IMR505 E-DOCUMENTATION (NATIONAL CANCER INSTITUTE ARCHIVES)

UITM KAMPUS PUNCAK PERDANA
FACULTY OF INFORMATION MANAGEMENT
BACHELOR OF INFORMATION SCIENCE (HONS.) RECORDS MANAGEMENT (IM246)
PLANNING AND DESIGN OF RECORDS AND ARCHIVAL REPOSITORIES (IMR505)

E-DOCUMENTATION

NATIONAL CANCER INSTITUTE ARCHIVES (NCIA)

PREPARED BY:
ARIFF SHAH BIN KHAIRUDDIN (2021102755)
FADHLIN SAKINA BINTI ABDUL RAZAK (2021101419)

NUR DIYANA BINTI AZHAR (2021393801)
NUR HIDAYAH BINTI YUSOF (2021100185)
NURUL HAZIQAH ZULFAH BINTI MD RAFEE (2021911763)

GROUP: IM246 3A
PREPARED FOR:
DR. EZZA RAFEDZIAWATI KAMAL RAFEDZI
DATE OF SUBMISSION:

28th JULY 2021

‘NATIONAL CANCER INSTITUTE ARCHIVES’

By
ARIFF SHAH BIN KHAIRUDDIN
FADHLIN SAKINA BINTI ABDUL RAZAK

NUR DIYANA BINTI AZHAR
NUR HIDAYAH BINTI YUSOF
NURUL HAZIQAH ZULFAH BINTI MD RAFEE

Faculty of Information Management
Universiti Teknologi MARA Cawangan Selangor

Kampus Puncak Perdana

ACKNOWLEDGEMENT

Firstly, we are thankful to God for being able to finish this task as part of the group
project for this semester for IMR505, Planning and Design of Records And Archival
Repositories. We are grateful that this group assignment can be finished on time and
submitted to our lecturer.

Secondly, we want to appreciate our parents because they also supported and
encouraged us to complete this assignment so that we will not procrastinate in doing it.

Then, we would like to thank our lecturer, Dr. Ezza Rafedziawati Kamal Rafedzi,for
guiding us throughout this assignment. We had some difficulties in doing this assignment,
but we took the initiative by messaging her personally, so she taught us patiently about our
assignment’s course until we understood what we were supposed to do.

Lastly, we want to wish millions of thanks to our classmates because they also assist
us indirectly with this assignment. In addition, they also give us some ideas on how to finish
this assignment properly.

TABLE OF CONTENT PAGE

CONTENT 1
2
Chapter 1.0: Introduction 2
1.1 The National Cancer Institute history 3
1.2 Location and address 3
1.3 Logo of National Cancer Institute 3
1.3.1 Vision
1.3.2 Mission 4
1.4 Organizational chart 5

Chapter 2.0: National Cancer Institute Archives 5
2.1 Introduction of National Cancer Institute Archives 5
2.2 National Cancer Institute Archives logo and description for 6
each symbol/colour 8
2.3 New site of National Cancer Institute Archives location 9
2.3.1 Should be and should not be 9
2.3.2 Explanation about should be and should not be 10
2.3.3 Google Maps (2X Zoom In) 11
2.4 The building
2.5 The services and opening hours 13
2.6 The collection 14
2.7 The rules and regulation 15
15
Chapter 3.0: The building 16
3.1 Full sketch up (images of National Cancer Institute Archives) 16
3.2 Sketch up (images of National Cancer Institute Archives) 17
3.3 Full floor plan 2D 18
3.3.1 Full floor plan Homestyler without labelling 18
3.3.2 Full floor plan Homestyler with labelling
3.4 Full floor plan 3D 22
3.5 Floor plan 2D and 3Dfor public and staff area 22
3.5.1 Functions of public area 25
3.5.1.1 3D image with labelling at the public
area
3.5.2 Functions of staff area
3.5.2.1 3D image with labelling at staff area
3.6 Floor plan 2D and 3D for processing area

