button to main menu   Map Record Guideline
very good
records  		 This guideline was set up for making records of early printed maps in the Map Collection at Hampshire CC Museum Service. Maps are treated as a special collection having 'Better than Good Records' as defined for HMCMS.

This guideline is part of a large corpus of museum documentation advice known as the OBJECT Format Rules (OFR). Other OFR term rules, termlists, etc are referred to throughout the guidline and are assumed to be in force. The notes here are 'extras'. Enquiries about OFR should be sent to Martin Norgate:-
martin@norgate.freeserve.co.uk
Recording map type, map features, scale line, scale, various wxh measurements, and inscriptions, as well as the usual Object Record data have been found to be exceptionally useful in organising the HMCMS collection of early printed maps. The HMCMS Map Collection is supported by parallel class records of map types, and history file notes about individual maps.

RECORD_NUMBER   A record cannot exist without an Identity number. Overall control of HMCMS Identity numbers is described in a local rule and follows OFR ground rules:-
HMCMSID.rul
RECNO.trm
The Map Collection dates from the earliest history of HMCMS; independent museums in the county. Various early forms of Identity number are still valid today; this is described throughly in the HMCMS Identity number rules. The current pattern is:-
[Museum code]:[Identity number]
HMCMS:FA[year].[no]
eg:-
HMCMS:FA2002.510
The year reflects the year of Acquisition.
IDENTIFICATION   
CLASSIFIED_NAME   
environment & maps
A first entry using the house system is mandatory. A third level keyword has been defined for maps of country, county, town, etc etc. These are not used for this project.
CLASSIFIED_NAME    Repeat entries should be recorded to indicate the subject contents of the map if it is not just a topographical map. Termlist:-
CNAME.t
SIMPLE_NAME    Simple name field is mandatory.
Record, for example:-
map
chart
road book
atlas
etc
Particular sorts of map can be recorded with a specific Simple name, eg:-
road map
street map
geological map
railway map
canal map
In each case recording Other name 'map'. Termlist and object name term rule:-
MAP.t
SNAME.trm
A special rule is used for strip maps; the page or plate number is added as detail, eg:-
strip map (pl.25)
OTHER_NAME    Other name field may be used for an alternative term. In particular record the sort of print, eg:-
lithograph
engraving
Terms:-
PICTURE.t
And record terms for particular sorts of map, eg:-
thematic map
Termlist:-
MAP.t
TITLE    Record the title of the sheet IFF there is one. For guidance:-
TITLE.trm
It is worth recording more than one title if there are several; and a translated title if the original is not in English. Just what constitutes the 'title' from all the stuff printed in a map's title cartouche is sometimes uncertain; which creates indexing problems. While a 'New Map of Hampshire' is a suitable title for a record, it is not clear what is the Title out of the long descriptive header 'New Map Specially Corrected from latest Observations ... of Hampshire'. It is not possible to offer firm guidance, and so indexing must be a weak tool. Note that the exact title printed on the map will be recorded as an Inscription, that the Title here is to some degree conventional, need not be 'correct'.
NAMED_COLLECTION   
Map Collection
This field is mandatory in HMCMS. HMCMS termlist:-
HCOLLN.t
BRIEF_DESCRIPTION    A first instance of this field is mandatory. Record a sufficient description of the item, follow the OFR style rules:-
BDESC.trm
For a map the following elements will be useful:-
Map, [sort of print and whether coloured], [Title], [geographical coverage], about [no] miles to 1 inch, made by [person], [place], [date].
BRIEF_DESCRIPTION    Repeat the field for an extended description of the map, its contents, dedication, interpretation, etc. Which maps in a road book or atlas that are relevant to Hampshire might be listed. Separate records should be made for each of these maps.
The route of a strip map, or particular routes on a road map should be described in a formalised style, eg:-
[route name] - from [place], [county]; through [place], [place], [county]; then [place], [place], [county]; and [place], to [place], [county].
Use your common sense to make this readable and informative.
