archives:
Building a New Research Environment

Request for Proposal: Outline




General Information
Cover Sheet File is uploaded.

Eligibility Requirements
1. Is the applicant institution a not-for-profit organization, as defined in
CLIR's 2010 Proposal Application Guidelines?
Yes

2. Is the collection owned or held in the U.S.?
Yes

3. Do you wish to apply for funding?
Yes
4. Non-Profit Status: File Uploaded
5. Board/Trustee List: File not Uploaded







SECTION I:
PUBLIC INFORMATION
Collection Identification
1. Application ID:
660

2. Name of Institution:
University of Florida, George A. Smathers Library

3. Address:
Department of Special & Area Studies Collections, 208 Smathers
Library, P.O. Box 117007
Gainesville, FL. 32611-7007
United States

4. Point of Contact:
Mr. James Cusick / Curator, P.K. Yonge Library of Florida History /
352-273-2778

5. Collection/Project Title:
Accessing 500 Years of Florida's Past through the Historical Map
Collection at the P.K. Yonge Library of Florida History

6. Approximate amount of materials to be cataloged during the course
of the proposed project (you must answer at least one; you may fill in
all that apply):
a. Boxes:
b. Cubic Feet:
c. Linear Feet:
d. Number of objects: 3000

7. Are the materials listed in (check all that apply):
a. ArchivesUSA?
b. The University of Idaho's Repositories of Manuscript Sources?
c. Other directory or registry?






Note: Registration in a directory is not required.






Description of Content


1. Provide a brief description of the material (e.g., topic, period covered,
geographic scope, relevance to individuals, etc.). (max. 1,500
characters):
In 2013, when Florida marks its quincentenary, the name "Florida" will
have been part of American geography for 500 years. One of the best
records of Florida's evolution over five centuries is the University of
Florida's Historical Map Collection, a popular resource known to
researchers by reputation although never included in the UF Library
catalog. Housed in the P.K. Yonge Library of Florida History, the state's
oldest repository of primary source materials, the Historical Map
Collection is generally acknowledged to be the largest and most
comprehensive resource on Florida's cartography at any public institution
in the state. The collection encompasses rare print and manuscript maps,
copies of manuscript maps from other institutions, surveys, and
promotional maps to provide broad research scope to map-making in the
state. Maps date between the 1520s and the 1970s, with especially strong
coverage from the first permanent settlements in Florida (1560s) to the
end of the 1920's land boom. From the Spanish mission trail of the 17th
century to the military expeditions of the Seminole wars to the railroad
surveys of the Gilded Age and beyond, the collection charts the story of
Florida's discovery and development. In all, it comprises 2,000 maps in
flat storage; 400 maps of county and city development; 600 maps
documenting the rise of modern Florida; scores of bound maps and 5
copper plates. This project focuses on cataloging the 3,000 maps in the
core collection.

2. From what period do the materials date?
1520 AD 1970 AD

3. What is the geographic scope of the project?
The collection covers the cartographic history of Florida to modern times
and includes the greater American Southeast, Gulf of Mexico, and
Caribbean


4. What is the format? Check all that apply:





a. Text (including electronic texts): X
b. Image (including photographs, moving images, drawings, etc.):
X
c. Audio (including speech and music):
d. Book (including serials): X
e. Manuscript: X
f. Specimen (botanical, geological, medical, etc.):
g. Data Set (paper-based or electronic): _
h. Work of Art (including original paintings, prints, sculpture, etc.):

i. Artifact (including archaeological objects, weapons, machinery,
instruments, costumes, textiles, ceramics, glass, furniture, etc.):

j. Other; Please Specify: ephemera and brochures

5. Is there a preliminary finding aid or description of this
collection/project?
Yes







SECTION II:
CONFIDENTIAL INFORMATION
Description of Content (cont.)

6. Are the contents of the collections) in any way at risk or
endangered?
Yes

If Yes, please explain briefly the nature of the threat.
(max. 1,500 characters):
The P.K. Yonge Library of Florida History has struggled for
years to make its map collection available to the public. The
collection is in constant demand with archaeologists, exhibit
designers, historians, professors, and students and is
generally regarded as a baseline research collection against
which other collections on Florida should be compared.
Despite this, it remains a hidden collection and was never
entered into the library catalog. In fact, prior to 1990 curators
actively campaigned against cataloging the collection
because they feared this would publicize rare maps to
thieves. Ironically, lack of cataloging has increased the
danger of theft, because the inventory of maps is so primitive
and inadequate that many are undocumented or (in the case
of duplicate items) unrecorded. Public access aside, the
library itself needs better bibliographic control over an
irreplaceable collection that now represents more than 70
years of continual purchased and donated acquisitions. This
project will train catalogers and library science interns in
map cataloging, fully describe 3,000 maps, provide subject
headings and geographical coordinates for search functions,
and make all catalog entries available in appropriate format
to other map collections and catalogers in the state. To foster
training UF will also hold three seminars around the state on
the history of cartography in Florida and instruct participants
in methods and tools for cataloging maps.





7. Does the holding institution have a conservation plan for these
materials?
Yes

8. Are there physical or artifactual characteristics of the materials that
would inhibit either the cataloging effort or future digitization?
No

If applicable, describe your institution's approach to
conservation of these materials. Also explain any physical
or artifactual characteristics of the materials that would
affect either the cataloging effort or future digitization.
NOTE: No funds under this request may be directed
toward conservation, stabilization or digitization
activities. (1500 characters):
The UF Libraries is one of only two library systems in the
state that has a paper conservator and conservation lab (the
other being University of Miami). In 2000 and 2001, the
curator of Florida history and the library conservator, John
Freund, reviewed the map collection and arranged for
immediate conservation of the oldest and rarest maps. This
consisted of relaxing folds, de-acidification, and
encapsulation. With the exception of de-acidification, all
conservation work is reversible. At the same time, the
collection in flat storage was rehoused. Original materials
were separated from reproductions and stored separately.
Items were also divided into size grades and housed by size
to facilitate pulling materials for use. The new system
relieved overcrowding within drawers and allowed for a
more orderly physical arrangement of items. The storage
system has minor impacts to cataloging and digitization. The
chief impact is that maps are stored in chronological order
rather than by region. Map call numbers indicate the location
of a map within a drawer and the date of the map; they are
not based on the Library of Congress G schedule for call
numbers. A main goal of cataloging is to provide contextual
information for the maps, in particular map provenance and
geographical coverage. Both cataloging and future scanning





of maps can be done with minimum risk to materials as both
the cataloging department and the UF Digital Library Center
are near Special Collections.


9. Does the institution hold the rights to these materials, including the
rights or permission to digitize the materials at a future date?
Yes


Please explain any limitation, embargoes, or other
restrictions. (max. 1,500 characters):
Original printed maps are in the public domain. Rights to
manuscript maps are held by deed of gift. There are no
restrictions on cataloging materials for this project although
future digitization projects will have to clear copyright for
items post-dating 1935. The majority of maps in the
collection pre-date this year. About half the maps in the
collection are reproductions of materials from the Public
Record Office (London), the Archivo General de Indias
(Seville), and the National Archives and Records
Administration (College Park, MD). Usually, these are
copies of important manuscript maps and were acquired so
that scholars on Florida history would have access to
materials that otherwise required extensive travel and travel
funds to see. This was in keeping with a policy to develop the
collection as a tool for in-depth research. While rights of
ownership will restrict digitization of non-UF materials,
there is no obstacle to cataloging them and to improving the
means to search the physical collection and pull relevant
maps for on-site use. The UF Library provides reproductions
of its maps at cost. A limited number of early maps (225)
have been digitized for the UF Map & Imagery Collections
(http://ufdcweb 1.uflib.ufl.edu/ufdc/?a=map&m=hhh) and
key colonial maps have been used to support an
NEH-sponsored teacher resource page on colonial St.
Augustine established in 2004
(http://ufdcweb 1.uflib.ufl.edu/ufdc/?s=teachers).







10. What is the current access policy with respect to the use of these
materials? Might this change as a result of this project, or subsequent
to other future initiatives (e.g. digitization)? :
The P.K. Yonge Library of Florida History maintains its map collection
with attention to modern research demands. However, for security and
preservation, the collection is part of a closed-stack library and continues
to be serviced as part of a rare books room. All items must be requested
and pulled following standard procedures. Researchers confer with
Special Collections staff about using materials and normally cannot
browse the collection. Selection of maps often depends on the curator's
knowledge of the collection and researchers' descriptions of information
they are trying to find. Arrangements must be made with staff for any
reproduction. The primary goal of this project is to create records that
fully document provenance for maps, particularly those from larger
works or atlases, and to provide subject headings and geographical
parameters so that researchers can compute coverage area and determine
if a map is relevant to the study of a particular county, area of the state, or
natural or man-made feature. Other goals are training library science
interns in map cataloging, sharing UF's cataloging records with other
institutions, so they have near complete records to modify for their own
cataloging efforts, and disseminating information about the cartographic
history of Florida and our tools and techniques for cataloging maps, as
provided through workshops. Cataloging will also underpin the metadata
needed for displaying and manipulating maps online in the future.






Value and Significance


1. Describe the value of the collections) to scholarship and the ways
that scholarship would be enriched by greater access to these
materials. (max. 3,000 characters):
The Florida Historical Map Collection was developed specifically to aid
academics in their research. It contains both original maps and
reproductions. The collection also contains many items donated by
professors from their scholarly work. Curators enhanced holdings by
acquiring benchmark maps in the history of early cartography and maps
that illustrate key changes in the development of Florida over time.
Condition was usually less important than historic relevance in making
acquisitions.

The map collection is an essential pictorial record of state history. It
traces:

o Early exploration and Florida's overall development as part of the
American Southeast
o Florida's roles in the American Revolution and the Civil War
o Systematic mapping of the state by scouts and military engineers during
the Seminole wars
o Change in river ways, vegetation, and water flow before and after
dredging
o Creation of Florida's cities and towns in all 67 counties
o Rise of modern transportation systems and tourism

The map collection regularly serves a variety of classroom and research
needs. It is consulted by exhibit designers, by archaeologists reviewing
study areas, and by scholars interested in topographic maps that predate
USGS maps. Traditional uses of the collection include:

Identifying the locations of former colonial missions, Native American
settlements, military installations, and free black towns
Pinpointing the location of towns that have disappeared
Conducting background research for archaeological and historic
preservation projects





* Writing county histories


During the past 10 years, new research on environmental problems in
Florida have redirected the use of historic data from maps, including:

Use of historic fishing maps to look at die-off or change in fish
populations
Use of coast survey maps to follow changes in barrier islands
Examination of the environmental impacts of drainage, canalization,
deforestation, and Everglades restoration

The chief hurdle for such scholarly use of the collection is lack of
cataloging. Tools for searching the collection are rudimentary and geared
towards searching a bare-bones shelf list. Information about the
geographic coverage of maps is limited in the extreme. Since most
researchers using maps are interested in studying a particular area,
coastline, waterway, county, or town, locating relevant maps is a hit or
miss process. Searching is further complicated by the fact that researchers
cannot browse the drawers and must request all items they wish to see,
whether or not these prove to be relevant. Use of the collection is
labor-intensive for both researchers and library staff responsible for
pulling and replacing materials. By fully cataloging the maps, this project
will increase general awareness of the collection, promote use (especially
for new research in environmental history), and increase map expertise
for all project participants.