3.6.1 3D image with labelling 26
3.7 Floor plan 2D and 3D for storage area 32
33
3.7.1 3D image with labelling 37
4.0 Conclusion 38
5.0 References
Page
LIST OF FIGURES 2
2
No. Name of figure 3
1 Location of National Cancer Institute 5
2 Logo of National Cancer Institute 8
3 Organization chart of National Cancer Institute 8
4 Logo of National Cancer Institute Archives 13
5 Google Maps of the location 14
6 Google Earth of the location 14
7 View of second gate of National Cancer Institute Archives 15
8 Top view of National Cancer Institute Archives 15
9 Main gate of National Cancer Institute Archives 16
10 Main entrance of National Cancer Institute Archives 16
11 Full floor plan 17
12 Full floor plan with labelling 17
13 Top view 3D floor plan 19
14 2D floor plan 19
15 3D floor plan 20
16 The views of research hall 20
17 The views of security investigation room 21
18 The views of finding aids 22
19 The views of library 23
20 The views of special reading room 24
21 The views of clerk station 24
22 The views of registry room 25
23 The views of deputy room
24 The views of technician room
25 2D floor plan of processing area

26 3D floor plan of processing area 25
27 The views of the loading bay 26
28 The views of receiving room 27
29 The views of triage room 27
30 The views of dirty room 28
31 The views of work room 28
32 The views of humidifying room 29
33 The views of work station 29
34 The views of archivist room 30
35 The views of preservation & conservation lab 30
36 The views of preservator room 31
37 The views of the storeroom 31
38 2D floor plan of storage area 32
39 3D floor plan of storage area 32
40 The views of paper-based storage 1 33
41 The views of paper-based storage 2 34
42 The views of strong room 34
43 The views of magnetic tape storage 35
44 The views of electronic/ digital records storage 36

List of Tables Name of table Page
10
No.
1 Operation hour

CHAPTER 1.0: INTRODUCTION

1.1 The National Cancer Institute History

In 2003, the Ministry of Health (MOH) reported that cancer accounted for 9.34% of all deaths
in Malaysia compared to 7.37% in 1975. Based on the findings in the First Report of the National
Cancer Registrar, it is estimated that the risk of cancer in Malaysia is 1 in 4. In this regard, the
establishment of the National Cancer Institute (IKN) is expected to meet the needs of cancer
patients in Malaysia. The construction of the National Cancer Institute is a long-awaited project
and is the government's social responsibility to provide world-class health care in fulfilling the
aspirations of the 2020 vision towards making Malaysia a developed country.

The National Cancer Institute is a cancer medical institution specially built to provide
specialized facilities in treatment and medicine for cancer patients. The establishment of the
National Cancer Institute is aimed at addressing all the growing needs related to cancer issues in
the country. Under the auspices of former Prime Minister Tun Abdullah Haji Ahmad Badawi who
lost his wife, the late Datin Seri Indon Mahmood to cancer in 2004, a 1065 -acre site located in
Precinct 7, Putrajaya has been identified for the development of the National Cancer Institute. Its
strategic location is next to Putrajaya Hospital, Putrajaya Sentral, Fire Headquarters, Police
Headquarters, Trade Center (coming soon) and it is easily accessible via the Putrajaya ring and
Lebuh Sentosa.

The Groundbreaking Ceremony took place on 9 January 2007. The initial planning, design
and consultation process was carried out by the Public Works Department Headquarters (JKR)
together with local contractors in design and build. Site takeover works and earthworks
commenced on 1 September 2010. The project was built on a fast track and concurrent with
detailed design along with intensive interaction that took less than 3 years to complete and fully
completed tested, commissioned later taken over by the Ministry of Health Malaysia. The National
Cancer Institute building has taken state of the art design initiatives such as good solar orientation,
energy efficiency and optimal views for the surrounding landscape. The architectural and interior
design aspects are attractive and meet the needs of the hospital's function to create a cheerful
and user-friendly atmosphere, especially for patients, visitors and hospital staff. This is the main
function of creating an ideal atmosphere and environment for healing purposes.