DESCRIPTION   
PART:ASPECT:DESC    Record:-
: map feature: [feature] & [feature] & ...
Use the keyword separator (&). Use terms like:-
compass rose
relief
hill hachuring
etc.
See the example. Note that 'normal' cartogography is not taken for granted in this exercise. A feature termlist has been drafted as an use of Aspect field, see:-
MAPFTR.t
ASPECT.trm
This data has the potential to be used as a dating tool.
INSCRIPTION    Record in the usual MODES pattern:-
[type]: [method]: [position]: [description]: [transcription]
Do not try to include all the words on the map! Do record the title panel, and inscriptions for the map maker, and the engraver, and perhaps the dedicatee - in repeat fields as necessary. Term rule:-
INSCRIP.trm
INSCRIPTION   
watermark::: [description]: [transcription]
I have no expertise in watermarks, and no handy reference books at HMCMS; few watermarks have been recorded for maps, as yet. (This could be an excellent Leicester attachment project for an interested student?)
PART:ASPECT:DESC   
: map type: HantsMap & [map type]
eg:-
: map type: Norden 1607
If one is declared for the map, then record the HantsMap 'map type'. The terms are controlled by termlist:-
HantsMap.t
currently held in:-
MAPTYPE.mdf
Map types are further defined by entries in:-
HANTSMAP.mdf
Map type can be used in the Old Hampshire Mapped project as a search word to find relevant Object Records of maps, Class Records of map types, or Map Notes ie history file essays written from studies of maps, scanned images, etc. A 'map type' secondary index should exist in each database in the project.
NB: map type contains a name and a date which must not be construed as being the map maker and date the map was made, map type is a conventional term. Production and Association groups hold analysed Person, Place, and Date data for the map being recorded, which are also included in Brief description.
PART:ASPECT:DESC    Record on the pattern:-
: scale line: [no] miles = [no] mm
eg:-
: scale line: 10 miles = 66.4 mm
The dimensions of the scale line are a very good identifying clue for maps; the data should be used for indexing. The class records for Hampshire maps in HANSTMAP.mdf include this data supported by an image of the scale line.
Measure the scale line to a tenth of a millimetre as best you can; but do realise that the real error will be no better than +- quarter millimetre. And, remember that paper shrinks and expands quite a lot. It is possible to measure the scale line very accurately from a high quality scanned image if the scanning dpi has been controlled (do use a flat bed scanner, not a camera).
If the scale line has a main section 0 to however many miles plus a small section, usually 1 mile leftwards, for fine divisions then record on the model of example:-
: scale line: 5+1 miles = 57.4 mm
Other units might have been used by the map maker, chains, nautical miles, for examples. Record these on the same sort of pattern.
If there are several scale lines then record each separately.
The scale line can be used to estimate the scale of the map: BUT there are dangers, see PART:DIMEN:READING below.
PART:ASPECT:DESC   
: sheet no: [sheet number]
Sheet numbers as allocated by the map maker need to be recorded, and this is the best place for them. BUT those numbers need some sort of prefix to indicate whose numbering they come from. This terminology issue is not resolved. A new rule will be declared as part of ASPECT.trm in OFR
PRODUCTION    if possible record the map maker, engraver, publisher:-
PERSON   
map maker: [name]
Term rules:-
PERSON.trm
PERSNAME.trm
DATE    Detail may be recorded, like: (orig survey), (revision), (2nd edn) ... term rule:-
DATE.trm
ASSOCIATION    in particular:-
METHOD   
dedication
or other terms? or leave out.
PERSON   
[role]: [name]
Role terms, termlist:-
ROLE.t
Record person names in a standard form. Term rule:-
PERSON.trm
CONTENT    Various strategies to describe the land coverage of the map exactly are possible, but not firmly recommended at present. Term rule:-
CONT.trm
PLACE    Record the overall coverage of the map, using the usual rules for Place field. For county maps the entries are likely to be:-
Hampshire
Christchurch area & Dorset
Isle of Wight
DATE    Record the year of the mapping.