2. Identify other collections (if any), not held by the applicant
institutionss, whose value would be enriched as a result of improved
access to these materials. If there are no such collections, please
denote this by entering "N/A" in the space below. (max. 1,500
characters):
There are several map collections in Florida that can benefit from this
project. Curators at the Tampa Bay History Center and the Historical
Museum of Southern Florida have noted that having MARC or other
cataloging records from UF will provide useful templates for their
holdings and will speed their own creation of records. Other institutions
are expected to participate in the workshop portion of this project or to





employ UF catalog records in documenting their own holdings. These
institutions include, but are not limited to, the map collection at the
Jacksonville Public Library, the State Library and Archives, the Museum
of Florida History, the Florida Historical Society, the St. Augustine
Historical Society, and numerous other archives that have limited time or
expertise for making detailed cataloging records of their maps. The UF
collection, because of its size, contains many items that will be
represented in the holdings of these other institutions and its catalog
records will therefore be relevant to them.

3. Describe innovative aspects of the project (e.g. cataloging, archival
descriptions, dissemination). (3000 characters):
The main innovative goals of this project are:
1. To disseminate training and results in three ways: by introducing
library school interns to the field of map cataloging through hands on
experience at the UF Library, by sponsoring workshops in the
cartographic history of Florida and map cataloging at locations around
the state and by providing authoritative cataloging records for use at other
institutions with Florida maps. Map cataloging has many parallels with
rare book cataloging and requires extensive original work and input from
curators to provide notes for entries. It is best approached as a
collaborative effort. The UF Cataloging Department is particularly well
equipped to provide training and workshops because UF is one of a select
number of libraries with approval as a Regular Enhance library for Maps
to make corrections and improvements to map records in OCLC. This
project will build upon a pilot project at UF that trained map catalogers in
conjunction with collection curators and map experts to catalog
pre-modern maps. Florida State University has agreed to include this
project in its internship program (letter of commitment on file) and the
opportunity for internships will also be extended to the MLS program at
the University of South Florida.
2. To convert what is essentially a chronological shelf list of maps into
fully accessible cataloging records that will include the geographic
coordinate data essential for the future use of the records with GIS and
digital mapping applications. Bibliographic records produced in this
project will allow researchers to search maps via subject headings,
conduct key word searches of in-depth notes, and extract geographical





boundary box data for use with GoogleEarth and GoogleMaps to
determine the coverage areas of individual maps. Place names used in
subject headings will be fully supported by authority work for names and
subjects submitted though NACO and thus available to the Virtual
International Authority File (VIAF). The inclusion of geographical
coordinates to define the boundaries of each map, while immediately
usable in conjunction with Google, will also establish data to be
employed in future search enhancements of the UF Library catalog. A
proposal has been submitted to the Florida Center for Library Automation
(FCLA) to allow "MapIt" linking from map records to maps and aerial
photographs in GoogleMaps based on that data and using a GoogleMaps
API. Cataloging entries will also serve as the basis of metadata for future
digitization of the map collection.

4. Describe your approach to expanding the impact of your project
through outreach and professional activities. (max. 3,000 characters):
(1) Workshops: Three workshops on Florida cartography and pre-modern
maps of Florida will be held at other institutions in the state. Sites include
the Historical Museum of Southern Florida for collectors, collection
managers, and catalogers in the Dade-Broward and adjacent areas; the
Tampa Bay History Center to accommodate people in central Florida;
and UF (Gainesville) for participants from north Florida. These two-day
workshops, given at no cost to participants, will feature a general
overview to the history of Florida cartography and map reading followed
by a practicum in map cataloging with support materials. Scheduled to
present are Arthur Dunkelman, head of the Jay I. Kislak Collection in
Miami Lakes and former curator for the Kislak Collection at the Library
of Congress; Dr. Joe Knetsch, Division of Maps and Survey, State of
Florida, an expert in the history of Florida survey and survey maps; and
Dr. Joseph Fitzgerald, founder of the Miami International Map Fair and
consultant for the website "Old Florida Maps." The UF project team will
conduct each practicum on map cataloging. Workshops will provide a
forum for collection managers, curators, and other participants to learn
more about map resources in the state, talk with experts in cartography,
and acquire cataloging tools and training.
(2) Internships: UF will offer library science interns the opportunity to
work with one of the state's most important collections in Florida maps





and with the staff and facilities of the Map & Imagery Library, the largest
map repository in an academic library in the Southeast. The library and
information science program at Florida State University has agreed to
include internships with this project as part of its field work components
for MLS students. Since formal classes in map cataloging are not offered,
fieldwork is the only means for acquiring skills in the cataloging and
management of map. This project will offer five one-semester internships
during the course of its two year cataloging program. The possibility for
internships also will be offered to the library science program at
University of South Florida (Tampa).
(3) UF project staff will develop a session on the cataloging of the Florida
Historical Map Collection at the next American Library Association
Maps and Geography Round Table (MAGERT) conference on rare and
antiquarian maps
(4) UF project staff will present results of the project at the annual
International Miami Map Fair.
(5) Project staff will revise, produce, and distribute our internal manuals
for cataloging of Florida maps to participants at the workshops and other
interested groups.
(6) UF catalog records will be made available in requested formats to
other institutions in order to serve as templates for their own map
cataloging. This will reduce time needed for creating records and will
help to standardize records across institutions.

5. Describe any initiatives that might be triggered by availability of
access to these materials. (max. 1,500 characters):
In general, UF Library expects to see increased interest in its map
collection with the 500th anniversary of the naming of Florida in 2013.
Cataloging of the collection will increase access for authors and
documentary film makers seeking materials for illustration. It will also
facilitate digital projects. Long-term use of the map collection includes:

Providing exhibit materials to museums and libraries: UF Libraries is
often a first-choice for materials because of the size of the collection and
because the university, as a public institution, will provide reproductions
at cost or at low-cost





Studies of national events in relation to Florida: with upcoming
commemorations of both the American Civil War and the War of 1812,
scholars are engaged in research to locate significant historic sites, trace
routes of expeditions, and provide illustrations for projects.

Ongoing digitization: the UF Digital Library Center continues to expand
its "Map & Imagery Collections" web site, which includes a significant
subsection on Florida:
http://ufdcweb 1 .uflib.ufl.edu/ufdc/?a=map&m=hhh

Educational initiatives: Materials from the map collection have been
incorporated into educational tools on the web, such as the
NEH-sponsored web site of teacher resources on colonial St. Augustine:
http://ufdcweb 1. uflib.ufl.edu/ufdc/?s=teachers&m=hitmaps

Environmental history: UF is already seeing an increase in requests about
baseline data on Florida's past ecology and land use.

6. Provide three reference letters, in PDF format:
Reference Letter 1 Uploaded,Reference Letter 2 Uploaded,Reference
Letter 3 Uploaded

7. Institutional Support Letter:
Institutional Support Letter Uploaded






Technical Approach, Management, Staffing and Training


1. Provide a short summary of your technical approach. Your approach
must be web accessible, interoperable with other systems, and
sustainable beyond the life of the project. Identify relevant technical
and cataloguing standards or adherence to current practice and
explain any innovative features of your approach (for example, it
expedites cataloguing or allows for extensibility in future activities).
(max. 1,500 characters):
The project's technical approach for cataloging the Florida Historical
Map Collection will be to provide 1) cataloging to recognized standards,
2) enhanced description in summary notes from the Florida History
curator, and 3) reliable geographic coordinate data for map coverage
areas. Project staff, in addition to the project team members identified in
this proposal, will consist of a project cataloger (visiting librarian level), a
project paraprofessional, and MLS student interns from Florida State
University. They will be trained and will work under the supervision of
the project team members.

The technical aspects of this project are fully supported by expertise in
the UF Cataloging Department, by access to experts in Florida maps and
cartography who will be active participants in the project, and by a solid
library of printed and online reference materials held at or produced in
the library. Earlier this year the quality of map cataloging work at UF
was acknowledged when UF was awarded status for OCLC Enhance for
Maps. This will enable the project team to retain all enhancements to the
records in the OCLC master records. Further recognition was given to
work by lead map cataloger Jorge Gonzalez when his article "Problems
That Arise When Providing Geographic Coordinate Information for
Cataloged Maps" was cited as a map cataloging reference tool by the
Rare Books and Manuscript Section of the American Library
Association, and by other cataloging groups.



Upload a PDF document with details.:
Technical Approach Uploaded







2. Who will serve as the Principal Investigator(s) for the duration of
this project?
Name: James Cusick
Title: Curator, Florida history
Organization: UF Libraries
Email: jgcusick@ufl.edu
Phone: 352-273-2778
Address: Special & Area Studies Collections, George A. Smathers
Library, University of Florida, Gainesville, FL 32611-7007

Name: Jimmie Lundgren
Title: Associate Chair, Cataloging and Metadata
Organization: UF Libraries
Email: jimlund@uflib.ufl.edu
Phone: 352-273-2725
Address: Room 300, George A. Smathers Library, University of Florida,
Gainesvile, FL 32611-7004

Name: Carol McAuliffe
Title: Head, Map & Imagery Library
Organization: UF Libraries
Email: carolmc@uflib.ufl.edu
Phone: (352) 273-2825
Address: 110 Marston Science Library, University of Florida,
Gainesville, FL 32611-7011


3. Upload a document that details the project plan, including staffing,
milestones, and deliverables. The project plan should also address
plans to insure the long-term sustainability of the project at the
institutionss, and any plans to promote the use of the targeted
collections.:
Project Plan Uploaded

4. How many staff will be assigned to this project? Complete all that
apply:





a. Current Professional Staff: Full Time 5 Part Time NA
b. New Hire Professional Staff: Full Time 2 Part Time NA
c. Current Non-Professional Staff: Full Time NA Part Time NA
d. New-Hire Non-Professional Staff: Full Time NA Part Time -
NA
e. Students: Full Time NA Part Time 5
f. Volunteers: Full Time NA Part Time NA
g. Total: Full Time 7 Part Time 5


5. Describe the relevant qualifications of the Principal Investigator,
project manager, supervisory personnel and/or technical specialists,
e.g. experience with special collections, cataloging projects, and/or
work with students or volunteers. (max. 1,500 characters):
James Cusick, Curator, P.K. Yonge Library of Florida history, (PhD UF
1993), PI and subject specialist, 12 years experience in reference and
bibliography for Florida materials; oversees the map collection and
documentation of map provenance.

Carol McAuliffe, Map Librarian, Map & Imagery Library (MLIS FSU
2003), Co-PI, heads the largest map library in the Southeast, designed
and ran UF pilot program for cataloging pre-modern maps, member of the
Map and Geography Round Table (MAGERT) of ALA.

