last updated Wed Nov-14-2012  09:01
 
PACIFIC MANUSCRIPTS BUREAU (PMB) MICROFILM SERIALS
Ruth Horie
10⁄3⁄12
 
Umbrella bibliographic records:
 
Vid 1940706
MICROFILM S50060
PMB (Series) ‡h [microform].
 
Vid 1940707
MICROFILM S50061
P.M.B. document ‡h [microform].
 
The PMB  titles are generally unpublished materials.
The PMB doc titles are generally published materials.
However, this is not always the case, so check each issue carefully.
 
Serials issued by a corporate body over a period of time may be filmed in chronological order as a compilation. The compilation may have the title of the first or last title, or it may have a unique title devised by PMB staff. See below for specific instructions for compilations.
 
Overall procedure:
 
Receive annual shipment from PMB via Pacific Collection
Check shipment against packing list
Resolve discrepancies
Estimate the number of reels in each accession number and notify Access Services so they may allocate shelf space in the Microforms Room.
 
Check PMB online catalog for reel list:
http:⁄⁄asiapacific.anu.edu.au⁄pambu⁄catalogue⁄
http:⁄⁄asiapacific.anu.edu.au⁄pambu⁄finals⁄searchLong.php
 
If reel list needs to be corrected, email PMB:
pambu@coombs.anu.edu.au
 
Check in issues
Locations:
Unrestricted titles: Hamilton D0
Restricted titles: Pacific Rare
Label boxes
MICROFILM S50060 (unrestricted titles)
MICROFILM S50061 (unrestricted titles)
PAC RARE MICROFILM S50060 (restricted titles)
PAC RARE MICROFILM S50061 (restricted titles)
 
Send monograph boxes to Cataloging
 
Search Voyager and OCLC for serials and series
         It may be useful to wait for Australia, New Zealand, or UC San Diego records
Depending on the situation, do one or more of the following:
         Add microfilm holdings to Voyager paper record
         Add microfilm holdings to Voyager microform record
         Download OCLC microfilm record
         Create prelim record from existing record or template
Consult with Serials Cataloger for questions
Send boxes to Access Services (unrestricted titles)
         or Pacific Collection (restricted titles)
 
Potential situations:
 
a. Voyager has microfilm record with PMB microfilm holdings and additional issues of the same title were filmed.
         If 300 field has number of reels, edit that number
Edit number of reels in 533 bib and 843 mfhd fields
         Add subfield #d year of filming in 533 and 843 fields
         Edit 866 field
Check for title change(s)
 
b. Voyager has microfilm record with microfilm holdings from another vendor.
         Add PMB 099, 490, 533, 710, 830, 856 fields to bib record
         Create PMB mfhd with 843, 866 fields
         Input 007 codes in mfhd
         If no holdings present in other vendor's mfhd,
check reels and add 533 to bib and 843, 866 to mfhd
 
c. Voyager has paper record with microfilm holdings from another vendor.
         Add PMB 099, 490, 710, 830, 856 fields to bib record
Create PMB mfhd with 843, 866 fields
         Input 007 codes in mfhd
         If no holdings present in other microfilm vendor's mfhd,
check reels and add 843, 866 to mfhd
 
Example:
Niue newsletter
MICROFILM S50390
MICROFILM S50061 no.467 reel 1-4
d. Voyager has paper record; OCLC has PMB microfilm record.
         Update holdings and download OCLC PMB microfilm record
         Copy and paste any useful tags to Voyager record
         Add PMB 099, 490, 530, 533, 710, 830, 856 fields to bib record
         Create PMB mfhd with 843, 866 fields
         Input 007 codes in mfhd
 
e. Voyager has paper record; OCLC does not have microfilm record.
         Add PMB 099, 490, 530, 533, 710, 830, 856 fields to bib record
Create PMB mfhd with 843, 866 fields
Input 007 codes in mfhd
        
f. Voyager has paper record with PMB microfilm holdings and additional issues of the same title were filmed.
         Edit number of reels in 533 bib and 843 mfhd fields
         Add subfield #d year of filming in 533 and 843 fields
Edit 866 field
Check for title change(s)
 
g. Voyager has paper record with another vendor's microfilm holdings.
         Add PMB 099, 490, 530, 710, 830, 856 fields to bib record
Create PMB mfhd with 843, 866 fields
Input 007 codes in mfhd
 
h. Voyager has no record; OCLC has PMB microfilm record.
         Update holdings and download OCLC PMB record
         Edit record as needed
         Some records describe the reproduction; accept.
 