1

1.2 Location and Address

Figure 1: Location of National Cancer Institute

The National Cancer Institute (NCI) located at 4, Jalan P7, Presint 7, 62250 Putrajaya, Wilayah
Persekutuan Putrajaya on this GPS Coordinate: N2 55.731 E101 40.44. The location of our parent
organization, NCI has many aspects of the environment that need to be avoided to build an
archive. The environment of this parent organization is not strategic as it is surrounded with
industrial areas with shops and restaurants nearby. The location is also not suitable to build the
archives as it will have noise pollution as it is near the highway of Lebuh Sentosa. This is the
reason why we chose a new location to build our archives as to manage the archives from any
pollution and environmental problems that might occur at the location of our parent organization.

1.3 Logo of National Cancer Institute

Figure 2: Logo of National Cancer Institute

2

1.3.1 Vision
Be a leading leader in cancer treatment management, education and research towards
improving the quality of life of cancer patients and cancer survivors.

1.3.2 Mission
1. Provide the best cancer treatment services for cancer patients.

2. To be a center for learning and training of expertise in cancer management and treatment
for various categories of health personnel including specialists, medical officers, associate
scientists and paramedics

3. To be the center and leader in cancer research in Malaysia covering aspects of treatment
and care of cancer patients in collaboration with other agencies from within and outside
the country.

1.4 Organizational Chart

Figure 3: Organization chart of National Cancer Institute

3

Chapter 2.0: NATIONAL CANCER INSTITUTE ARCHIVE

2.1 Introduction of National Cancer Institute Archives

National Cancer Institute Archives (NCIA) is the archive that is designed to keep all types
of cancer records from the National Cancer Institute (NCI). Our archives official logo also had the
logo of NCI which means that NCI gives our NCIA fully supported to preserve all the types of
cancers records in order to make the records available at the right time and the right places when
needed. Our NCIA is located at Jalan Diplomatik 3/3, Presint Diplomatik, 62050 Putrajaya,
Selangor, Malaysia. It is located within a short response time of emergency services. The location
also is not in a crowded area or industrial area which can cause any pollution.

Furthermore, our NCIA would have three official missions where it is to preserve the
medical records of all cancers to prolong use for NCI experts. Next is to provide references and
study facilities to NCI departments and the public as well as to conduct research. The last one is
to raise awareness and empower information about cancer to the public in Malaysia. Meanwhile,
our NCIA vision is to be the most up-to-date cancer health information that is valuable to the
national cancer institute and applicable to management and users, as well as offering Malaysia's
best leading services.

Moreover, there are five official objectives for our NCIA which are to protect, preserve and
conserve national cancer institute archives and record into reparatory. Secondly is to arrange
descriptions for archival and records through different international standards. Thirdly is to receive
different copies of public and private or individual records concerned regarding the cancer field.
Fourthly, is to collect and prepare the statistical records regarding cancer cases in NCI, and lastly,
is to provide information to the nation and assist the NCI department in achieving productivity and
smoothness.

Last but not least, the contribution of our archives can simply be beneficial for the
healthcare institute to ease the process of research and development in the cancer institute. All
the records can be found and accessible and retrieved easily for the researchers in cancer area
research when needed.

4

2.2 National Cancer Institute Archives logo and description for each symbol / colour

Figure 4: Logo of National Cancer Institute Archives
● Lavender ribbon

Represents all types of cancer in this world. The lavender colour used by us to indicate
that our archives preserve all the cancer records.
● Archival repository
Represents our NCIA where all the inactive NCI records are being preserved permanently
for reference and research purposes
● National Cancer Institute Archives
Our official archives name
● The bird at the right of the logo
Represents the official logo of NCI. The position of the bird at the higher place of our
archives logo because it is explained the meaning that our archives fully supported the
NCI.
2.3 New site of National Cancer Institute Archives location

2.3.1 Should be and should not be
Archival repository should be built in a strategic location. So, we are choosing a new site to
build instead. Location of the new site is in a town which has many benefits to build. Therefore,
the location of the new site was suitable with our good criteria to build. Firstly, the location is far

5

from the source of electromagnetic radiation. For example, there are no high voltage electrical
power transmission lines near our new site. Secondly, far from an industrial or agricultural facility
or other installation emitting harmful gases and smoke. Thirdly, the location is not in a polluted
area where the environment is clean which is suitable to build. Fourth, there is no risk from tsunami
and earthquakes. Fifth, not in a strategic symbolic site that could be a target in an armed conflict.
This is because Putrajaya is such an administration center for Malaysia.