Jimmie Lundgren, Associate Chair, Cataloging (MLS FSU 1993), Co-PI,
32 years experience; member, Subject Analysis Committee of the ALA
ALCTS Cataloging and Classification Section; member, Task Group to
develop a BIBCO Standard Record for Cartographic Materials;
responsible for UF Libraries and ALA MAGERT agreement to add a data
field for geographic coordinates to the MARC Authorities Format; vita:
http://www.uflib.ufl.edu/catmet/biolundgren.html

Jorge Gonzalez, Lead Map Cataloger (MA UF 2007), 15 years experience
in cataloging, 12 with atlases and maps; his work "Problems That Arise
When Providing Geographic Coordinate Information for Cataloged
Maps" Coordinates: Online Journal of MAGERT, ALA, ser. B, no. 8
(Oct. 16, 2007) is cited as a cataloging tool by RBMS and the Assoc. of





Canadian Map Libraries and Archives, among others.


Mil Willis, Public Services Coordinator, Special Collections, 10 years
experience, 10 years with UF Map Library as senior archivist.

Upload resumes) for up to three key personnel. (max. 3 resumes;
max. 2 pages each):
Resume 1 Uploaded,Resume 2 Uploaded,Resume 3 Uploaded

6. Will training be required?
Yes

If Yes, please describe the extent and nature of this
training. (max. 1,500 characters)
The project team anticipates holding training sessions in map
cataloging throughout the project. Each major stage of
cataloging will begin with an overview in the cartography of
Florida for the time period under consideration (see Project
Plan for subsets of the collection divided out by general time
period). The project will arrange for consultation with
leading map experts on the history of survey and
map-making in Florida. In particular, the UF cataloging team
will draw on input and knowledge from the scholars
scheduled to participate in the workshops planned for this
project: Dr. Joe Knetsch of Maps and Survey, Division of
State Lands, FDEP; Arthur Dunkelman, curator with the Jay
I. Kislak Foundation; and Joseph Fitzgerald, who created the
University of Miami website on "Old Florida Maps"
(resumes on file and available upon request). New project
hires and interns will receive training in UF procedures for
cataloging, orientation about the map collection from the
curator of Florida history, and will work under the
supervision of senior catalogers. Details on cataloging
procedures and training reference materials can be found in
the Technical Approach document for this application.






Institutional Capacity


1. Describe the institutional strengths that justify undertaking this
project, including infrastructure, experience, access to local expertise
(including volunteers or students), resources, professional leadership,
etc. (max. 3,000 characters):
The P.K. Yonge Library of Florida History at the University of Florida
ranks among the most important centers for the study of the state's past.
With an unmatched microfilm collection in colonial documents, a
manuscript collection rivaling the State Archives in size, a 60-year
commitment to preserving Florida newspapers, 30,000 books, a 10,000
piece brochure and ephemera collection on modern Florida, and 3000+
maps, the collection serves as a center of research for graduate students,
faculty, professional writers and film makers, and exhibition designers.
UF's central location, its ongoing commitment to digitizing important
collections, its InterLibrary Loan service, together with funding for travel
grants to support research, all help to make it a destination for upcoming
and major scholars writing on the state. Among the institutions that
regularly draw on the resources of the Yonge Library are the Florida
Museum of Natural History, the Florida Historical Society, and the
Florida Humanities Council. Graduate students from inside and outside
Florida visit the library to work on their thesis and dissertation research in
Florida studies.

The Cataloging and Metadata Dept. is a highly respected cataloging
institution, having been a national level enhance member of OCLC for
books format for decades. It recently was approved to be among the
small group of libraries accorded cartographic cataloging enhance status
for its entries into OCLC. It is also a long-standing member of CONSER,
BIBCO, SACO and NACO components of the Library of Congress
Program for Cooperative Cataloging, reporting annually on bibliographic
and authority records contributed. Collection statistics are reported
annually to ARL.

The University of Florida Map & Imagery Library Collection contains
more than 497,800 maps, 266,500 aerial photographs, 2,250 remote
sensing images, and 7,215 atlases and reference books. It is the largest





academic map collection in the Southeast, and among the top five
academic map collections in the entire United States. The Map & Imagery
Library has general map coverage world-wide. Specialties of the
collection include Florida, Latin America, the United States, Africa, and
the Holy Land.

The UF Library system is well positioned to draw on local expertise from
its own faculty and from expertise with scholars who regularly use the
collections, including those associated with Maps & Survey at the Florida
Department of Environmental Protection, faculty at various Florida
studies programs around the state, and holders of other historic map
collections. This cataloging project will also draw heavily on the 2007
Map & Imagery project to catalog pre-modern maps at UF as
administered by map librarian Carol McAuliffe, a Co-PI for the current
project. The training and experience gained from the project, along with
the procedural manuals developed, will be used as an ongoing resource in
map cataloging for librarians at UF.

2. Provide up to three examples of prior collaborations, particularly
those that resulted in shared data or federated information
programs. (max. 600 characters for each example):
Digital Library of the Caribbean (dLOC) http://www.dloc.com
UF in partnership with Florida International University and the
University of the Virgin Islands works to preserve valuable cultural,
historical and scientific materials that are at risk due to natural disasters
and/or a lack of funding to provide adequate preservation. UF has
provided site specific training in scanning and metadata creation as well
as global digital access to over 30 universities, libraries, and publishers in
the Caribbean. Currently: 6,643 titles, 25,991 items, 706,063 pages.

Florida Digital Newspaper Library (FDNL)
http://www.uflib.ufl.edu/ufdc/? c=fdnl1
UF is the digital repository for Florida's historic newspapers, currently
numbering 70 titles, in partnership with Florida universities, county
governments, municipalities, publishers, public libraries and historical
organizations. FDNL exists to provide access to the news and history of
Florida. Currently: 428 titles, 60, 692 items, 728,481 pages.







VIVO Enabling National Network of Scientists Funded in 2009 by NIH
at $12 million, UF Bioinformatics and Libraries are the lead institution in
partnership with Cornell to implement this national information network
that will connect researchers and their projects and publications,
including Indiana University, Washington University, The Scripps
Research Institute, and Ponce Medical School. The Libraries initiated the
project with Cornell through a pilot project to connect faculty and their
research in UF's Institute of Food & Agricultural Sciences.

3. Does the institution (or, in the case of joint or consortia projects,
institutions) have a cataloging backlog?
Yes

If Yes, how large is the cataloging backlog? Is there a
strategic plan to address the backlog? (max. 1,500
characters):
The Florida history collections have always been specifically
included in the library's priorities for addressing backlogs.
This project will result in a major reduction in un-cataloged
material in the P.K. Yonge Library of Florida History,
specifically the historical map collection, which has never
received cataloging attention. A statement of cataloging
priorities at UF Library can be found at:

http://www.uflib.ufl.edu/alephpro/catmet/CatPriorities.htm

As general policy: "Cataloging work flow is designed to
minimize the creation of backlogs. To that end, productivity
is continually analyzed and staffing and work flow adjusted
in order to address user needs more effectively. Considerable
effort is extended to develop automated processes to expedite
bibliographic record revision and creation and improve
throughput. The preferred option is to purchase catalog
records for electronic packages, microform sets, and selected
foreign language materials when possible."


"The level of bibliographic description employed per item





varies depending on a number of factors such as the
availability and extent of existing copy, throughput
considerations, commitment to state and national cooperative
programs, and grant requirements. In general, description can
be expected to include authoritative headings, classification,
series treatment, and subject analysis in keeping with
nationally accepted standards."








4. Describe institutional priorities for cataloging, including addressing
the backlog, if applicable, and explain how this project addresses one
or more of these priorities. (max. 1,500 characters):
The Florida Historical Map Collection is one of the least visible resources
at UF in terms of electronic cataloging. It was selected for this project
because cataloging the maps will significantly reduce the number of
backlogged items in the P.K. Yonge Library of Florida History and will
make the map collection fully accessible to researchers worldwide by
2013, the 500th anniversary of Florida.

Cataloging backlogs at UF largely consist of materials that require
specialization and expertise. The Cataloging and Metadata Department,
in consultation with curators, has an active inventory of un-cataloged
materials and priorities for cataloging.

Special Collections and Area Studies items:
50,000 Baldwin Library
4,700 Rare Books
2,000 Belknap Collection of Popular Culture
3,000 Historical Florida Maps
10,000 Brochures in Florida Tourism
20,000 Judaica
600 Latin American Collection







Architecture and Fine Arts:
3,500 architectural drawings
1,600 photographs
1,000 miscellaneous

Map Library:
200,000 aerial photographs
30,000 maps
3,300 texts
Government Documents:
30,000 documents



5. Will funds from the grant be applied to current staff salaries,
infrastructure or other elements of technical support?"
No

If so, justify the need to cover such costs with external
funds and their relevance to the proposed cataloging
effort. (max. 1,500 characters):


6. Would your institution be willing to participate in an ongoing CLIR
study focusing on innovative aspects of hidden collections cataloging
projects, and/or in a post-project evaluation?
Yes






Funding


1. What is the size of the request (in whole dollars)?
$212,667.00

2. How large is the institutional cost share? (Cost sharing is
encouraged, but is not required.)
$142,391.00 Note: Matching is encouraged but not required.

3. Total value of the project, including requested and cost sharing
funds?
$355,058.00

4. Have other sources of funding been considered?
Yes

Describe prior efforts, if any, to identify other sources of
funding for this project, and explain why this project is
uniquely suited to this funding program. (max. 1,500
characters):
Funds for cataloging collections, as opposed to digitizing
materials, have always been scarce. In prior years, the
Florida Historical Map Collection was considered as a focus
for cataloging grants; however, library priorities usually
directed attention to other important and poorly-cataloged
collections, notably the Baldwin Library of Historical
Children's Literature. The latter is now fully cataloged and
also the focus of a major digital initiative.

Our attention has therefore re-focused on the maps. The map
collection continues to be a basic resource for a wide range
of scholarly projects on Florida. At the most practical level,
it is used heavily by undergraduate and graduate students in
developing honors theses and dissertations about Florida. For
one example of educational use of the collection, see the
"Maps" link for the NEH-funded teacher workshop program
on Spanish St. Augustine at





http://ufdcweb 1 .uflib.ufl.edu/ufdc/?s=teachers.


As a hidden collection, the full relevance of the Florida
Historical Map Collection can only be realized when
researchers better understand its holdings and the possible
applications of the cartographic information recorded there.
Given recent research interest on environmental issues
(restoration of the Everglades, deterioration of the Gulf), this
seems a particularly appropriate time to improve access to
the collection. Cataloging will also enhance opportunities to
put images online.


5. CLIR requires all applicants to complete and upload two budget
documents.
1. The Budget Narrative should include a full description of the
budget, explaining the need for each budget line and the methods)
used to compute the projected costs. If software or equipment is
being purchased or work is being outsourced, the vendors being
considered should be mentioned. A brief explanation of how the
grantee institution would manage the grant funds should also be
included in this section.
2. The Budget Detail must provide a detailed budget broken out by
year. The Budget Detail must be submitted using CLIR's form,
which may be downloaded here. The form must be re-saved into
PDF format prior to upload, with any subcontracts appended to the
end of the document.

