Using Club Maps for Events

Original text by Bruce Cooper ("WHO's Talking" #4 2006),
updated 6 Dec. 09 by Janet Morris.

  • Request a copy of the map from the Mapping Officer.
  • An OCAD or PDF copy of the map will be supplied.

Often course setters will survey the area to be used for the appropriateness and accuracy of the map in the vicinity of the control locations. During this process, map corrections can often made.
Ideally map corrections should be made in the field by experienced mappers, but this will not always be possible and the Club will need to rely on the skill of the course setter in many instances.

Where full or major field checking of fieldwork or existing maps is to occur, the Club should encourage that this task only be undertaken by experienced mappers.

All fieldwork changes to maps must be made to the latest version of the map using OCAD. When courses have been finalised OCAD9 may be used to prepare the maps for printing.

Once changes have been made to a map using OCAD, the map legend should be modified to show the version number and date of the edition creation.

Version numbering should take the form of vx.y Date where v is the symbol for version, x is the version number, y is the version modification in a series of modifications and Date is the month and year of the change.

In practice, x will rarely change except for total remapping and will often be 1. Y will change each time a change to the map is made. A map version could therefore be shown as v1.3 January 2006 and the next modification to the map will require a change to this to identify the new map as v1.4 May 2006.

Each time a map is created or a new version is created it MUST be archived onto the Club’s hard drive archival system. Therefore the creator must ensure that this latest version is either emailed or provided on disk to the Mapping Officer.If only a part map is used for an event all map changes must be applied to both the complete master map and the event map.

The Mapping Officer will maintain a catalogue of maps and map versions in the archive and this will be published on the Club website. 

 For example the Clonalton property has 4 maps covering it, each sharing common information with adjoining and overlapping maps. Hence if and when map corrections are made to one map, any adjoining or overlapping map where the changes are also part of the map, should also be modified using this protocol.

Archival of maps onto the Club’s hard drive should clearly show the map name, version number and date.