However, the criteria that should be in this location to locate archival repository is to have a
large size of accommodation such as sufficient to build parking and have an enough size for future
expansion as well. Furthermore, the location of the new site has a very spacious and horizontal
area to build an archival repository. Besides, the location is easily accessible from the National
Cancer Institute. It is only 7.7 km which is 12 minutes from the new site. Moreover, have systematic
drainage that can avoid floods. Other than that, the location has a short response time with
Precinct 7 Hospital Putrajaya. It is only 7.7 km which is 12 minutes. For Fire and Rescue Station,
also have short response time at Precinct 14. It is only 1.5 km and 4 minutes. Any possibility to
reach an emergency will be easy because it has a short response time with the emergency center
and can get any services from them.

2.3.2 Explanation about should be and should not be

Should be:
i. Easily accessible from National Cancer Institute (NCI)

The location is very close to the parent organization which is National Cancer Institute. It
is only 7.7 km which is 12 minutes from the new site. It turns to easy communication with both
sides and if there is any problem, there is no problem to reach immediately. Besides, facilitate
staff in order to complete their work if needed to go either NCI or NCIA. Hence, it will provide a
great combination of working environments by working in the same place and environment.

ii. The location short response time of emergency services
Short response time is really important, especially for archives. This is advantageous to
build archives that have many short response times for emergency services. For the location of
our new site of National Cancer Institute Archives, there are 2 emergency services that have short
response time. Firstly, Precinct 7 Hospital Putrajaya. It is only 7.7 km which is 12 minutes. For the

6

accident that is in archives, you can immediately go to Hospital Putrajaya to get the services. It is
easier for archives organizations to serve their visitors due to having any problem about medic.
Secondly, Precinct 14 Fire and Rescue Station. It is only 1.5 km and 4 minutes. It is so close to
the new site. If there is any fire or any kind of problem related to rescue, the archival organization
can easily get the services and not waste time because the location is close.

iii. Accessible to potential user and educational institution
Potential users can easily reach. This is because the location is strategic for users to reach.
The location that is located in Putrajaya is such a good location because Putrajaya is an
administration center. Besides, the researcher, staff and user can reach our archive easily due to
its strategic location. Outsider researchers also can access our archive also. For educational
institutions, they can visit our archives to get more knowledge and can raise interest towards them
in the process of teaching and learning. Besides, they can learn more about our collection as well.

Should not be:

i. Far from an industrial or agricultural facility or other installation emitting
harmful gases and smoke

The location of National Cancer Institute Archives far from an industrial or agricultural facility
or other installation emitting harmful gases and smoke. This is because the environment of the
location does not have industrial and agricultural areas. It is a safe area to build archives in order
to avoid the harmful gases and smoke that can cause trouble for the National Cancer Institute
Archives.

ii. There is no risk from tsunami and earthquakes
Putrajaya is such a good location in order to build an archive. Even Putrajaya can be labeled
as an island but there have been no tsunami and earthquakes in the Malaysian history. This is to
avoid damage to the archive collection. Besides, our clients' records are more important to take
care of.

iii. Not in a strategic symbolic site that could be a target in an armed conflict
The location is suitable because it is not in a strategic symbolic site that could be a target in
an armed conflict. This is because it can avoid disaster for archives and can break archives as

7

well. Putrajaya is safe to build archives. Due to the NCIA location at the administration center,
the location is very safe from being a target in an armed conflict.