Budget Breakdown Uploaded
Detailed Budget Uploaded

6. Do you agree to participate in periodic meetings with other
applicants to be held up to twice a year?
Yes Note: CLIR will reimburse participant travelfor up to two
representatives from each funded project.












LIBRARY OF CONGRESS

GEOGRAPHY AND MAP DIVISION July 28, 2010
101 INDEPENDENCE AVENUE, S.E.
WASHINGTON, D.C. 20540-4650
Dear Jim:

I have been following closely the P.K. Yonge Library of Florida History's interest in gaining
improved control over your Florida Historical Map Collection through a concerted cataloging project. I
applaud and encourage your effort and fully support your submission for funding for the project through
the Council on Library and Information Resources.

The University of Florida has an established record of holding valuable research materials for the
study of the development of Florida, with a recognized collection of cartographic objects, original
documents and reproductions from European archives. The collection documents the Spanish presence
in the peninsula from the early 16"' century and includes sizeable cartographic materials on late Spanish,
English, American, and state activities in the nearly 500 years history of Europeans in Florida. Were that
collection to be more fully cataloged and made available in your on-line data base, scholarship on thel6'b
to 20"' century history of Florida would be advanced. Your proposal to catalog 3000 maps in that
collection is sound and much needed. Spreading news about the project through your plans to hold
workshops at the Historical Museum of Southern Florida (Miami) and the Tampa Bay History Center
(Tampa) will bring more attention to your considerable resources. I know that Tom Touchton at the
Tampa Bay History Center has a deep interest in early Florida mapping and may well want to participate
in your project, given his own personal map collection.

The methodology for the cataloging aspect of the project is crucial. You have proposed a solid
method to capture pertinent data, and the addition of vital coordinate data to the cataloging record will
make your resources of interest to the Geographic Information Systems users. The GIS group has
expanded into historical studies, as you know, and to make your historical materials relevant to
contemporary studies on land use and cultural change in the evolution of Florida will benefit both
historians and anthropologists, as well as, those involved in contemporary public programs and land use
planning. I will follow carefully the progress that you make in this important endeavor. And, as I
mentioned at the outset of this letter, fully support your efforts to obtain funding for it.


Sincerely,



r. John R. Hebert
Chief

Dr. James Cusick
P.K. Yonge Library of Florida History
Special & Area Studies Collections
George A. Smathers Library
University of Florida
Gainesville, FL 32611















1 UNF Drive
Jacksonville, FL 32224-7699

July 28, 2010



TO: Council on Library and Information Resources

FROM: Daniel L. Schafer, Professor Emeritus, History
University of North Florida, Jacksonville, Florida

TOPIC: Grant Application submitted by the UF Library



I write in support of "Accessing 500 Years of Florida's Past through the Historical Map Collection
at the P.K. Yonge Library of Florida History," a grant application submitted by the University of
Florida. The P.K. Yonge Library of Florida History at UF already possesses a remarkably
valuable collection of more than three thousand historical maps of Florida. The maps are
currently available to scholars and the general public, but they are not easily accessible. The
purpose of the grant is to enhance accessibility to this important resource, and thus make the
collection more readily available.

As a professor, researcher, and author, I have utilized the Florida Map Collection at the P.K.
Yonge Library for nearly forty years. I know from professional contacts with other scholars that
the collection is highly regarded and patronized. Seldom is a significant book on Florida history
published that does not include a map from this collection. I utilized the collection numerous
times while preparing my own books and articles, and especially when I created Florida History
Online ( http://www.unf.edu/floridahistoryonline/), a digital archive of textual and visual
documents of Florida history that is posted online at the University of North Florida. And yet, all
who have used the collection would agree with me that it is difficult to access the individual
maps. The catalog descriptions are brief and include only minimal detail concerning content and
importance of each item. Since the maps are not available online, researchers must drive to
Gainesville and order the maps, item by item, on a "hit or miss" basis that wastes precious time
and results in expenditure of personal finances for transportation, lodging, and per diem
expenses.

The grant application, should it be funded, would eliminate these shortcomings. Catalogers with
appropriate training and expertise would be hired to write detailed descriptions that would guide
researchers to the key historical and geographic features of each map. The cumbersome "hit or
miss" ordering process that frustrates researchers would be replaced by precisely worded
catalog entries. Accessibility would be greatly enhanced.










U-
1 UNF Drive
Jacksonville, FL 32224-7699
I am also impressed by the plan to train a number of additional historical map catalogers and
thereby share this specialized skill with libraries and museums throughout the State of Florida. I
know from working at the Jacksonville Historical Society's library that the maps in its collection,
some of great historical value, have never been cataloged and are therefore entirely
inaccessible. A similar situation exists at libraries across the state. This grant application
includes plans to train interns, improve the skills of catalogers, and to hold workshops at several
locations in Florida. This will provide a valuable service.
This grant application has my unqualified support. If I can be of assistance, please contact me
at P.O. Box 8, Corea, Maine 04624 (prior to October 15th) or 1718 Osceola Street, Jacksonville,
Florida 32204.




Daniel L. Schafer
Professor of History, Emeritus
University of North Florida






IJgf UNIVERSITY of
UF FLORIDA

Emerson Hall
1938 W. University Avenue
University of Florida
Gainesville FL 32603




James Cusick July 27, 2010
Curator, P.K. Yonge Library of Florida History
Special & Area Studies Collections
George A. Smathers Library
University of Florida
Gainesville FL 32611-7007

Dear Jim:

I am happy to learn that the University of Florida is seeking grant funds to catalog the contents of
the Historical Map Collection at the P.K. Yonge Library of Florida History. The collection has
benefited generations of students and scholars at UF. Now, with more people at other
institutions doing research on Florida, it is important to increase awareness about the many maps,
both originals and reproductions, that are on file with you.

My own interest in the collection has centered on documenting places from our colonial past,
whether it be the founding of St. Augustine in 1565 or the string of Franciscan missions that
stretched across Florida in the 17th century. I consulted the maps at P.K. Yonge for my own
work on the early Church in Florida, and on Florida during World War II, and I know that many
of the authors who contributed to The New History of Florida (University Press of Florida, 1996)
also drew on its contents for their different areas of research.

The library has always done a good job of organizing and caring for its maps, but a cataloging
project has long been needed. The library catalog is still a basic resource for finding out what
UF holds in its collections. We all look forward to the day when the map collection will be
online in color digital images but in the mean time good cataloging records are essential. As the
state prepares to celebrate the 500th anniversary of its naming, we want the strength of UF's map
collection to be apparent to everyone engaged in research on Florida. It's time to alert more
people that UF has a wonderful resource for their use.

I am also glad to see that the grant application includes provisions for seminars on Florida
cartography around the state. It can be difficult, in a state the size of Florida, to foster
communication among museums, libraries, and universities. These workshops will make
excellent forums for improving collaboration among the various archives that preserve maps.





The Foundation for The Gator Nation
An Equal Opportunity Institution







iJff UNIVERSITY of




The map collection is certainly one of the great hidden jewels of the P.K. Yonge Library. Bruce
Chappell and other librarians did an excellent job in acquiring reproductions of Spanish colonial
maps of Florida. You have one of the few copies of Bernard Romans' Gulf and Windward Pilot
(1794) and rare manuscript maps of Amelia Island, Pensacola, and the Keys. The maps
documenting the era of the Second Seminole War, used by John K. Mahon when he wrote his
classic work on the subject, are probably unmatched. I am sure scholars will be amazed at the
wealth of information that the collection contains. I give my strongest recommendation and
support to your application to the Council on Library and Information Resources to undertake the
necessary cataloging.

Sincerely,


Michael V. Gannon
Distinguished Professor Emeritus of History
University of Florida

































The Foundation for The Gator Nation
An xEqual Opportunity Institution







V UNIVERSITY of

UF IFLORIDA

George A. Smathers Libraries 535 Library West
Office of the Dean of University Libraries PO Box 117000
Gainesville, FL 32611-7000
352-273-2505
352-392-7251 Fax
www.uflib.ufl.edu

July 27, 2010


Ms. Amy Lucko
Program Officer
Council on Library and Information Resources
Cataloging Hidden Special Collections and Archives Program
1752 N Street NW, Suite 800
Washington, DC 20036

Dear Ms. Lucko and Reviewers,

Please accept this letter respectfully requesting $212,667, and confirming the George A. Smathers Libraries'
commitment to carryout our proposed project: Accessing 500 Years of Florida's Past through the Historical
Map Collection at the P.K. Yonge Library of Florida History, as described in the application and budget.
Specifically, we are committed to 1) contributing cost share of $142,391 (67% of request) in foregone
overhead costs, and salaries and benefits for key personnel required to successfully execute the proposed
project; and, 2) ensuring that no funds will be used for infrastructure or overhead costs.

If awarded, the project will add to national acknowledgement received from OCLC of the high quality of map
cataloging performed by our librarians. Earlier in 2010, UF Libraries cataloging department applied for and
was awarded the status of OCLC Enhance for Maps. We now join only 11 other libraries with this status:
University of Colorado, Boulder; Colorado School of Mines; U.S. Government Printing Office; Harvard
University, Harvard College Library Technical Services; Indiana University; New Mexico Institute of Mining
and Technology; Illinois State Library; Texas A & M University; Pennsylvania State University; Library of
Virginia. (http://www.oclc.org/worldcat/catalog/qualitv/enhance/)

This project is critical to serving the Libraries' customers-scholars who are increasingly drawn to our
collections from throughout Florida and beyond. The timing of this project, vis-a-vis Florida's upcoming
anniversaries, provides unlimited opportunities for promoting the collection. Accessing 500 Year of Florida's
Past has the potential for creating broad impact on researchers who will finally have knowledge of its
existence and content, and access to metadata and geographic coordinates for improving research results.

Many thanks for your time and review.

Respectfully,



J dith C. Russell
iean of University Libraries



The Foundation for The Gator Nation
An Equal Opportunity Institution






University of Florida
George A. Smathers Libraries

Accessing 500 years of Florida's Past through the
Historical Map Collection at the P.K.Yonge Library of Florida History
Technical Approach, Management, Staffing, and Training

The project's general technical approach will be to provide 1) cataloging to recognized
standards, 2) enhanced description in summary notes from the Florida History curator, and 3)
reliable geographic coordinate data for map coverage areas. An experienced professional
cataloger, supported by a skilled paraprofessional level cataloger and interns, will ensure the
high rate of production and the quality demanded by the challenges inherent to the project.

Work produced by this project will be freely accessible through UF Libraries' online catalog,
and in perpetuity through OCLC's WorldCat. UF Libraries' Aleph catalog is used by patrons
worldwide through the Endeca-based Mango interface. Interoperability will lie in OCLC
Connexion Export, and Z39.50 compatibility of our catalog. The coding standard will be MARC
21. The cataloguing standard will be Anglo-American Cataloging Rules (AACR2) initially, but
may transition to Resource Description and Access (RDA). Map cataloging rules from
Cartographic Materials, 2nd ed. will be followed along with special techniques for cataloging
antique maps as described in Kandoian, Nancy A. (1999) Cataloging Early Printed Maps,
Cataloging & Classification Quarterly 27, no. 3/4: 229-264. An online guide to resources will
be created to support map documentation. Headings used will be consistent with Library of
Congress (LC) authority records, and catalogers will establish or propose new headings for
names and places as needed through Name Authority cooperative (NACO) and Subject
Authority Cooperative (SACO). Library of Congress Genre/Form Thesaurus (LCGFT) terms
will be used to record the type of map being described, thus allowing users to select map types as
facets in our catalog.