OBJECT    Record objects on the map which cannot be taken for granted, or are the special subject of the map, eg:-
biological site
burgage plot
conservation area
drainage
electricity supply
archaeological site
field name
hydrant
land ownership
land use
listed building
ridge and furrow
SSSI
soil
street name
tithes
water supply
BUT also be aware of the map feature keywords which do the same thing in another way. This is an unresolved redundancy; redundant data is not necessarily a bad thing.
CONTENT   
TERM3    TYPE
QUOTE4   
towns
It is not easy to define a practical recording strategy that will make retrieval of maps the 'best' possible. Do you assume that the searcher will know to look under 'Hampshire' when they are looking for one of its towns, 'Alton' OR do you help them by recording the major places within the overall map area as well as terms that cover the area? I am inclined to be a bit helpful, just a bit. A map of the whole county should include explicit Content.Place data for the 21 old towns; this will be in a separate Content group with Type=towns.
These, and only these towns are recorded if found on the map; other places are ignored:-
Alton
Andover
Basingstoke
Bishops Waltham
Christchurch
Fareham
Fordingbridge
Gosport
Havant
Kingsclere
Lymington
New Alresford
Odiham
Petersfield
Portsmouth
Ringwood
Romsey
Southampton
Stockbridge
Whitchurch
Winchester
Record the contents in repeat Place and subordinate Place_name fields on the pattern:-
PLACE   
Alton & Hampshire
PLACE_NAME   
Aulton & Hamshire
which has the modern place names in Place field, and the map's spelling of the place name, and the county name in subordinate Place_name field. A town's ancient name, 'Venta' for instance, might be recorded in a further Place_name field.
Carried out consistently, for the type specimen maps in the HMCMS Map Collection, this provides a useful survey of what town names were in use when.
DATE    Repeat the year of the mapping.
CONTENT   
TYPE3   
coordinates
COORDINATES    It would be possible to record an 6 figure NGR for the four corners of the map; as a keyword list in order:-
bottom left & top left & top right & bottom right
Term rule:-
COORDS.trm
Record the coordinates in an otherwise empty Place field, not as a subfield of one of the series of Place fields already in use for place names.
You could just record top left and bottom right, or bottom left and top right, coordinates. I prefer to record all four corners explicitly, in order round the map. This data is not essential, but may be very useful in the long term - perhaps when using CAD or GIS systems - to which MODES can export. Remember that NGR data can be manipulated for output by MMAGIC routines working in MODES.
The corner coordinates of maps have not been recorded in the Old Hampshire Mapped project, as yet. Too many of the maps in the collection are Hampshire, and have very similar corners, so the data is not very helpful.
ACQUISITION    This group is mandatory. Normal OFR term rule:-
ACQ.trm
METHOD    This field is mandatory. Termlist:-
ACQMETH.t
VALUATION    This field is mandatory in HMCMS; OFR term rule and local rules:-
VALUE.trm
HMCMSVAL.rul
DESCRIPTION   
MATERIAL    Record the base material eg:-
paper
OFR term rule and termlist:-
MAT.trm
MAT.t
And record
textile & [what textile]
for mounted maps, in a repeat field.
CONDITION    Follow the normal OFR term rule and termlist:-
COND.trm
COND.t
PART:DIMEN:READING    Record:-
: wxh, sheet: [width]x[height]cm
: wxh, plate: [width]x[height]mm
: wxh, map: [width]x[height]mm
Do record them all if possible! The sheet size is the size of the piece of paper; the plate size is recorded iff you can see the plate marks clearly; the map size is measured across its border lines, measured across the middle of the map. Term rule:-
DIMEN.trm
Maps are a technical artefact. Use the normal scientific/technical order wxh, like (x,y) cartesian coordinates; do NOT use the arts curators' habitual hxw.
PART:DIMEN:READING   
: scale: 1 to [number] ?
eg:-
: scale: 1 to 240000 ? (1 to 243371 from scale line wrongly assuming statute mile)
A scale should be recorded; you may have to get out your arithmetic skills and a ruler and work out what the scale is to a reasonable accuracy. The map's own scale line will give you one estimate - but be aware that the 'mile' used by the map maker may not be a modern statute mile. Early maps often use an undefined 'Old English Mile'.