2.3.3 Google Maps (2X Zoom In)

Figure 5: Google Maps of the location

Figure 6: Google Earth of the location

8

2.4 The building
As from the last discussion in building the National Cancer Institute Archives (NCIA), our group
decided to build a new building at the new site location. The reason is that the new building had a
lot of advantages over the existing building. First and foremost, it is because the building that
builds in the new site location is near to the parent organization which is the National Cancer
Institute. The location is a strategy as it is only 7.7 km from the NCI and just takes about 12 minutes
to arrive.

In addition, this new building has a strategic sun orientation. The strategy sun orientation can
make our archives easily decide which part to build a loading bay and the main entrance. Based
on the observation, the sunset of the new building is from the northwest. Then, the sunrise is at
the southeast. The main entrance of the new building will be built in the south direction. It means
the main entrance is opposite the sunset. This is the best location to build the main entrance
because the entrance is easy to access by the public because it has public parking.

Finally, in this new building, our NCIA can build our new interior structure in the new building
because the existing building has a bad interior structure. We can decide the interior structure by
ourselves and can easily divide all the areas needed in the archive with a specific measurement
without any problem in the future. For example, if we build an NCIA building at the new site
location, there is big space provided for the external future expansion that will have 50% expansion
in expanding the size of the building. This is because the building will not have any other intrusions
such as objects, trees, and others. Thus, this expansion will be easier as this new building has a
lot of spaces provided. The choice of the new building will have a lot of space for the maximum
storage and parking lot at the archives.

2.5 The services and opening hours

In terms of archival institution operations hours, the archives of the National Cancer Institute
still require adequate time to conduct services in order to provide the finest among the best for
researchers and archive visitors.

9

DAY TIME
Monday- Friday 9.00 AM - 5.00 PM
Saturday - Sunday Close
Public Holiday Close

Table 1: Operation hour

In terms of services, our archives offer the most up-to-date services that can assist the
National Cancer Institute Archives in improving their performance. As a result, it also helps if
researchers and archives visitors want to use our services and contents as their primary research
tools. However, we will need time and space to deliver the best possible service to our key visitors
in order to participate in this session. The National Cancer Institute Archives wants to establish
services that will strengthen the archive institution's public presence based on the services being
planned. As a result, we want to preserve the legacy of the National Cancer Institute and the
outstanding achievements it has made over the years.

The major service that we discovered to place in the National Cancer Institute Archives is to
serve as an information expert institution for doctors and researchers. We would like to serve as
a repository in advance for the collection and preservation of cancer records and valuable
resources linked to cancers and the community cancer environment, as well as the cancer unique
case achievement that could be lost if not properly handled. We'd like to know how important it is
to collect and keep cancer records in order to use them as references in the future. To do so, we
will need to learn and develop a wide range of skills.

2.6 The collection
In comparison to the National Archive, the NCIA archive has fewer sources and resources. If
the sources have significant accomplishments and useful information connected to Malaysia's
history, National Archive Malaysia will take appropriate action, reviewing and preserving the

10

sources in the National Archive. The reason for the move by the National Archives institution is
that the National Archives collects and preserves the country's national history. In terms of NCIA
archives collections, we split them into three categories, paper-based, electronic records, and
magnetic tape-based.

In terms of collections, our services are primarily focused on looking for and locating items that
will assist researchers and users who wish to use our services. Our staff must have sufficient skills
in handling and managing collections in order to make them available to users after this session.
This is the primary task that they must complete in order to maintain the collection's quality. We
are completely aware that storage for food and drinks is not permitted in order to protect the
collection. As a result, only our employees who are capable of entering the storage facility are
allowed to do so. Visitors and researchers are not permitted to enter the locations, but if
researchers require additional information, they may do so.