The work will be performed with support of the Cataloging and Metadata Department resources.
These include access to Connexion, Classification Web, Cataloger's Desktop, GoogleEarth, and
various print sources such as gazetteers, foreign language dictionaries, and map cataloging
manuals. The expert guidance of Priscilla Williams who is a NACO Trainer and founder of the
Florida Funnel for Name Authority Records will be an important resource, as well as that of
Jimmie Lundgren, a co-principal investigator who is also SACO Coordinator and SACO Mentor
for the Southeast. The routine record editing practice involving quick post-cataloging review of
every new record entered into OCLC by another cataloger will be applied to work in this project.
Cataloging and Metadata Department staffing includes seven professional librarians, 12
advanced paraprofessional catalogers, and four additional skilled paraprofessionals. Jimmie
Lundgren will supervise project staff, although direct oversight of the paraprofessional and the
intern will be in the hands of the librarian hired for the project after the initial training period.
Jorge Gonzalez will provide hands-on map cataloging training to project staff


(Clockwise from left) Dr. Helen Jane Armstrong works
with Carol McAuliffe, Jorge Gonzalez, Jimmie Lundgren
and others during the 2007 map cataloging project that
became a model for this proposal.






University of Florida
George A. Smathers Libraries

As an innovation, by going beyond normal practice to include valid geographic coordinates even
when they do not appear on the map, the project team will provide data that can be extracted for
use in GoogleMaps and, in the future, employed in metadata for digitized versions of the maps
for online access. This also will enable future geographic information system (GIS) based
retrieval. Efficiency will be gained through Connexion derive, controlled headings, etc., and
using Macro Express.

It should be noted that earlier this year the quality of map cataloging work at UF was
acknowledged through being awarded status of OCLC Enhance for Maps. This status will enable
the project team to retain all enhancements to the records in the OCLC master records. Work by
lead map cataloger Jorge Gonzalez has been cited by Rare Books and Manuscripts Section,
American Library Association (RBMS) and the Association of Canadian Map Libraries and
Archives as a cataloging tool (see Problems That Arise When Providing Geographic Coordinate
Information for Cataloged Maps).

As described in the Project Plan, the Florida history curator will prepare maps for cataloging. As
catalogers work through the collection, he will assist them in identifying features that are
important during different eras of Florida map making. Monthly coordination meetings will be
used for problem solving and skill sharing. These and constant collaboration between the
collection curator and catalogers throughout the project will ensure that cataloging is customized
as effectively as possible to the known research uses of the collection. Each semester a new
library science intern from Florida State University will also be trained.

Cataloging will follow these procedures:

a. Catalogers will search the local catalog and OCLC for possible records of other copies or
editions.
b. When a record is found for another copy, the record will be examined and edited for
correctness of access points and adequacy of descriptive information. When improvements
to the record are made, those improvements will be entered into the OCLC master record
for use by others prior to exporting to the local catalog. Indicating via the OCLC database
that this library owns a copy of the map will also be accomplished.
c. If no related record is found, a new original record will be created using the OCLC
Connexion software. When a useful record is found for another edition or related work,
the data will be derived to a new original record and edited as needed to represent the item
in hand.
d. Catalogers will transcribe boundary box geographic coordinates from the map and/or
interpolate them through comparison of the map to a reliable geo-referenced map that
includes the same area of coverage; then, they will enter that data in the record.
e. Summary notes prepared by the curator of Florida history will be added to the record.
f. Catalogers will export the completed record to the local catalog and complete the holdings
and location data. Some copy-specific details useful for identification of the item in the
event of theft, etc. will be entered in staff-only notes in the holdings record.
g. Project staff records indicating completion of work will be tracked in a spreadsheet.
h. Maps will be returned to curator of Florida history.






University of Florida
George A. Smathers Libraries

This diagram outlines the project workflow:

ORIENTATION PREPARATION CATALOGING ,



SGroup Orientation Front end Preparation of maps Commence Cataloging REVIEW & QUALITY
SI CONTROL
Follow up Conservaion review Search local catalog, OCLC for other Copies I editions
nonhly group meetings IReview each record
S- Complete holding and
Create spreadsheet of submitted items copy ofreconrd? Copy of edillon? Create new record location data







I


Training for cataloging and documenting the antique maps will draw on the above-mentioned
work by Kandoian as well as Rare, Antiquarian, or Just Plain Old Cataloging Pre-T eietholdings records
Century Cartographic Resources, MAGERT Preconference materials, Library of Congress, June

20-21, 2007; and also the previously developed manual UFAntique Map Cataloging in OCLC
by Javier Sampedro. Other standard map reference works are housed in UF's P.K. Yonge
Library of Florida History. These include The Lowery Collection: A Descriptive List of Maps of
the Spanish Possessions, edited by Philip Lee Phillips, Washington, D.C.: Government Printing
Office., 1912, which was used in development and acquisition of many of the maps in the
Florida collection and is cross-referenced with map inventory numbers in the margins to provide

basic provenance information; Borders of Paradise: A History of Florida Through New World
Maps, by Dana Ste. Claire and Peter A. Cowdrey, Jr., Gainesville: University Press of Florida,
1995; and The .-,,the, t in Early Maps by William P. Cumming and Louis De Vorsey, Chapel
Hill: University of North Carolina Press, 1998. The University of Miami's OldFloridaMaps is
also a basic online source of provenance information for many benchmark maps.

Although a main goal of this grant is to catalog the map collection, this project is also viewed as
the first step towards digitizing and integrating the Florida Historical Map Collection into the
University of Florida Digital Library Center's online Map & Imagery Collections (available

online at http://ufdcwebl.uflib.ufl.edu/ufdc/?a=map&m=hhh). This online research archive
currently houses over 100,000 individual aerial photographs of Florida from between 1937 and

1995, 3000 insurance map sheets for most Florida cities from 1880 through 1920, and over 7000
antique map sets that are increasingly searchable from the Google map interface. This online
collection is supported by standards-based digital library software which allows for advanced
search types and interoperability. Google map-based coordinate searches allow users to quickly
and easily find geographic materials for their area of interest. All of the collection's metadata is
stored in XML which extends the Library of Congress Florida HiETS/MODS standards. For more
information, see http://www.uflib.ufl.edu/ufdc/?ba=map&m=hhh). This oUF001011nline research archi13&mhdpdive
information, see http://www.uflib.ufl.edu/ufdc/?b=LIFOO0101113&m=hdpd .






University of Florida
George A. Smathers Libraries

"Accessing 500 Years of Florida's Past:" Project Plan

The goals of the project are (1) to fully catalog the core collection of 3,000 individual maps; (2)
to enhance expertise in map cataloging at UF and initiate MLS students to the world of map
librarianship and map cataloging; (3) to provide authoritative cataloging records to other
institutions with Florida map collections for use in cataloging their own backlogs; and (4) to
share knowledge, training, and cataloging tools with other institutions through a series of
workshops. CLIR grant funds will be used 1) to hire a full time project cataloger and a library
assistant 2) to fund library science internships and 3) to present three map and cataloging
workshops around the state.

This project is modeled on a 2007 internally funded pilot led by Carol McAuliffe, head of the UF
Map & Imagery Library titled "Accessing our Cartographic Past". The pilot's objectives were to
1) catalog pre-modem maps in the Map & Imagery Library, and 2) increase training and
experience in map cataloging among library staff through a workshop given by Dr. Helen Jane
Armstrong, a nationally recognized map expert and former head of the Map & Imagery Library.

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2011 2011 2011 2011 2011 2011 2012 2012 2012 2012 2012 2012



Task 5

Task 1 Collection Preparation: includes selecting, reviewing, and describing the maps to be
cataloged. Beginning in January 2011 and through the life of the project, the Curator of Florida
History (PI) and assistants in Special Collections will pull and review all maps, with a
conservation review when necessary, to prepare them for cataloging. The Special Collections
team will create an electronic file for each map containing background information and historical
context of map features as they pertain to Florida's history. After the maps have been prepped,
they will be transferred to the project cataloging team to receive full records (see Project
Timeline above).

Task 2 Team Building and Education: includes hiring and training project staff: a librarian-
level project cataloger (1 FTE) and a paraprofessional cataloger (1 FTE) to be hired within the
first two months of the project and one intern advertised per semester for a total of five semesters
(summer 2011 fall 2012). A plan will be developed to integrate and train each new intern at
the beginning of the five semesters. Other project cataloging team members will include the map
librarian, the associate chair of cataloging, and the map cataloger who will facilitate training of
the hired project staff. Initial training will begin with a review of the specialized cataloging
needs of maps and a discussion about levels of cataloging and how this will impact output during
cataloging. The project cataloger and paraprofessional will work under supervision at the outset
of the project with the expectation that they will be able to work more independently and help
with training as they gain in experience. Interns will be given records requiring minimal
cataloging and will be given more difficult tasks as their skill set indicates.

Task 3 Creation of Records: includes cataloging 3,000 maps which is expected to be ongoing
from February 2011, when the training is completed, until the end of the project. The current
chronological organization of the collection will allow the cataloging team to focus for long






University of Florida
George A. Smathers Libraries

stretches of time on subsets that are similar within chronological groupings (see Appendix for
description and size of subsets). Map cataloging is akin to rare books cataloging, requiring
specialized knowledge and skills and the collaboration of collection curators and catalogers.
Therefore, starting with the 1560-1750 subset, the Special Collections team will provide an
orientation to the cataloging team for each chronological grouping, its conventions, and the
common types of maps made during that period. Based on results from the pilot project de-
scribed above, team members estimate that each cataloger will be able to complete records for
two to three maps per day. The team estimates target output will be 120 to 130 maps per month.

Task 4 Quality Control of Records: consists of reviewing the created records for accuracy and
inclusion in the OCLC Union Catalog. The associate chair of cataloging, map cataloger, and
map librarian will iteratively check created records for accuracy and completeness providing
ongoing feedback for improvements. When necessary, decisions will be made about balancing
depth of description against the need to stay on target with cataloging of the collection. The task
of review will be shared with the project cataloger once that person has sufficient expertise in
map cataloging standards. The primary deliverable will be the creation of a block of cataloging
records covering a major sector of the cartographic history of Florida. This will allow records
from the collection to be fully searchable and freely accessible through the UF Library Catalog.
Dissemination of catalog records will be ongoing through the OCLC Union Catalog.
Availability of these records will ease the process of map cataloging at the many museums,
historical societies, and libraries in Florida whose collection holdings overlap with portions of
the UF collection. The Florida Historical Society, Historical Museum of Southern Florida, and
Tampa Bay History Center are actively cataloging holdings and will be able to speed the process
by importing UF records. Use of UF records also will standardize records across institutions.