i. Voyager has no record; OCLC has more than one PMB microfilm record.
         Compare and select one
         Update holdings and download record
         Edit record as needed
         Some records describe the reproduction; accept.
 
j. Voyager has no record; OCLC has another vendor's microfilm record.
         If it is a close match, download OCLC record and use it to create a prelim
         If not a close match, treat as no record and create a prelim from template
 
k. Voyager has no record; OCLC has paper record.
         Download OCLC paper record and use it to create a prelim microfilm record
 
l. Voyager has no record; OCLC has no record.
         Create prelim from template
         Give pieces to Serials Cataloger
 
m. One reel with more than one serial title on it.
 
If multiple titles are filmed on one or more reels, and there is a unique PMB title for the “compilation,” treat the compilation as a monograph with its own bib record. Each serial title included in the compilation will have its own bib record and unique accession number.
 
Depending on the number of titles and the sequence in which they are filmed, use reel number(s) and⁄or item number(s) in the accession numbers of the individual serial bib records in the compilation.
 
It may be useful to use the bound-with procedure. Consult with serials cataloger.
 
Examples:
 
Records of the Australian National University, Division of Pacific and Asian History, ‡f 1952-2008 ‡h [microform].
MICROFILM S50060 no.1363 (this is for the compilation)
MICROFILM S50060 no.1363 item 1 (this is for an individual serial)
MICROFILM S50060 no.1363 item 2 ... etc.
 
Journals of the Melanesian Mission (Anglican Church of Melanesia), ‡f 1958-2009 ‡h [microform].
MICROFILM S50061 no.456 (this is for the compilation)
MICROFILM S50061 no.456 reel 1 item 1 (this is for an individual serial)
MICROFILM S50061 no.456 reel 1 item 2 ... etc.
MICROFILM S50061 no.456 reel 2 item 1
MICROFILM S50061 no.456 reel 2 item 2 ... etc.
        
If the compilation has a unique title, see separate instructions
         Determine the order of titles on the reel
         Create a bib record for each title
         Add item number to reel number
 
Examples:
Papua and New Guinea villager
MICROFILM S50061 no.405 item 1
Rabaul news
MICROFILM S50061 no.405 item 2
 
Add one of these reproduction notes to bib 533 and mfhd 843:
         ‡n Filmed on same reel with another title.
         ‡n Filmed on same reel with other titles.
 
The mfhd 843 doesn't display to the public.
Add one of these public notes to mfhd 852:
         ‡z <Filmed on same reel with another title>
         ‡z <Filmed on same reel with other titles>
 
n. One serial title on more than one reel, with one or more other titles.
         Add reel numbers to call number:
 
Example:
MICROFILM S50061 no.xxx reel 1-2
 
Add one of these reproduction notes to bib 533 and mfhd 843:
         ‡n Filmed on same reel with another title.
         ‡n Filmed on same reel with other titles.
 
The mfhd 843 doesn't display to the public.
Add one of these public notes to mfhd 852:
         ‡z <Filmed on same reel with another title>
         ‡z <Filmed on same reel with other titles>
 
o. One serial title with more than one PMB number and more than one reel.
 