2.7 The rules and regulation

Before we apply the rules and regulations of NCI archives, we must follow the regulation
alignment by AKTA ARKIB NEGARA 2003 act 629.

a) Archive Visitors Need to Wear the Identification Card
The identification card utilization needs to be executed by the archive to recognize the person
or visitors who have permission to access the archive materials. Furthermore, the identification
card also needs to be provided according to the level of access for the visitors. For example, the
blue card will be given to the ordinary visitors who can only access the materials with the public
value that can be accessed by any public visitors. Next, the red card can be given to the visitors
that have the high authority who can access the secret or confidential materials regarding the
NCIA such as the NCIA plan structure that is not known by any public citizen. This card color will
make the archive staff aware of the access limit for every visitor in the archive.

b) Archive Visitors Need to Make an Appointment
Visitors who wish to view the archive must schedule an appointment in advance of their visit.
To maintain track of their visitors, visitors must fill out all of the information requested by the NCIA
archive. Because the NCI archive has a limited amount of space, this is one of the initiatives taken

11

by the NCI archive to avoid receiving an influx of visitors at the same time. The current space in
the archive does not allow for a large number of visitors to be present at the same time. Apart
from that, this is also a method of determining the level of satisfaction of visitors. In order to
schedule an appointment, potential guests must use one of the numerous methods. The steps for
making an appointment with the NCIA are outlined below.

a) Fill the appointment form that was downloaded from the NCIA archive website or from the
NCIA archive itself.

b) Provide the documents needed by the archive that needs to be shown on the appointment
date.

c) Submit the appointment after filling the form and wait for the status of the application.
d) Download the result of the application (if successful) as evidence to access the archive.
e) Bring the documents needed such as Personal Identification Card (IC) and the successful

application form together to the archive.
f) Show the form to the staff assigned at the help desk and follow the staff’s instructions.

c) Limitation of things that can be brought or done in the archive

Every material held in an archive is extremely sensitive to the environment surrounding it,
necessitating meticulous attention in order to maintain the documents for a lengthy period of time.
The archive personnel must inform visitors of these minor details, as some visitors with no prior
knowledge of the archive will be unaware of what can and cannot be done there. Things that can't
be brought or done in the archive:

a) Things that cannot be brought in archive:
i. The visitors cannot bring any stationery except for the pencils and eraser in the
archive to take note of any important things.
ii. The visitors cannot bring any water or food to the archive.
iii. The visitors cannot make any noise when they use the laptop or dictation devices
in the archive public area.

b) Things that cannot be done in archive:
i. The visitors cannot eat or drink in the archive.

12

ii. The visitors cannot make the direct skin touch when holding the archive materials
if they have a watery skin type.

iii. The visitors cannot write notes on the materials.
iv. The visitors cannot take out the materials pages from the actual arrangement.
v. The visitors cannot leave the materials on the table without returning it to the right

place after use.
vi. The visitors cannot turn on their mobile phone volume while in the archive.

d) Visitors need to follow the opening hours of the archive

Each visitor needs to follow the stated opening hours of the archives to prevent unwanted
things from happening. This is because the NCIA archive opening hours will follow the NCIA time
hours since the archive is in the NCIA area. There will be no staff responsible in the archive when
the archive is over from the opening hours so this will be difficult when the visitors visit the archive
out from the archive opening hours.

3.0 CHAPTER 3: THE BUILDING

3.1 Full sketch up (images of National Cancer Institute Archives)

Figure 7: View of second gate of National Cancer Institute

13

Figure 8: Top view of National Cancer Institute Archives
3.2 Sketch Up (images of National Cancer Institute Archives)

Figure 9: Main gate of National Cancer Institute Archives
14

Figure 10: Main entrance of National Cancer Institute Archives
3.3 Full floor plan 2D