Task 5 Statewide Outreach: includes organizing, promoting, and presenting three no-cost map
workshops at the Historical Museum of Southern Florida, Miami (spring 2012); the Tampa Bay
History Center, Tampa (summer 2012); and UF, Gainesville (fall 2012), plus creating an online
resource guide. Coordinated by Cusick, Lundgren, and McAuliffe, these workshops will provide
1) a contextual introduction to map making, Florida cartography, and the conventions used
during different eras and 2) sessions on map-cataloging, presented by the cataloging team and
supported by resources developed for the project. Workshops will be advertised through the
Miami International Map Fair and Florida library networks. They will be presented in different
regions of the state which host many libraries and museums with Florida collections. The first
day of each seminar will be open to collectors, library and museum collection managers,
catalogers, and library science students with expected attendance of 30 people, the limit for a
workshop. The second day will focus on a smaller group of those participants interested in
learning cataloging. Besides their educational value, workshops will provide important forums
to increase inter-institution awareness of the richness of cartographic holdings in Florida.

Task 6 Sustainability: UF will sustain the quality level of map cataloging being done for the
project. The training procedures and aids developed will allow future staff to be trained in map
cataloging. Also, the completion of the project goal of cataloging 3,000 maps will enable
catalogers to concentrate on new acquisitions. New acquisitions will then be cataloged using the
resources and expertise developed during the project. After the project period is over, UF will
continue to ensure complete and accurate catalog records for materials in the Florida Historical
Map Collection.







University of Florida
George A. Smathers Libraries

Project Plan
Appendix
List of Participating Institutions and Collection Subsets


Name of Applicant (Institution): University of Florida, George A. Smathers Library

Project Title: Accessing 500 Years of Florida's Past through the Historical Map
Collection at the P.K. Yonge Library of Florida History

Participating Institutions
1. University of Florida Library
2. Historical Museum of Southern Florida (letter of commitment as workshop host available upon request)
3. Tampa Bay History Center (letter of commitment as workshop host available upon request)
4. Florida State University (letter of commitment for participation in library science internship program
available upon request)

Collection
George A. Smathers Library, Special and Area Studies Collections, P.K. Yonge Library of Florida History,
Florida Historical Map Collection,

Finding Aid/URL
httpn://web.uflib.ufl.edu/spec/pkyonge/fhmaps.html

Description and size of collection subsets/chronological subgroups as employed in the Project Plan
1. 1560-1750: Both original maps and reproductions from this time period are colonial maps
consisting of maps made for atlases, maps of fortifications, manuscript maps representing early
attempts at survey, and navigational charts. By the end of the 17th century, accurate scaled maps
are beginning to appear. Limited in number, many of these maps are by famous cartographers
and relatively well documented. Information and provenance on manuscripts maps are well-
documented in colonial histories of Florida. Total Number = 330
2. 1751-1870: Maps in this period include the products of survey expeditions, especially coastal
surveys, along with scaled maps of towns. Military maps, both print and manuscript, associated
with the American Revolution, the Seminole wars, and the Civil War are common. Beginning in
1821, the end of Florida's colonial era, cartographers and surveyors adopt standards used in the
United States, and township and range maps begin to appear, along with territorial and state
records of survey. Charts of rivers and lakes increase, along with plat maps and atlas maps by
Mitchell, Colton, and others. Total Number = 1,110.
3. 1871-1930: After the Civil War, Florida enters its Gilded Age with a notable increase in
commercial and promotional maps and a decline in military maps. Railroad companies, real
estate developers, and the Department of Agriculture are all publishing extensively throughout
this period. The number and purpose of maps increase, although generally with an orientation
towards business and investment. Total Number = 638 + approx. 400 city and town maps =
1,038
4. Post-1930: Similar in most respects to the previous period especially with respect to Department
of Agriculture maps, road maps, and tourist maps. Total Number = approx. 700










Curriculum Vitae of


James G. Cusick

Curator, P.K. Yonge Library of Florida History, Department of Special & Area Studies Collections,
George A. Smathers Libraries, University of Florida, Gainesville, Fla. 32611-7005
(352) 273-2778 / iqcusicka&ufl.edu / http://www.uflib.ufl.edu/spec/pkvonge/index.html

Work Experience

University of Florida, George A. Smathers Library
1998 to Present
Curator, P.K. Yonge Library of Florida History
July 2007 to July 2008
Interim Chair, Special & Area Studies Collections


B.S. in Journalism
M.A. in Anthropology
Ph.D. in Anthropology


Northwestern
UF
UF


1981
1989
1993


2004 James J. Horgan Book Award, Florida Historical Society


English / Spanish (reading)


Most Recent Books/Book Chapters

Forthcoming

"King Payne and his Policies: A Framework for the Seminoles of La Chua, 1784-
1812," in America's Hundred Years War: U.S. Expansion to the Gulf Coat and
the Fate of the Seminoles, 1763-1858 edited by Steven Belko. University Press
of Florida, Gainesville, 2010.

2003

The Other War of 1812: The Patriot War and the American Invasion of Spanish
East Florida. University Press of Florida, Gainesville. Reissued 2006 by the
University of Georgia Press, Athens.

2000

"Spanish East Florida in the Atlantic Economy of the Late Eighteenth Century," in
Colonial Plantations and Economy in Florida, edited by Jane G. Landers, pp.
168-87. University Press of Florida, Gainesville.


Most Recent Conference Papers

2009

"How to make enemies and influence people: Slander in colonial St. Augustine,"
Gulf South History and Humanities Conference, Pensacola, Fla., Oct. 15-17.


Education


Honors


Languages










2007


"King Payne and his Policies: A Framework for the Seminoles of La Chua, 1784-
1812," Southern Historical Association 73rd Annual Meeting, Richmond, Va., Oct.
31 Nov. 3.

"The Difficulties in this Quarter: The Life and Death of Captain Joseph Van
Swearingen in the Second Seminole War." Florida Historical Society 105th
Annual Meeting, Clearwater, Fla., May 24 26.

Grants

Funded, January 2005. Florida Humanities Council "Landmarks of American
History" award from NEH for teacher workshops in Florida history and supporting
web resources. $11,000 subcontract from NEH/Florida Humanities Council to the
Digital Library Center, U.F.

Funded, January 2004. Florida Humanities Council "Landmarks of American
History" award from NEH for teacher workshops in Florida history and supporting
web resources. $12,000 subcontract from NEH/Florida Humanities Council to the
Digital Library Center, U.F.

Funded, November 2003. East Florida Papers Calendar Project, grant awarded
by the St. Augustine Foundation, Flagler College, to digitize the card calendar
index to this Spanish colonial collection and to convert it into a searchable online
database. Grant writer and project manager, $5000.

Teaching

Lead Instructor, Summer Teacher Workshops, "Spanish St. Augustine,"
NEH/Florida Humanities Council Landmarks of America program (July 2004,
2005, 2006, 2007); Florida Humanities Council program (July 2008, 2009).

HIS 4944 Preserving History: An Internship in the Archives (3 credits),
University of Florida. (2006-current)


Professional Organizations and Service (Current)

State of Florida Book Awards
Judge, Youth Fiction, 2008-2010

Florida Historical Society
Board of Directors, 2006-current; President Elect; Program Chair, Annual
Meeting, Pensacola (2009); Program Chair, Annual Meeting, St. Augustine
(2010); (Host) Annual Meeting President's Reception, 2003; Member 1998-
current;

St. Augustine Historical Society
Member, 1998-current, Research Associate.

Historic St. Augustine Research Institute
Member, Research Associate, 2002-present.










VITA


Jimmie Harrell Lundgren
University Librarian
P.O. Box 117004
University of Florida
Gainesville, FL 32611

Work Experience:
University of Florida, George A. Smathers Libraries, Gainesville, FL, 1979 to present:
Cataloging and Metadata Department: Associate Chair and Head of Contributed
Cataloging Unit, supervising 9 FTE; 2009 to present.
Cataloging and Metadata Department: Head of Science and Social Science
Cataloging Unit, supervising 6 FTE; 2004-09.
Resource Services Department: Head of Science Cataloging Unit, supervised 3
FTE; 1997-2004.
Catalog Department: Science Documents Catalog Coordinator, 1995-97.

Education:
MS in Library Science, Florida State University, 1993.
EdS and MEd in Counselor Education, University of Florida, 1975.
BA in Psychology, University of Florida, 1973.

Honors:
Sabbatical, "UF Library Constituencies and Uses of the Online Catalog," Fall
Term 2009.
Best of Cataloging and Classification Quarterly Award for paper, "Cataloging
Aerial Photographs and Other Remote-Sensing Materials (co-recipient with H.J.
Armstrong), 1999.
New Members Round Table's Shirley Olofson Memorial Award, 1997.
Samuel Lazerow Fellowship for Research in Acquisitions or Technical Services
(co-recipient with E. Simpson), 1996.

Languages: Spanish and French at basic reading level.

Refereed Publications:
Carrie Newsom, Jimmie Lundgren and Nancy Mitchell Poehlmann, "Not Just for
Literature Anymore: Genre Terms for Chemistry and Engineering," Cataloging & Classification
Quarterly, v.46 no.4, 2008, p. 412-424.
Betsy Simpson, Jimmie Lundgren. Tatiana Barr, "Linking Print and Electronic Books:
One Approach," Library Resources & Technical Services, v.51, no.2 (April 2007), p. 146-152.
Priscilla Williams, Tatiana Barr, Daniel Cromwell, Jimmie Lundgren, Betsy Simpson,
"Relocation or Dislocation: Optimizing Change in Technical Services," Technical Services
Quarterly, v.20 n. 1, 2002, p. 13-27.
HelenJane Armstrong and Jimmie Lundgren, "Cataloging Aerial Photographs and Other
Remote-Sensing Materials," Cataloging & Classification Quarterly, v.27, n. 1/2, 1999, p. 165-227
(Invited article)
Jimmie Lundgren and Betsy Simpson, "Looking Through Users' Eyes: What Do
Graduate Students Need to Know about Internet Resources?" Journal of Internet Cataloging, v. 1,
n.4, 1999, p.31-44.









Jimmie Lundgren and Betsy Simpson, "Cataloging Needs Survey for Faculty at the
University of Florida," Cataloging & Classification Quarterly, v.23, n.3/4, Spring 1997, p.47-63.

Non-refereed Publications:
Carrie Newsom and Jimmie Lundgren, "Simplifying Property Data Subject
Guides with Catalog Enhancements and New Technology," Issues in Science and
Technology Librarianship, no. 49 (Winter 2007), p.2-7.
Jimmie Lundgren, "Report of the Cataloging & Classification Research
Discussion Group Meeting, American Library Association Midwinter Meeting, Boston,
January 2005," Technical Services Quarterly, v.23, n.2, 2005, p.78-83
Priscilla Williams and Jimmie Lundgren, "Subjects for Voters," Florida Libraries, v.47,
n.1, Spring 2004, p. 12-13, 24.
Jimmie Lundgren, [et al.], "SACO Program Development: Final Report of a PCC Task
Group," October 2003, p. 1-9 (unpublished report at
http://www.loc.gov/catdir/pcc/saco/tgsaco final.pdf)
Jimmie Lundgren and Denise Beaubien Bennett, "The Art of Electronic Service," Florida
Libraries, v.41, n.6, September/October 1998, p. 120-122.
Jimmie Lundgren and Betsy Simpson, "Lazerow Research on Cataloging Needs,"
College & Research Libraries News, v.58, n.7, July/August 1997, p.463.

