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MODMAP: The Automation of the UK Ministry of Defence Map Library Card Catalogue

Murray Parkin
Ministry of Defence, Military Survey, Acquisition and Library Group

© LIBER and author
Published from: The LIBER Quarterly 3(1993)1

Introduction
Acquisition and Library Group (ALG), Military Survey (UK) is responsible for the maintenance of the Ministry of Defence map library. The purpose is not to create an historical archive but rather an active collection of current maps and map related information which can be used as source material for map production, research and support for operations.
Approximately 1,200,000 individual maps are held, with between 1 and 6 copies of each map. Currently 20,000 new items are received and catalogued each year. Map retrieval is by means of a large card catalogue. The purpose of MODMAP is to create a database of map records to replace the existing card catalogue.

Card Catalogue
Creating map records on the card catalogue involves two distinct processes. Map classification is the allocation of a library reference dependent on the area of the world covered by the map. The reference is an alpha-numeric code applied on a hierarchical basis; thus all maps covering Europe will be given the reference C1, all maps of England and Wales C17, and all maps of Hampshire C17:32. Classifications are taken from the Manual of Map Library Classification and Cataloguing (GSGS 5307).
Cataloguing is the creation of a descriptive retrievable record which helps users to decide whether a map or series of maps meets their requirements. The records must be correctly compiled and filed to aid retrieval. They must be accurate and factual, covering all the information about the map, precluding the need for consultation of the map itself wherever possible. The overriding aim in cataloguing is consistency in recording information.
ALG currently operates two distinct card catalogue systems. The main card catalogue contains an alphabetical sequence of geopolitical areas. Within each geopolitical area the cards are filed in a set order in a number of sub files. Main cards are located in the scale files and cross-referenced under subject, compass point, district and other geopolitical areas as necessary. Other relevant information is recorded in the notes box, for example the map projection or other languages shown on the map.
The sheet card catalogue contains information on individual sheets within a map series. This includes maps with a standard series designation and maps in sets. Sheet cards carry information on all editions of a map received in the library, as well as information on different printings of the same edition. The system is flexible in that cataloguers define what date information is recorded. To ensure cataloguing consistency a copy of a sheet card, called the master sheet card, is held at the front of each group of sheet cards to record the cataloguers' decisions.
The card catalogue works well, but is limited in terms of the information recorded and map retrieval capacity. In the early 1980's a study looked at ways of capitalising on the recent advances in information technology with respect to the map library card catalogue. This study led to a project to replace the card catalogue with a database of map records which ultimately became MODMAP.

MODMAP
MODMAP is a hierarchical menu driven system, with a variety of options at each menu level. It contains the facility to catalogue and retrieve map information, and to choose the output format of the data; either to a terminal screen, a printout (laser or line plotter) or graphics plot.
Classification is geopolitical and therefore similar to the card catalogue. However the system is far more complex with up to 69 data elements recorded for each map. Data elements include map title, scale, publisher, geographical coordinates, edition, date information, subjects, unformatted notes, shelfmark and the number of copies held. Any of the data elements can be used for retrieval and sorting of the data.
An important difference between MODMAP and the card catalogue is in recording geographical coordinates for the area covered by each map. For large scale mapping (>1:10,000) a single centre-point value is recorded. For maps with graticule based sheetlines top left and bottom right values are recorded, while for grid based sheetlines all 4 corner values are recorded starting with the westernmost point first. For maps with irregular sheetlines up to 12 values can be recorded, again starting with the most westerly point.
The obvious benefit is in data retrieval where searches of all maps covering a particular area can be performed without the need to refer to numerous graphic indexes.
Insets and sheet extensions at the same scale and specification as the main map are given a second set of coordinates on the main record. A new record is created for town plan insets or insets with a different scale or subject, linked to the main record by the parent sheet sequence number. For the first time, inset details are automatically included in any search of map library holdings.
The link between sheet records and series records is maintained through the series sequence number field on the individual sheet record. MODMAP also includes an automated loans system which will print loan issue vouchers and generate recall notices at the end of the loan period.