3.3.1 Full floor plan Homestyler without labelling

Figure 11: Full Floor Plan

15

3.3.2 Full floor plan Homestyler with labelling

Figure 12: Full Floor Plan with Labelling
3.4 Full floor plan 3D

Figure 13: Top view 3D Floor Plan

16

3.5 Floor plan 2D and 3D for Public and Staff area

Figure 14: 2D Floor Plan

Figure 15: 3D Floor Plan

17

3.5.1 Functions of Public area
Additionally, a public area is an area that has open access for public use or access. Our
public area contains several rooms that will be served their own responsibility towards user needs.
The example of a room that is provided by the Public Area is the research hall, library, exhibition
room, finding aids, special reading room, store room, special investigation room, library office,
pantry, washroom, prayer room, and toilet. All the rooms available had their own functions. As for
the research hall, the function is to provide archival material that is needed by the public but the
public need to follow some rules and regulations in the research hall to avoid any problems
regarding the security and authenticity. Next is a security investigation room available in the public
area to trace all the activities that happen in the archives. In the security room, there is a screen
monitor to monitor all the activities in each of the archives areas. There is also an exhibition area
where a reference counter is available in order to track all the visitor’s movement from outside into
inside the archives. Moreover, finding aid is also available to discover tools to access and
comprehend the material contained in the archive. Lastly, there is also a library and special
reading room where the places of the archives materials are available such as special collections
in the special reading room. While in the library, there are some reference materials available for
the use of the users or visitors access.

3.5.1.1 3D image with labelling at the public area
a) Research Hall

18

Figure 16: The views of research hall
b) Security Investigation Room

Figure 17: The views of security investigation room

19

c) Finding Aids

Figure 18: The views of finding aids

d) Library

20

Figure 19: The views of library

e) Special Reading Room.

Figure 20: The views of special reading room

21

3.5.2 Functions of Staff Area

Staff are such an important area in the archive that support activities in the archive.
Besides, it can make the function of the archive running smoothly, effectively and efficiently. Staff
area is such a small area in the archive. Besides, the staff area can only be accessed for
authorized persons only. This is to provide safety for staff while working. For the staff facilities,
there is parking for staff which is provided by the archive to ensure staff get the good facilities
and make staff easy to access at their working area. There is no need to park far and walk to the
staff area. Surely, that parking staff can avoid wasting time in order to walk. There are 11 rooms
and 1 area in the staff area such as clerk station, deputy room, meeting room, head of
department, registry room, technician room, server room, store room, pantry, prayer room,
washroom and toilets. The equipment has been fully fitted in every room in this area. There is
also an emergency exit and staff door for staff’s facilities.

3.5.2.1 3D image with labelling at staff area

a) Clerk Station

Figure 21: The views of clerk station

22

b) Registry Room

Figure 22: The views of registry room
23

c) Deputy Room

Figure 23: The views of deputy room

d) Technician Room

24

Figure 24: The views of technician room
3.6 Floor plan 2D and 3D for Processing area

Figure 25: 2D Floor Plan of Processing Figure 26: 3D Floor Plan of Processing
Area Area

The processing area's function is to inspect documents being transported into the building
and to make sure there are no insect infestations or mold issues. As a result, some records in this
area may have been damaged by water or fire, and the staff will need to clear room to rebox them.
If a portion of the records is infested, the staff will place the items in a tightly sealed plastic bag
and seek a preservation expert. Pests identified in records are typically those drawn to wet
circumstances as a result of documents being transported from other institutions via lorry or van.

25

There are 11 essential rooms that include a loading bay, receiving room, triage room, dirty room,
workroom, humidifying room, work station, archivist room, preservation, & conservation lab,
preservator room, and store. The room that receives records or archives is the loading bay. Its
purpose is to handle the entrance of materials in huge trucks or vans on a regular basis, as well
as to serve as an exit portal for items being transferred to other sites. The dock area will be a
fenced area with enough room between the gates to facilitate delivery trucks. The bay should have
enough depth to accommodate heavy trucks unloading into the inside receiving area. While the
other rooms also have their own purposes that are connected with each other. Overall, this area
is important to the archive as this area plays a crucial part in making sure the records can be used
for the business of this archival.