Example:
Samoa bulletin
MICROFILM S50061 no.406-407
533 ‡a Microfilm. ‡m v.1:no.1 (Nov. 3, 1950)-v.4:no.19 (Mar. 5, 1954) . ‡b Canberra : ‡c Pacific Manuscripts Bureau, ‡d 1993. ‡e 2 microfilm reels ; 35 mm. ‡f (PMB doc. ; 406-407)
 
p. Paper title that was in-process was lost in flood.
         Edit bib record to reflect microfilm or overlay with microfilm record
Create PMB mfhd
         Suppress lost in flood mfhd
 
q. Analyzed series
         Voyager has paper record, and one or more issues are filmed
 
r. RESTRICTED ACCESS
         The boxes may be stamped “RESTRICTED ACCESS”
Catalog these last.
In OCLC records, the 506 restriction note has the conditions.
 
Some titles are not restricted, but there is a 506 note present:
For access conditions consult the Pacific Manuscripts Bureau online catalogue:
http:⁄⁄asiapacific.anu.edu.au⁄pambu⁄catalogue⁄
http:⁄⁄asiapacific.anu.edu.au⁄pambu⁄finals⁄searchLong.php
 
The latest information on access is in the Pambu online catalog.
 
There are different types of restrictions:
         1. Restricted until a certain date.
         2. Restricted indefinitely.
3. Restrictions on access and⁄or use of the material.
 
Examples:
 
RESTRICTED ACCESS: Restricted until December 2011. Access with written permission from Dr. Peter Cahill; Indooroopilly, Qld., Australia.
 
RESTRICTED: NOT ACCESSIBLE UNTIL 2022.
 
RESTRICTED ACCESS: Some of the correspondence (reels 5-6) is restricted until the year 2020.
 
RESTRICTED ACCESS. Apply to the Cook Islands National Archivist, Ministry of Cultural Development (PO Box 8, Avarua, Rarotonga, Cook Islands; email culture1@oyster.net.ck, Ph 682 21446; Fax 682 23725) for written permission to access the microfilms.
 
RESTRICTED ACCESS: Available for reference but no part of the contents of this microfilm may be reproduced or used in quotation without the written permission of the Corporate Archivist, Unilever, Unilever House, Blackfriars, London EC4P 4BQ, United Kingdom.
 
s. Restriction added, lifted or amended
         PMB may send email to Pacific selector
         Pacific selector may send email to Serials staff
        
If restriction is added:
Check PMB online catalog
If restriction doesn't display; notify PMB
Retrieve boxes from Access Services
Write “RESTRICTED” on boxes
         Write “PACC RARE” on boxes
Edit 506 note as needed
Change location from HD0 to Pacific Rare
If only certain reels are restricted,
Edit HD0 mfhd and create Pacific Rare mfhd
Give boxes to Pacific Collection
 
If restriction is lifted:
Check PMB online catalog
If restriction still displays; email PMB
Retrieve boxes from Pacific Collection
Mark out “RESTRICTED” labels on boxes
         Mark out “PACC RARE” location on boxes
Edit 506 note
Change location from Pacific Rare to Hamilton D0
         Give boxes to Access Services
 
Example:
Transcript of proceedings, Feb 1987-Jan 1988
MICROFILM S50060 no.1268 ‡z <RESTRICTED ACCESS: Access to proceedings of closed sittings (reel 5) requires written permission of the Government of Nauru until Jan. 2008.>
 
NOTE: Determine who in which department will check annually for dated restrictions lifted
 
If restriction is amended:
         Restriction may be changed on only one or more reels, not all reels
         Retrieve and re-label box(es)
Edit 506 note
Create new mfhd and move holdings
Give boxes to new location
Other scenarios:
 
There is one title.
The title is complete on one or more reels.
Do not add number of reels to accession number.
 
Monats-hefte zu Ehren
MICROFILM S50061 no.500
 
There is one title.
The issues are filmed on two reels.
Each reel has its own PMB number.
There will be one bib record, with 099 MICROFILM S50061 no.406-407
There will be two mfhds, one for each PMB number
List the holdings under each mfhd.
 
