9 Maps, Plans, and Architectural Drawings

Cartographic and architectural records — maps, plans, and drawings — are archival materials recognizable because of their awkwardly large size and identified by their specific subject matter or geographical content. However, maps and plans, like all other archival documents, need to be examined as part of particular accessions with identifiable provenance. They need to be appraised, accessioned, arranged, described, conserved, and stored according to basic archival principles and their own physical requirements.

Maps, from the Latin mappa mundi or "sheet of the world," are representations of a particular geographic location, showing certain physical or political features. They are usually drawn or reproduced on a flat surface such as paper, cloth, or film (or on a three-dimensional surface such as a globe), according to a precise scale or projection. In order to make a map, surveyors first study the geographical area in question, compiling notes and sketches about the terrain and various distances, directions, elevations, or other geographical features. They might also make perspective drawings, take ground or aerial photographs, or compile statistical data. These records are then examined and preliminary maps are drawn to scale. Base maps, showing general natural features such as rivers or lakes, are covered with overlays, each overlay depicting specific features such as roads, boundary lines, or buildings. Then graphics are added, such as names, symbols, or background patterns, and special keys and definitions are prepared. Some maps are then published or otherwise reproduced.

Like maps, architectural records such as blueprints and drawings are the result of a lengthy process of preparing a design, gathering and refining data, and producing final construction drawings and plans. Using surveys of the construction site, the architect produces rough sketches and diagrams of the proposed building. Preliminary drawings are then prepared and revised. The final construction drawings-the blueprints used to create the building-include minute details about size, scale, structural systems, interior and exterior finishes, even information about electrical wiring, heating, air conditioning, and plumbing systems. The final blueprints, prepared by a photochemical process, might be reproduced several times, and they may be revised as construction progresses.

You will find maps, plans, and blueprints in many different places. Some local governments will have created maps for various purposes, in departments such as natural resources, transportation, local planning, parks and recreation facilities, zoning, and public works. Physical plant offices, architects, engineers, property or lands divisions, or surveyors will have blueprints and other records about developments in the community.

When searching for or acquiring maps or architectural plans, try to obtain as much other documentation as possible about the items in question. Look for related field notes, rough sketches, photographs, or preliminary maps. Much of this material may not be of permanent value, but it will be useful for identifying and describing the records you do keep.

Appraise cartographic and architectural records for the values important to all archival material (see Chapter 3).

Assign each new accession its own number; also give each map or plan an item number. Mark these numbers lightly in pencil in the upper right hand corner of each sheet.

Within their particular record groups, maps and architectural records, like other archival materials, are organized by original order whenever discernible. Use the creator's system of organization and numbering whenever possible, for it is usually quite detailed and accurate. When there is no order evident, the maps in a record group may be organized by geographic area and further divided by subject and date. For example, the records in the city planning department might include a series of one hundred maps, which might be sorted into subseries such as Maps of the Downtown Core, Maps of Parkland, or Road Maps. Within the subseries, the maps might be ordered by date, from the earliest to the most recent.

Architectural materials are accessioned and arranged according to the creator, such as the sponsoring agency or the architectural firm. Then they are sorted by project, then chronologically or by the type of drawing. For example, the records of the architect Peter Yarrow might include a series of architectural records. These might be sorted into subseries by project, such as Middletown Hospital, 1983-84, or Alexander Thomas Home, 1977. Within the subseries, the records might be sorted chronologically, from the first drawing to the last, or by type of record, such as blueprints, sketches, and site plans. Maintain the architect's original numbering system as long as it is consistent and logical. Architectural material with no internal order may be organized geographically and then by the project or building. The individual records of each project might be sorted chronologically or by type of record if there is no natural order in place.

Prepare finding aids for maps and architectural records according to the guidelines in Chapter 5. Include the following elements:

Title of the map(s) or plan(s), including form and date. Use the title indicated on the original whenever possible.

Publication information, including edition, if the mapsor planswere published.

Physical description, including physical extent, dimensions, and other details.

Also include any of the following elements, if relevant (see Chapter 5 for information):

Also make note of mathematical and other cartographic data (such as scale or projection) and any accompanying material (such as sketches or field notebooks, correspondence or memos).