Hardware and software
MODMAP is mounted on a DEC VAX 8550 mainframe computer. It uses the ORACLE Relational Database Management System (version 5) running under the VMS operating system (version 4.6).
The optical-fibre Ethernet local area network supports the following peripherals: The system software is based on the ORACLE SOL*forms application (version 2.0), with functions enabling graphics searches and plots designed around GIMMS software.
The MODMAP database comprises two separate working areas, the Retrospective Data Capture (RDC) area and the Main or Production area. Initial database population has been carried out under contract by a commercial employment agency providing 40 data entry staff (in 2 shifts of 20 people) and 2 managers. The contract is supported by a team of 8 professional staff from Maps Division, ALG. The role of the support team is to advise contract staff on data entry policy, to control the quality of the data entered and to prepare work for the contract staff. Records are checked for accuracy and quality by the support team using a number of SOL quality assurance programs, and if satisfactory are transferred from the RDC to Main working area. The records are then maintained by Maps Division.

Advantages
MODMAP has delivered significant improvements in the area of data retrieval. The card catalogue is accessed by reference to one data element at a time, for example the scale of the map or the subject shown. Data retrieval with MODMAP can utilise any of the 69 data elements, or combinations of elements. Searching is indexed (text or number) and therefore quick.
Users can define a specific search area using geographical coordinates and retrieve all maps covering this area. The results can be displayed on screen, in the form of a listing, or output in the form of a graphic plot.
Examples are shown at the end of this paper. Library graphic indexes will be updated in this manner. The system also has the facility to amend a query by altering the selection criteria. Different areas of the world can be searched very easily by redefining the search area. Using the card catalogue the whole query process would have to be repeated regardless of how complicated the query was.
MODMAP retrieval automatically searches the whole collection. To be sure of finding maps through the different scale and subject files in the card catalogue takes a great deal of experience. MODMAP will ensure the efficient use of the whole of the map collection. The automated loans system will make it possible to determine the location of any map in the collection, whether it is out on loan or in the map presses. Currently maps loaned by external borrowers are controlled by hand-written map library vouchers. Internal borrowers are allowed unrestricted access to the map library presses. Maps on external loan are easy to locate through the vouchering system, however it is more difficult to locate internal loans as no record of the loan is created. As part of the MODMAP cataloguing process unique barcodes are attached to each copy of a map. Once the automated loans system is in operation any item borrowed from the map library, on internal or external loan, will be recorded against an individual borrower account using a light pen.
The automated loans system will also produce statistics on map library borrowing. It will be possible to use this information to review and revise the existing holdings policy (the number of copies of a map required to support anticipated library usage) to utilise all available map press space within the library. Space can be saved if the actual usage of a map is less than the anticipated usage, and the number of copies held reduced. Similarly, procurement policy can be altered to reflect actual rather than anticipated use.
The system has the facility to generate a monthly report of all new items catalogued into the collection. Automatic production of accessions lists represents a potentially great saving of human resources.
Changes to the data can be made by using command statements to simultaneously update all records in a series. Amendments to conventional card catalogues require the same change to be made on each individual record, a much slower process.
With the correct communication links in place, MODMAP can be accessed from the remote locations. Currently the catalogue is available to users located throughout the ALG building, and external links with other buildings are anticipated.

Problem areas

Increased cataloguing time
This is the result of collecting more data from each map. The MODMAP record requires up to 69 data elements, far more than are required for the card catalogue record, and locating and recording the information significantly increases the cataloguing time.
Coordinates must also be entered for each record to be valid. Where none are shown on the map they must be calculated often by reference to other maps in the collection. The software structure also slows cataloguing. Data is entered via an 8 page on-screen form, and time is spent moving through individual fields on the form to find the field required.

Computer performance
Although the original study identified a requirement for 2 mainframe computers, the MODMAP project was implemented with only 1. Initial calculations did not anticipate the increased loading both RDC and library activity would place on one mainframe. Reduced computer performance means that cataloguing on MODMAP is much slower than originally expected.