3.6.1 3D Image with labelling

a) Loading Bay

Figure 27: The views of the loading bay

26

b) Receiving Room

Figure 28: The views of receiving room
c) Triage Room

Figure 29: The views of triage room

27

d) Dirty Room

Figure 30: The views of dirty room

e) Work Room

Figure 31: The views of work room

28

f) Humidifying Room

Figure 32: The views of humidifying room

g) Work Station

Figure 33: The views of work station

29

h) Archivist Room

Figure 34: The views of archivist room
i) Preservation & Conservation Lab

Figure 35: The views of preservation & conservation lab

30

j) Preservator Room

Figure 36: The views of the preservator room
k) Store Room

Figure 37: The views of the store room

31

3.7 Floor plan 2D and 3D for Storage area

Figure 38: 2D Floor plan of storage area

Figure 39: 3D floor plan of storage area
The function of the storage area is the vital part in the archival repository. responsible for
maintaining records from the National Cancer Institute. In addition, a storage area reserved for
storage and maintenance records of partially active, inactive and expired actions. This room is
equipped with fittings and equipment appropriate to ensure that records can be preserved well
and safely. This storage area consists of five rooms, namely paper-based storage 1, paper storage

32

2, strong room, magnetic tape storage and electronic/digital records storage. Each room has its
own function to keep the specific records. Moreover, storage area function in use, maintenance,
control over records such becomes more economical and more efficient also facilitate record
tracking This is because storage area is the main part of archives which records need to be kept
for safety guaranteed and ensure not damaged such insects, heat damage, disaster also from
public because the storage area complete with smart access that only authorized person can
enter.

3.7.1 3D image with labelling

a) Paper Based Storage 1

Figure 40: The views of paper-based storage 1

33

b) Paper Based Storage 2

Figure 41: The views of paper-based storage 2
c) Strong Room

34

Figure 42: The views of strong room
d) Magnetic Tape Storage

Figure 43: The views of magnetic tape storage

35

e) Electronic/Digital Records Storage

Figure 44: The views of electronic/digital records storage
36

4.0 CONCLUSION
In conclusion, Archival institutions are typically legal organisations responsible for the

acquisition, management and conservation of the integrity of official long-term value records of an
institution. The existence of National Cancer Institute Archives (NCIA) can be the one of the
potential archive repository that will served their responsibilities towards the used of National
Cancer Institute (NCI).It will serves and holded all the types of cancer records that had being
created and received from the parent organization. CIA will play an important role to protect and
retrieve all the records and manage the records with a good filing system record process.

All the activities and processes that were held by the NCIA proved the institution's acts and
provided vital protection for the legal rights of the institution and the rights of its members or of the
general population. They are also many benefits from the existence of this new archives as the
archives can prevent all the records and data from missing or loss from the track. Information that
are not stored in a central and safe repository might permanently be lost. The chances of an
employee deleting or misplacing a file in the institution inadvertently are small, but that does
happen. This information could be retrievable in certain circumstances by the data recovery
professionals, but it probably takes time, costs a lot, and is seldom 100% correct.

Last but not least, as for the legal requirements, all the records and data available from the
parent organization can be more secure with full authority of rules and regulations. NCIA can
maintain the track and enhance safety from unauthorised third parties by securely storing records.
Even the cautiousest companies are increasingly attacked by highly skilled hackers.

37

5.0 REFERENCES
Archives.gov. (2016, August 15). Insect Damage. National Archives and Records

Administration.
https://www.archives.gov/preservation/holdingsmaintenance/insectdamage.html.
Asmawati binti Aris. (2021). Carta Organisasi. Moh.gov.my.

https://nci.moh.gov.my/index.php/ms/info/carta
Library Guides: Archives - What They Are and How to Use Them: Tools. (1995, July 2). IOWA

STATELIBRARY(UniversityLibrary).
https://instr.iastate.libguides.com/c.php?g=208309&p=3455830
Institut Kanser Negara. (2012). Moh.gov.my. https://nci.moh.gov.my/index.php/ms/
Lisa. (2018, July 23). Loading Bays Explained. BeaconMaster.
http://beaconmaster.uk/2018/07/23/loading-bays-explained/.
Judson Judge. (2020, October 20). Archives and Special Collections of Judson College: Rules
and Regulations. Research Guides.
https://libguides.judson.edu/c.php?g=464014&p=3334038.

38