         Samoa bulletin
MICROFILM S50061 no.406
1950-1952
MICROFILM S50061 no.407
1953-1954
 
There is one reel.
There are two or more titles on the reel.
There will be two or more bib records.
The title that appears first on the reel will be: item 1
The title that appears second will be: item 2 ... etc.
Mfhds need “filmed with” note.
 
Papua and New Guinea villager
MICROFILM S50061 no.405 item 1
Rabaul news
MICROFILM S50061 no.405 item 2
 
 
First title.
MICROFILM S50061 no.xxx reel 1
Second title.
MICROFILM S50061 no.xxx reel 2
 
         There are two reels.
         There are two titles.
         There will be two bib records.
         The first title is complete on the first reel.
         The second title is complete on the second reel.
 
First title.
MICROFILM S50061 no.xxx reel 1
Second title.
MICROFILM S50061 no.xxx reel 1-2
 
         There are two reels.
         There are two titles.
         There will be two bib records.
         The first title is complete on reel 1.
The second title begins on reel 1 and continues on reel 2.
Both mfhds need “filmed with” note.
 
First title.
MICROFILM S50061 no.xxx reel 1-2
Second title.
MICROFILM S50061 no.xxx reel 2
 
There are two reels.
There are two titles.
There will be two bib records.
The first title begins on reel 1 and continues on reel 2.
The second title is complete on reel 2.
Both mfhds need “filmed with” note.
 
First title.
MICROFILM S50061 no.xxx reel 1
Second title.
MICROFILM S50061 no.xxx reel 1-2
Third title.
MICROFILM S50061 no.xxx reel 3-4
        
There are four reels.
There are three titles.
There will be three bib records.
The first title is complete on reel 1.
         Mfhd needs “filmed with” note.
The second title begins on reel 1 and continues on reel 2.
         Mfhd needs “filmed with” note.
The third title is complete on reels 3-4.
 
MARC field examples:
 
Bibliographic records
 
Leader        
 
Record status                  n         new
Type of record                  a         language material
Bibliographic level         s         serial
Type of control                  _         no specific type of control
Encoding level                  7         minimal level
Cataloging form                  a         AACR 2
         Linked record                  _         related record not required
 
007
Specific material designation         d         microfilm reel
Original vs. reproduction         _         undefined
Positive⁄negative aspect                  a         positive
Dimensions                           f         35 mm. Microfilm
Reduction ratio range                  u         unknown
Reduction ratio                           ---         unknown (3 hyphens)
Color                                    b         black and white
Emulsion                           a         silver
Generation                           c         service copy
         Base of film                           a         safety base
 
008
Publication status                  c         currently published
         (or)                           d         ceased publication
Form of item                           a         microfilm
         Cataloging source                  d         other
 
Add 099 microfilm accession number to bib record.
Use reel and⁄or item as appropriate.
 
Examples:
099 -9 MICROFILM S50061 no.xxx
(one title complete on one reel, or a compilation of titles on one or more reels)
 
099 -9 MICROFILM S50061 no.xxx reel 1 (only one title on reel, complete on one reel)
 
099 -9 MICROFILM S50060 no.xxxx item 1 (first title on reel)
 
099 -9 MICROFILM S50061 no.xxx reel 1 item 1 (first title on first reel)
 
 
245 - - ‡h [microform]. (if original paper not held)
 
260 - - *** based on original paper publication ***
260 - - ‡a Canberra, ACT : ‡b Pacific Manuscripts Bureau, ‡c [2009]
NOTE: Some OCLC records decribe microfilm reproduction.
 
300 - - *** based on original paper publication ***
300 - - ‡a 4 microfilm reels ; ‡c 35 mm.
 
NOTE: Some OCLC records decribe microfilm reproduction.
 