Backlogs
Because of increased cataloguing time and poor computer performance large backlogs of maps awaiting cataloguing on MODMAP have resulted. The problem will only get worse as a greater proportion of the library is catalogued onto MODMAP by RDC. However action is in hand to upgrade both the system hardware and software.

Maintenance of two catalogues
This is a problem inherent in starting any automation project such as MODMAP. Fundamental decisions must be taken on the relationship between the manual and automated catalogue. The options are:
  1. To run two catalogues in parallel. In this situation certain areas of the world are maintained on one or other of the catalogues.
  2. To record all new acquisitions on the new system only. The old catalogue is kept as a record of holdings and decreases in importance over time as a greater proportion of the collection is stored on the new system.
  3. To undertake a comprehensive retrospective conversion effort. Existing records as well as all new acquisitions are processed on the new system and as countries go live, the old catalogue becomes redundant and can be removed. MODMAP operates in this manner.
Only option 3 offers all the advantages of cataloguing and retrieving from a single library system. In the short-term problems are experienced from running two catalogues. Cataloguers must be aware of which system is in operation for a particular geopolitical area, and must be proficient in using both systems to record information.
Users wishing to retrieve maps from the library must also know which system to refer to, and have the necessary skills to be able to consult both systems to find the information required. The long-term benefits of operating a single catalogue outweigh the short-term problems.

Training and expertise
Organised training packages were offered on the system when it was initially accepted. Subsequent staff moves mean that a further training programme must be undertaken by Maps Division. Much of the expertise on the system is gained through practical experience, and this is very difficult to replace. Levels of expertise will only increase with use of the system, however poor system performance has forced system managers to concentrate on the retrospective conversion effort and restrict the access of other users during the RDC contract hours. Only with improved system performance and unrestricted user access can levels of expertise increase.

Practical implications of retrospective conversion
The experience gained in planning and implementing MODMAP has raised a number of issues that are critical to those planning a comprehensive retrospective conversion project.
An obvious consideration is space to house the contract staff. Their arrival represented a 20% increase in existing staff levels, and placed an extra burden on office space that was already scarce. A purpose built extension was constructed for them to work in, but rest rooms, for both smokers and non-smokers, had to be provided from existing accommodation.
Staff must be made available to provide professional support to the contract staff. Initial staffing of the support team was from the library working area, reducing the number of cataloguers and thereby adding to the amount of time items spend in a backlog.
Retrospective conversion provides a total check of all items in the collection, and a number of cataloguing problems come to light as a result. To ensure the flow of work remains smooth these errors must be corrected as quickly as possible, and this can add significantly to the work load in the library.
It also involves the movement of large numbers of maps from map presses in the library to presses in the RDC working area and, once entered, back to the library for refiling. This imposes a considerable strain on store-keeping services that are already stretched.

Progress
From system acceptance in September 1988 to mid-November 1992 485,000 map records have been entered onto MODMAP. This figure represents approximately 40% of the whole collection. The average capture rate is 520 different map records per day.
A software enhancement project has just been completed (September 1992) to upgrade the VMS operating system (now version 5) and both the ORACLE RDBMS (now version 6) and SQL*forms application (now version 2.3). Certain key areas of system performance will be improved by this upgrade, however system-wide improvements can be expected from a hardware upgrade being planned for early 1993.

Conclusion
In conclusion, retrospective conversion of the MOD(UK) Map Library has had a major impact on the running of the library, and on the allocation and management of library resources.
The problem areas that exist currently must, however, be seen as short-term factors. These are far outweighed by the long-term benefits that will arise from using an automated cataloguing and retrieval system such as MODMAP.
Under increasing budgetary constraints, MODMAP promises efficient and more effective use of the limited library resources.

Figure 1. Graphic plot produced in September 1992 showing library holdings of the Ordnance Survey Pathfinder series 1:25,000 covering south-east England

Figure 2. Graphic plot produced in September 1992 showing library holdings of the Ordnance Survey Landrangers series 1:50,000 covering south-east England

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