Index maps and architectural records by geographic areas, subjects, dates or time periods, names or types of architectural structures, and the names of the creator or other contributors. Use an established list of subject headings and add terms related to maps and plans. Remember to be consistent. For example, use either the index term "Streets" or "Roads" but do not use both. Some sample terms include:

The recommended standards for the description of maps and architectural records are Michael Gorman and Paul W. Winkler, eds., Anglo-American Cataloguing Rules, 2d ed. (Washington, D.C.: Library of Congress, 1978), Chapter 3: "Cartographic Materials," pp. 83-109, and H.L.P. Stibbe, ed., Cartographic Materials: A Manual of Interpretation for AACR2 (Ottawa: Canadian Library Association, 1982).

The most obvious conservation problem with maps, plans, and architectural drawings is their large size. They are often difficult to handle and can be damaged during storage and use. While maps and plans sometimes require restoration treatments usually only available through specialized conservation facilities, there are certain preventive measures you can do yourself (see Chapter 6 for general information on conservation).

As you care for maps and plans:

	Inspect each map or plan as it is arranged and described, looking for fading, discolouration, acid damage, dirt, and tears, especially along fold lines. Remove particularly damaged items from use until they can be cleaned and repaired.
	To prevent fading, especially of photographic item ssuch as blueprints or photostats, keep maps and plans away from bright lights.
	If you have the space, time, and faci I ities, flatten all folded, creased, or rolled material. Place it face down between clean acid-free blotters on a flat surface and hold it down with a piece of plywood large enough to cover the entire document. Hold with light weights. Several documents can be flattened at one time in this way, but they need to be left for at least 24 to 48 hours. Check them periodically to ensure they are flattening well and remove them once they show no signs of curling.
	Maps that will not flatten easily may sometimes be moistened first. Be extremely careful if you attempt this and always check that the inks are not water-soluble. You may also build a relaxation chamber to unroll maps, but contact a conservator for advice before attempting this.
	Remove smaller wrinkles and bends in maps and plans by sponging the area lightly with water and pressing the document between weighted acid-free blotters. Change the blotters frequently to remove excess moisture. Again, watch for water-soluble inks.
	Clean the surface of maps and plans if necessary. Remove dirt and dust carefully, using light brushes and artgum erasers. Also lift off any loose tape.
	Repair minor tears with archival mending paper or tape, applied only to the back of the document. Never use adhesive tape, rubber cement, paste, or glue on any archival material. Consult a conservator for information.
	Ideally, store maps and plans in a room with adequate temperature and humidity controls and protected from flood or fire.

Maps and plans can be mounted on special paper to strengthen or reinforce them, or they can be encapsulated in polyester film containers, or matted and framed to protect them from dirt and excessive handling. They can also be relaxed and unrolled in humidity chambers or separated into sections for easy storage. However, all of these procedures must only be undertaken under ideal environmental conditions and in consultation with specialists in map conservation. Maps and plans can also be photocopied for reference or security, either in the same size and format or reduced onto paper or film. Consult with other archivists for information about these procedures.

Once the maps and plans have been examined and repaired, cleaned, and unrolled, they need to be stored properly. Maps and architectural drawings are surprisingly heavy and are easily damaged if stacked too high or shifted and pulled too often. ideally, they are stored flat, not rolled, horizontally in an acid-free buffered folder, with no more than ten or twelve maps per folder and no more than ten folders (or one hundred maps) on a shelf. if possible, interleave each item with acid-free paper or tissue. Store maps and plans on shelves wide enough to hold them without bending or sagging. if possible, store them in archival map cabinets.

In order to save space, you might store maps and plans according to their size. First sort maps and plans according to the guidelines described for arrangement, then itemize this arrangement in an inventory. Then you can store the maps as space allows, with large flat maps in one place, rolled maps elsewhere, and small charts somewhere else. Do ensure that their provenance and original order are documented on all finding aids. Some archives hang individual maps in vertical map cases. These containers are valuable space savers and make it easy to refer to maps, but they can be extremely expensive.

Store bound maps, atlases, and drawings flat on metal shelves, stacked only one or two high, rather than vertically, which strains the binding. if they are particularly fragile or valuable, they can be stored in polyethylene plastic bags or large archival boxes.

	their original purpose
	the historical significance of the geographical area or particular building
	the significance of the creator
	their uniqueness as an example of map-making or architectural techniques
	their value as works of art or artifacts
	their physical quality
	their quantity
	the availability of related documentation, such as field notes or surveys
	your storage and conservation facilities