If there is a scale line M miles = S mm then the map scale, expressed in map miles, is calculated by:-
M x 63360 x 25.4 / S
There being 63360 inches in 1 mile; 25.4 mm in 1 inch.
For example:-
10 miles = 66.4 mm
gives:-
10 x 63360 x 25.4 / 66.4 = 243371
as noted above. Do not forget to round this off so as not to imply a false accuracy; also record that the map's mile may not be a statute mile.
Latitude and logitude scales in the map's border enable another estimate. However be wary, some latitude and longitude scales seem to have been applied to maps after the map was drawn, and may bear no close relationship to the plot.
Failing these, or extra to them, you can measure the positions of a number of towns, compare them with the positions expressed in NGR coordinates, and calculate an accurate value of the map's scale. Software DISTTAB.exe from MN can carry out the arithmetic for you, and calculate what the map maker's mile meant as well. Refer to website:-
http://www.geog.port.ac.uk/webmap/hantsmap/
for explanations of these ideas. Example files, input and results, are:-
NRD1DIS.txt
NRD1DIS.htm
This approach allows you to get an estimate of the Old English Mile used by the map maker.
Common scales and some helpful known distances are listed in file:
MAPSCALE.lst
HSCALE.lst
Note that the scale line itself is recorded in the earlier Description group in Part:aspect:desc field.
REMEMBER that paper is not stable. As a [very] rough guide:-
paper changes by 0.2-1n length per 10%rH change in humidity.
PART:DIMEN:READING    If the map has longitude scales then read, or estimate, of the longitude of Winchester, eg:-
: longitude, Winchester: 1d 18.4m W (approx)
The units are degrees and decimal minutes.
For most maps the measurement will be approximate, but will be quoted to 1 decimal place in minutes. The 'middle' of the city on the map will be used as its position. Winchester's official longitude is 1d 18.5m W; other readings indicate either inaccurate plotting or a different prime meridian.
DOCUMENTATION_GROUP   
REFERENCE   
Camden, William: 1607 (6th edn): Britannia: (London)
Record the atlas in which the map was published, if known.
REFERENCE_NUMBER   
NORDEN1.txt
Record the Text identity of a HantsMap essay if one has been written for this map type. These references are currently held in MODES file:-
MAPTEXTS.mdf
REFERENCE_NUMBER   
(scan master) MN:NRD1_300.tif
Record the image filename of a master scan image; usually made at 300dpi, stored on CD in uncompressed .tif format. The image file location can be found in the main HMCMSALL database, which will refer you to a CD record in MN:OHM.M[no] sequence where copyright is noted.
Master and derived images for use in Old Hampshire Mapped project are discussed in:-
MAPS.img
NUMBER3    If images for use have been made then record these in Number3 subordinate fields under the Reference number:-
NRD1.jpg (large)
ScNRD1.jpg (screen)
ThNRD1.jpg (thumbs)
These are large, screen size and thumbnail images derived from the .tif master file, and have the same copyrights.
Master and derived images for use in Old Hampshire Mapped project are discussed in:-
MAPS.img
REFERENCE_NUMBER    There may be a general reference to a booklist about maps:-
MAP.bks
As this would be the same for all maps it hardly seems worthwhile. However, bear in mind that the map records exist in a larger database for all the HMCMS collections, the booklist link is useful.
PERMANENT_LOCATION    This field is mandatory. See OFR advice and HMCMS local rules:-
STORE.trm
HMCMSTOR.rul
Box numbers for items in the Map Collection are on the pattern:-
FAbox [no]
eg:-
FAbox 54
The whereabouts of the box is recorded in an auxiliary file:-
MAPBOX.mdf
Reserve items of the Map Collection, not in a gallery display, mostly boxed and presently stored at HMCMS headquarters in room:-
@@@@@@@@@@@@
RECORD_TYPE   
object record