Current Activities in National Organizations:
Program for Cooperative Cataloging (PCC) (http://lcweb.loc.gov/catdir/pcc/)
PCC Task Group on BIBCO Standard Record for Cartographic Materials,
Member, 2010.
Subject Authorities Cooperative Program (SACO); Coordinator for UF, 1996-
1998; 2006 to present and Mentor for Southern US, 2005 to present.
American Library Association
Association for Library Collections and Technical Services, Cataloging and
Classification Section, FAST Task Group, Chair, 2009-2010; Member, 2004-
Association for Library Collections and Technical Services, Cataloging and
Classification Section, Subject Analysis Committee, 2009-2011, Member
Association for Library Collections and Technical Services, Implementation
Task Group on the LCWG Report, 2008-2010, Member.

Special Projects
Geographic Coordinates in Authorities Project. Developed and successfully
promoted a proposal to include a specific data field for geographic coordinates in
authority records for place names, "Definition of Field 034 for Geographic Coordinates
in the MARC 21 Authority Format," MARC Proposal, 2006-06. Co-sponsored by
Smathers Libraries of the University of Florida and the Maps and Geography Round
Table, that proposal was approved June 2006 and is now part of the MARC 21 Format
for Authority Data. LC Name authority records for places now include 034 fields for
geographic coordinates, and the way is paved for linking between catalogs and tools such
as GoogleMaps. http://www.loc.gov/marc/marbi/2006/2006-06.html









Vita of: Carol McAuliffe
Head, Map & Imagery Library
Map Librarian
Assistant University Librarian

Work Experience:
2006 to Present Head, Map and Imagery Library, Map Librarian, Assistant University
Librarian, George A. Smathers Libraries, University of Florida, FL.
2001 to 2006 Senior Library Technical Assistant, Map & Imagery Library,
George A. Smathers Libraries, University of Florida, FL
2000 to 2001 Library Technical Assistant, Interlibrary Loan, George A. Smathers
Libraries, University of Florida, FL

Education:
Florida State University Library and Information Sciences MLIS 2003
University of Florida Wildlife Ecology and Conservation BS 2000

Grants:
Funded Internally
Primary Investigator, University of Florida Libraries Minigrant, "Accessing our Cartographic
Past", $5,000 budget, November 1, 2006- October 31, 2007.
Project to create complete and accurate records for the Map & Imagery Library's antique
map collection. Hired an Antique Map Cataloging Consultant and helped to develop an
Antique Map Cataloging Workshop that utilized our current map cataloging
conventions. Coordinated the training of an Antique Map Cataloger as well as other map
catalogers within the library. After the workshop, supervised the process and cataloging
of antique maps and review of records.

Funded Externally
Primary Investigator, State of Florida Library Service and Technology Act Grant, "From the Air:
the photographic record of Florida's lands", $67,008 budget, October 1, 2009- September 30,
2010.
The University of Florida Libraries will digitize and make available via the Internet the
U.S. Department of Agriculture aerial photographs of Florida from 1971 to 1990,
expanding the existing 1938-1970 coverage. The storage and serving capacity of the
system will upgraded and enhanced to support the additional 13,418 images and a new
user-friendly mapping interface developed using Google maps API. Keyword and place
name searching will be available. Additionally, users will be able to freely download
images of interest in a jpg2000 format. School focus groups and user surveys will direct
the design of the new mapping interface. Educational resources from the previous phases
will be revised and expanded to assist collection use by researchers and the public. This
project will make a total of 100,000 historic aerial images available freely for public use
and will provide the infrastructure for future development of a state-wide repository of
Florida historic aerials.









Publications:
Weimer, K. (lead editor), "Map, GIS, and Cataloging Metadata Librarian Core Cnme]'/n/ i/".'
ALA MAGERT Electronic Publication Series No. 7.
http://www.ala.org/ala/mgrps/rts/magert/publicationsab/MAGERTCoreComp2008.pdf 2008.
McAuliffe, C. (Sub-committee Chair) "Map Librarian Section"

National Presentations:
"Mapping Career Opportunities: A Place for Geographic Information Librarianship".
January 23, 2009, University of Denver, Denver, CO and June 24, 2010, University of
Maryland, College Park, MD.
Continuing presentation series in coordination with the Map and Geography
Round Table (ALA): Presentation and discussion on how recent developments in
technology have affected the handling of spatial information and how users access
this information. Discussion topics include job roles in the field of geographic
information, from traditional printed maps to the world of geographic information
systems (GIS).

Upcoming "Improving online access to historic aerial photographs of Florida:
Development and implementation of the final phase of "From the Air"". October 14,
2010, North American Cartographic Information Society 2010 Annual Conference -
Practical Map Librarian Day, St. Petersburg, FL.

Related Service to the Library:
Appointed Member, Grants Management Committee, July 2009 to Present. The charge of this
committee is to facilitate a positive and open culture that encourages and supports grantsmanship
within the Libraries, to define the components for a successful grants and contracts program, and
to establish a procedure for periodic review of grants that allows the Grants Management
Committee to remain informed of progress on projects.

Service to the Profession:
American Library Association (ALA), member, 2006-present
o ALA Education Assembly, MAGERT representative, 2008-present
ALA Government Documents Round Table (GODORT), member, 2007-present
ALA Association of College and Resource Libraries (ACRL), member, 2007-present
ALA Map and Geography Round Table (MAGERT), Member
o MAGERT Education Committee, Chair, 2008 to present (member, 2007 to
present)
MAGERT Sub-committee on Map Librarianship Core Competencies,
Chair, 2007 to 2008
o MAGERT Geo-tech Committee, member, 2009 to present
Lead, MAGERT Sub-Group 2011 Program "Geographic Tools for Every
Librarian", 2009 to present
Member, MAGERT Sub-Group 2010 Program "GIS in Every Library",
2009 to 2010
o MAGERT Program Planning Committee, member, 2008 to present.






University of Florida
George A. Smathers Libraries

Accessing 500 years of Florida's Past through the
Historical Map Collection at the PK Yonge Library

Budget Narrative

This budget ($212,667 request with $142,391 contributed cost share) differs from the pre-
proposal budget ($178,523 request with $114,403 contributed cost share) by $34,144 requested
and $27,988 in contributed cost share). The increased request is due to 1) correction in salary for
paraprofessional, 2) inclusion of an internship program, and 3) additional travel expenses for
consultants and UF librarians. Supplies and computer workstations were removed from the
request. In summary, CLIR grant funds are requested to 1) hire a full time project cataloger and
a library assistant for this project 2) fund library science internships and 3) present three map and
cataloging workshops around the state.

With respect to cataloging, the project team determined that this project requires a mix of
professional and student input. Map cataloging of pre-modern maps requires specialized
knowledge and intensive training. The project team therefore placed a priority on retaining
trained professionals throughout the project supplemented by student interns. While this makes
the cost higher, it provides high productivity and quality of work and also initiates students to the
specialized world of map librarianship and map cataloging. Since UF will be making its catalog
entries available to other institutions for cataloging purposes, it is felt that providing the fullest
and most detailed records is a better service, both to researchers and other institutions.

Support for training is requested to: 1) provide all UF project team members with a basic
expertise in reading, interpreting, and describing cartographic materials; 2) provide MLS interns
with hands-on experience in map cataloging; and 3) provide invitees from other institutions an
opportunity to gain similar expertise for their collections through workshops. As previously
noted, there are five major public map collections in Florida (UF, State Archives and Library,
Tampa Bay History Center, Jacksonville Public Library, Historical Museum of Southern Florida)
and many more open to research at semi-private institutions (e.g., Jay I. Kislak Foundation,
University of Miami, Daytona Museum of Arts and Sciences, St. Augustine Historical Society
Research Library); but at the current time there is little coordination or cooperation across those
collections. Workshops will provide map cataloging training and an opportunity for map experts
to impart their knowledge to the professionals in charge of maintaining Florida map collections
across the state. Workshops also will establish a basis for bringing together collection managers
and curators to gain a common knowledge over resources in the state and commonalities across
the collections.

Cataloging accomplished during the course of this project will enable other institutions to
simplify and speed up their own cataloging efforts by accessing and using UF catalog records.

With this in mind, the proposal budget requests:
* Two years funding for a project cataloger at the senior level of Associate University
Librarian (1 FTE, $42,000 salary plus $11,886 benefits per year, totals $107,772). This
hiring level is consistent with the responsibilities of the project position, that will include
original map cataloging at the rate of two to three records per day, plus responsibilities to






University of Florida
George A. Smathers Libraries

train interns, plus responsibilities to insist with quality control review of cataloging records.
The project team is confident that this level of experience can be filled by advertising
through the Florida Library Jobs network, or by drawing from active retired librarians in the
local area. If awarded, the project team will advertise the position using provisional hiring
processes in October/November 2010 to ensure the new hire is ready to start in January 2011.

* Two years funding for a paraprofessional in cataloging, Library Assistant 3 (1 FTE:
$27,645 salary plus $12,357 benefits per year, totals $80,005) basic responsibility will be
to find and enhance existing cataloging records as well as some cooperative original
cataloging and supporting the work of the other members of the team. The project team
believes this position can be filled locally. If awarded, the project team will advertise the
position using provisional hiring processes in October/November to ensure the new hire is
ready to start in January 2011.

* Five internships (one per semester beginning in summer 2011 @ 15 hrs per week/$13
per hour: $16,653 salaries + $339 benefits, totals $17,053) throughout the project to train
MLS students from Florida State University in the basics of map librarianship and
cataloging. Hands-on fieldwork is the only means for effectively learning map cataloging. If
possible, MLS students at the University of South Florida also will be considered for
internships.

* Three, two-day seminar workshops, at no cost to participants, to introduce those from other
institutions to the history of mapmaking and Florida cartography, the conventions used in the
creation and interpretation of maps, and training in map cataloging. Included in this request
is:
o Speaker fees for the three map experts ($400 for each presenter per workshop,
plus travel stipends depending on distance traveled per workshop, totals $4,967)
who will cover the history of mapmaking and Florida cartography (Arthur
Dunkelman, curator, Jay I. Kislak Foundation, Miami Lakes, FL; three workshop
presentations; Dr. Joe Knetsch, Division of Maps and Survey, State of Florida; two
workshop presentations; and Dr. Joe Fitzgerald, originator of the Miami International
Map Fair and consultant/creator of the online resource "Old Florida Maps," one
workshop presentation.

o Travel expenses for three key UF personnel for workshops in Tampa ($900 hotel,
$302 gas, $324 meals, totals $1,526) and Miami ($900 hotel, $122 gas, $324 meals,
totals $1,346) when travelling from Gainesville to conduct the training sessions in
cataloging at the workshops (totals $2,871)

The UF Libraries will contribute the following cost share:

James Cusick, Ph.D., PI and Associate University Librarian/Curator of the PK Yonge
Library of Florida History (.20 FTE plus benefits over two years, totals $28,536) will assist
in the hiring of project staff (January-February 2011) and in reviewing interns for acceptance
into the internship program (summer 2011-fall 2012). As a subject specialist in Florida history,
he will ready all maps for the cataloging department (January 2011-October 2012). This will






University of Florida
George A. Smathers Libraries

include: identifying standard bibliographic references for each map; noting aspects of condition
or marginalia; providing summary notes on features of each map significant to Florida history;
suggesting subject headings; reviewing for conservation concerns; and entering each map by call
number into a database, tied to the summary notes file for the map. He will assist in evaluating
interns for their grades. He will oversee the set up, promotion and coordination of all workshops
(spring, summer, fall 2012). Cusick also will be responsible for checking maps back into the
library, following cataloging completion.