490 1 – ‡a PMB doc ;  ‡v 518
 
500 - - Bibliographic description and reel list available via World Wide Web.
500 - - Bibliographic description available via World Wide Web.
(If no separate reel list available)
 
506 - - ‡a For access conditions consult the Pacific Manuscripts Bureau online catalogue:
‡u http:⁄⁄asiapacific.anu.edu.au⁄pambu⁄catalogue
 
530 - - Also available on microfilm. (use in paper record with PMB holdings)
 
533 - - ‡m No. 4-18 (Sep. 1898-Jan. 1901) (incomplete) ‡a Microfilm. ‡b Canberra, A.C.T. : ‡c Produced for the Pacific Manuscripts Bureau, Australian National University, ‡d [2009]. ‡e 1 microfilm reel ; 35 mm. ‡f (PMB doc ; 518)
 
Add any subfields not present in the OCLC record.
 
‡m
Issues filmed.
Examples:
Dec. 1946-Mar. 1989.
no.1(1980)
 
‡d 2009
Year of filming from date on first page of microfilm, or date of shipment.
Example: June 2009
 
‡f
Series statement from the first page of microfilm
Examples:         (PMB doc ; 518)
(PMB ; 1363)
 
‡n
Optional note relating to the microfilm.
 
Examples:
Issues filmed from latest to earliest date.
Filmed with another title.
Filmed with other titles.
 
588         Description based on:
588         Latest issue consulted:
 
6xx         If none are present, refer to Serials Cataloger.
 
710 2 - ‡a Australian National University. ‡b Pacific Manuscripts Bureau.
 
780         Earlier title.
785         Later title.
 
830 – 0 ‡a P.M.B. document ; ‡v 518.
830 – 0 ‡a PMB (Series) ; ‡v 1363.
 
856 42 ‡z PMB online catalogue ‡u http:⁄⁄asiapacific.anu.edu.au⁄pambu⁄catalogue
 
856 42 ‡z PMB online catalogue ‡u http:⁄⁄asiapacific.anu.edu.au⁄pambu⁄finals⁄searchLong.php
 
Put both URLs in the bib record.
Search the online catalog for the bibliographic description.
All titles have a bibliographic description but not all have reel lists.
If there are links in the bibliographic description to reel lists,
copy the URLs and insert into subfield ‡u  as below:
 
856 42 ‡z Reel list (pdf) ‡u http:⁄⁄asiapacific.anu.edu.au⁄pambu⁄reels⁄docs⁄DOC495.PDF
 
856 42 ‡z Reel list (rtf) ‡u http:⁄⁄asiapacific.anu.edu.au⁄pambu⁄reels⁄docs⁄DOC495.rtf
 
 
Holdings records
 
007         Same as the bib record
 
008         Input appropriate codes
 
Location code for unrestricted titles to be housed in Hamilton microforms room:
852 8-  ‡b OuzHD0
 
Location code for restricted titles to be housed in Pacific Rare:
852 8-  ‡b OuzPRare
 
‡h Accession number is the same as the bib 099
(no space between “no.” and the number):
 
Examples:
 
MICROFILM S50060 no.1363 (this is for a compilation of serial titles)
MICROFILM S50060 no.1363 item 1 (this for an individual serial title)
 
MICROFILM S50061 no.456 (compilation)
MICROFILM S50061 no.456 reel 1 item 1 (individual serial title)
 
“Filmed with” note (use when more than one title on one reel):
‡z <Filmed with another title.>
‡z <Filmed with other titles.>
 
The 843 reproduction note should have the same information as the 533 (if 533 is in bib record)
 
843 - - ‡a Microfilm. ‡m Aug. 1997-Apr. 1998. ‡b Canberra, ACT, Australia : ‡c Pacific Manuscripts Bureau, ‡d 2011. ‡e 1 microfilm reel ; 35 mm. ‡f (PMB doc ; 456). ‡n Filmed with other titles.
 
 
 
Item records
 
Barcode: blank
 
Perm. Loc.:          Z UHM: Hamilton D0
Z UHM: Pacific Rare (restricted materials)
 
Item type: Library Use Only
 
Enum.: (usually not needed)
Examples:          reel 5 (reel 5 restricted; reel 1-4 not restricted)
                           reel 1-4 (later title on reel 4-11)
 
Pieces: If more than one reel, input total number in bucket