Jimmie Lundgren, Co-PI and University Librarian/Associate Chair of Cataloging and
Metadata/University Librarian (.05 FTE plus benefits over two years, totals $8,160), will
supervise hiring of the project staff (January-February 2011), evaluate interns for acceptance to
the project (summer 2011-fall 2012), share in training responsibilities for staff and interns,
oversee cataloging (March 2011-December 2012), and share responsibility for running the
training sessions of the workshop program (spring, summer, fall 2012). She will execute quality
control review on cataloging records and advise catalogers on corrections. Lundgren will
evaluate interns for their grades.

Carol McAuliffe, Co-PI and Associate University Librarian/Map Librarian (.05 FTE plus
benefits over two years, totals $5,942), will assist in hiring project staff (January-February
2011) and evaluating interns (summer 2011-fall 2012), assist in orienting staff and interns to map
cataloging (as needed, duration of project) and share responsibility for running the training
sessions of the workshop program (spring, summer, fall 2012).

Jorge Gonzalez, Library Associate 2/Supervising Cataloger (.05 FTE plus benefits over two
years, totals $5,228) will assist in the hiring of project staff (January-February 2011), assist in
training project staff and interns in map cataloging, assist in supervising and overseeing
cataloging work (March 2011-December 2012), and participate in the training sessions of the
workshop program (spring, summer, fall 2012). Gonzalez will review cataloging records for
quality control as necessary.

Milford Willis, Library Associate 2/Special Collections Manager (.05 FTE plus benefits
over two years, totals $5,228) will assist Cusick in preparing maps for cataloging and returning
to the library after cataloging, as described above (January 2011-October 2012).

Foregone indirect fees:
Year 1: 33.6%, the indirect/overhead rate, of total salaries & wages ($96,623) plus total fringe
benefits ($30,442); for a combined total of $127,065 in forgone indirect fees/overhead.
Year 2: 33.6%, the indirect/overhead rate, of total salaries & wages of $100,328 plus total fringe
benefits of $30,531 plus total consultant training fees of $4,967 plus UF librarians' travel of
$2,871; for a combined total of $138,697 in forgone indirect fees/overhead.
The grand total of year one and year two indirect fees/overhead is $142,391 or 67% of the total
request.








2010 Cataloging Hidden Special Collections and Archives
Application Budget Form



Name of Applicant (Institutic University of Florida
Collection Title: Florida Historical Map Collection
Project Period: Jan 1,2011 Dec 31, 2012

Save this form as a PDF before uploading to the online application system.


Form last updated 6/18/2010


BUDGET SUMMARY
NOTE: The Budget Summary section is populated from information provided in the Budget Detail sections that follow. Please do not attempt to enter
figures into the Budget Summary.

Requested Cost
Funds Sharing Total

Salaries and Wages $155,943 $41,008 $196,951
Fringe Benefits $48,886 $12,087 $60,973
Consultant and Training Fees $4,967 $0 $4,967
Supplies and Materials $0 $0 $0
Services $0 $0 $0
Other Costs $2,871 $89,296 $92,167

TOTAL $212,667 $142,391 $355,058


Page 1 of 1








2010 Cataloging Hidden Special Collections and Archives
Application Budget Form


Budget detail for the perioc
FROM (mm/yyyy):
TO (mm/yyyy):


BUDGET DETAIL: YEAR ONE


01/2011
12/2011


1. Salaries and Wages
Provide the names and titles of the principal project personnel For support staff, include the title of each position and indicate the number of persons who will be
employed in that capacity Unpaid volunteers should not be included


Name/Title of Position
TBA(Cataloger) Visiting Assoc Univ Librarian
TBA(Cataloger) Library Assistant 3
TBA OPS Students
James Cusick Aso Univ Librarian
Carol Mcauliffe Aso Univ Librarian
Jimmie Lundgren Aso Chair/Univ Librarian
Jorge Gonzalez Library Associate 2
Milford Willis Library Associate 2


No.
1
1
1
1
1
1
1
1 _


Method of Cost Conm
1000/
1000%
15hrs/we
200%
50%
50%
50%
50%


Requested


Cost


putation Funds Sharing Total
Sof $42,000 $42,000 $42,000
6 of $27,645 $27,645 $27,645
ek @ $13/hr $6,474 $6,474
Sof $55,603 $11,121 $11,121
Sof $46,315 $2,316 $2,316
Sof $63,608 $3,180 $3,180
6 of $38,871 $1,944 $1,944
6 of $38,871 $1,944 $1,944
SUBTOTAL $76,119 $20,504 $96,623


2. Fringe Benefits
If more than one rate is used, list each rate and salary base.


Rate
28.3
34.5
44.7
2.4


Salary Base


$58,617
$3887


Requested
Funds
$11,886


- -
$27,645 $12,357
$6,474 $155
SUBTOTAL $24,399


Cost
Sharing Total
$4,703 $16,589
$1,341 $1,341
$12,357
$155
$6,044 $30,443


3. Consultant and Training Fees
Include payments for professional or technical consultants.


Name or type of consultant or training


No. Method of Cost Computation

SUBTOTAL


Requested Cost
Funds Sharing


Total


$0
$0 $0 $0


4. Supplies and materials
Include consumable supplies, materials to be used in the project and items of expendable equipment (i.e., equipment items costing
less than $5,000 and with an estimated useful life of less than a year). The proposed purchase of software which is both essential and
will be dedicated to the project may be included here.


Basis/Method of Cost Computation

SUBTOTAL


Requested Cost
Funds Sharing Total
$0
$0 $0 $0


Form last updated 6/18/2010


Page 2 of 2








2010 Cataloging Hidden Special Collections and Archives
Application Budget Form



5. Services
Include the cost of other services (e g equipment rental, server time, backup charges) related to project objectives that are not included under
other budget categories For subcontracts, append an itemization of subcontract costs to the end of this form


Basis/Method of Cost Computation

SUBTOTAL


Requested Cost
Funds Sharing


Total


$0
$0 $0 $0


6. Other costs
Include any items not previously listed. Please note that "miscellaneous" and "contingency" are not acceptable budget categories.
Funds to cover indirect costs may not be requested.


Item
Foregone indirect fees


7. Total costs
(Subtotals of items 1 through 6)


Basis/Method of Cost Computation
33.6% X $126,211
SUBTOTAL


Requested Cost
Funds Sharing
$42,694
$0 $42,694


Requested
Funds
$100,518


Cost
Sharing
$69,242


Form last updated 6/18/2010


Item


Total
$42,694
$42,694



Total
$169,760


Page 3 of 3








2010 Cataloging Hidden Special Collections and Archives
Application Budget Form


Budget detail for the perioc
FROM (mm/yyyy):
TO (mm/yyyy):


BUDGET DETAIL: YEAR TWO


01/2012
12/2012


1. Salaries and Wages
Provide the names and titles of the principal project personnel For support staff, include the title of each position and indicate the number of persons who will be
employed in that capacity Unpaid volunteers should not be included


Name/Title of Position
TBA(Cataloger) Visiting Assoc Univ Librarian
TBA(Cataloger) Library Assistant 3
TBA OPS Students
James Cusick Aso Univ Librarian
Carol Mcauliffe Aso Univ Librarian
Jimmie Lundgren Aso Chair/Univ Librarian
Jorge Gonzalez Library Associate 2
Milford Willis Library Associate 2


No.
1
1
1
1
1
1
1
1


Method of Cost Computation
100% of $42,000
100% of $27,645
15hrs/week @ $13/hr
20% of $55,603
5% of $46,315
5% of $63,608
5% of $38,871
5% of $38,871
SUBTOTAL


Requested
Funds
$42,000
$27,645
$10,179






$79,824


Cost
Sharing


Total


$42,000
$27,645
$10,179
$11,121 $11,121
$2,316 $2,316
$3,180 $3,180
$1,944 $1,944
$1,944 $1,944
$20,504 $100,328


2. Fringe Benefits
If more than one rate is used, list each rate and salary base.


Rate
28.3
34.5
44.7
2.4


Salary Base


$58,617
$3,887
$27,645
$10,179
SUBTOTAL


Requested
Funds
$11,886

$12,357
$244
$24,488


Cost
Sharing Total
$4,703 $16,589
$1,341 $1,341
$12,357
$244
$6,044 $30,532


3. Consultant and Training Fees
Include payments for professional or technical consultants.


Name or type of consultant or training
Joe Fitzgerald
Arthur Dunkelman
Dr. Joe Knetsch/FL Maps & Surveys


No. Method of Cost Computation
1 $400 fee
3 $1,200 fee plus $1,373 travel expense
2 $800 fee plus $1,194 travel expense
SUBTOTAL


Requested
Funds
$400
$2,573
$1,994
$4,967


Cost
Sharing Total
$400
$2,573
$1,994
$0 $4,967


4. Supplies and materials
Include consumable supplies, materials to be used in the project and items of expendable equipment (i.e., equipment items costing
less than $5,000 and with an estimated useful life of less than a year). The proposed purchase of software which is both essential and
will be dedicated to the project may be included here.


Basis/Method of Cost Computation

SUBTOTAL


Requested Cost
Funds Sharing


Total


$0
$0 $0 $0


Form last updated 6/18/2010


Page 4 of 4








2010 Cataloging Hidden Special Collections and Archives
Application Budget Form



5. Services
Include the cost of other services (e.g. equipment rental, server time, backup charges) related to project objectives that are not included under
other budget categories. For subcontracts, append an itemization of subcontract costs to the end of this form.


Basis/Method of Cost Computation

SUBTOTAL


Requested Cost
Funds Sharing


Total


$0
$0 $0 $0


6. Other costs
Include any items not previously listed. Please note that "miscellaneous" and "contingency" are not acceptable budget categories.
Funds to cover indirect costs may not be requested.


Item
UF Librarians Travel for Two Seminars


Foregone indirect fees


Basis/Method of Cost Computation
$150X4days X3 travelers for hotel; 940
milesX.45 for gas; $36/day for mealsX3
travelersX3 days
33.6% X $138.697


Requested Cost
Funds Sharing


SUBTOTAL


Total


$2,871 $2,871
$46,602 $46,602
$2,871 $46,602 $49,473


7. Total costs
(Subtotals of items 1 through 6)


Form last updated 6/18/2010


Item


Requested
Funds
$112,150


Cost
Sharing
$73,150


Total
$185,299


Page 5 of 5