Alam Shah Royal Archives

UNIVERSITI TEKNOLOGI MARA CAWANGAN SELANGOR

FACULTY OF INFORMATION MANAGEMENT

Bachelor of Information Science (Hons.) Records Management
(IM246)

Planning and Design of Records and Archival Repository
(IMR 505)

Alam Shah Royal Archives
Prepared By:

FADHRULLAH HAKIM YUSOP
IM246 3A (2019636964)

DG. NURUL IZZATHY HARIS
IM246 3A (2019871342)

ERNIEZAH IGBOR ABDULLAH
IM246 3A (2019871394)

NIK ANIS SYAMIMI NIK AZLEE
IM246 3A (2019884166)

NUR ATIQAH ABU ABBAS
IM246 3A (2019689368)

Prepared For:
Datin Jannatul Iza Ahmad Kamal

Date of Submission:
23rd December 2019

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‘ALAM SHAH ROYAL ARCHIVES’

By
FADHRULLAH HAKIM YUSOP
DG. NURUL IZZATHY HARIS
ERNIEZAH IGBOR ABDULLAH
NIK ANIS SYAMIMI NIK AZLEE

NUR ATIQAH ABU ABBAS

Faculty of Information Management
Universiti Teknologi MARA Cawangan Selangor

Kampus Puncak Perdana
December 2019

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ACKNOWLEDGMENTS
Assalamualaikum W.B.T, Salam 1Malaysia, and Salam UiTM Di Hatiku,
Alhamdulillah, thanks to Allah S.W.T, whom with His willingness in giving us the opportunity
to complete this assignment which is entitled, “Alam Shah Royal Archives”. This group report
was prepared for Planning and Design of Records and Archival Repository (IMR505) subjects,
Faculty of Information Management, Universiti Teknologi MARA (UiTM) Cawangan Selangor,
Kampus Puncak Perdana, basically for students in the third semester to complete it as one of
the core subject requirements. This report is based on the guidelines given by the lecturer.
Firstly, we would like to extend our sincere gratitude to Allah S.W.T for bestowing upon us the
endurance and strength to overcome adversities in our academic ventures.
Next, we would like to give a special thanks to our beloved lecturer, Datin Jannatul Iza Ahmad
Kamal for her amazing support and understanding. We are also forever in debt to our amazing
family members for their constant encouragement, sacrifice, and help in making this report a
reality.
Last but not least, special thanks go to Abigail Alexander for sharing her squid jigging
experience, which has inspired and given the insight into the process of writing this report.
Besides that, this report would not have been materialized without tireless efforts, dedication
and contributions of our classmates and seniors from the Faculty of Information Management,
Universiti Teknologi MARA (UiTM) Cawangan Selangor, Kampus Puncak Perdana.
Thank you to everyone.
Wassalamualaikum W.B.T, Salam 1Malaysia and Salam UiTM Di Hatiku.

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TABLE OF CONTENTS PAGE
3
CONTENT 4
Acknowledgements 7
Table of Contents
List of Figures 12
CHAPTER 1: INTRODUCTION 12

1.1 The Important of Archival Repository 17
1.2 Definition of Terms 17
CHAPTER 2: BACKGROUND OF ALAM SHAH ROYAL ARCHIVES 17
2.1 Vision 18
2.2 Mission 19
2.3 Objectives 20
2.4 Logo 27
2.5 Organizational Chart 28
2.6 Facilities and Services
2.7 Target Users 30
2.8 Type of Collections 30
CHAPTER 3: ADAPTATION OF EXISTING BUILDING 31
3.1 Full Address 31
3.2 Selection Criteria 32
3.3 Screenshot of Google Maps
3.4 Screenshot of Google Satellite 34
3.5 Photo of Existing Building 34
CHAPTER 4: NEW AREA 35
4.1 Full Address 35
4.2 Selection Criteria 36
4.3 Screenshot of Google Maps
4.4 Screenshot of Google Satellite 38
4.5 Photo of New Area 39
CHAPTER 5: STRUCTURAL AND DESIGN CONSIDERATION 39
5.1 Door 40
5.2 Wall 40
5.3 Lightning
5.4 Roof
5.5 Window
CHAPTER 6: SKETCH-UP AND HOMESTYLER

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6.1 Overview 42
6.2 Floor Plan (2D View) 42
6.3 Homestyler (3D View) 45
CHAPTER 7: SPACE CONSIDERATION AND EQUIPMENT
7.1 Staff Area 49
7.2 Public Area 58
7.3 Storage Area 97
7.4 Processing Area 112
CHAPTER 8: MANAGING PROCEDURES IN ARCHIVES
8.1 General Management 148
8.2 Accessioning Records into the Archival Institution 150
8.3 Organization and Management of Storage Facilities 161
8.4 Arrangement and Description of Archives 164
8.5 Reference and Outreach Services 177
CHAPTER 9: MANAGING RESTRICTED ARCHIVES 191
CHAPTER 10: ENVIRONMENTAL CONTROL
10.1 Lighting 193
10.2 Temperature and Control 193
CHAPTER 11: SECURITY AND CONTROL 194
CHAPTER 12: DISASTER PLANNING
12.1 Before Disaster 202
12.2 During Disaster 203
12.3 After Disaster 203
CHAPTER 13: HUMAN RESEARCH PLANNING
13.1 Organizational Chart 205
13.2 Job Description 206
CHAPTER 14: TRANSPORTATION
14.1 Truck 207
14.2 Car 208
14.3 Lorry 208
14.4 Motorcycle 209
CHAPTER 15: FORMS
15.1 Accession Form of Alam Shah Royal Archives 210
15.2 Accessions Register of Alam Shah Royal Archives 211
15.3 Production Register of Alam Shah Royal Archives 212
15.4 Daily Attendance Register of Alam Shah Royal Archives 213

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15.5 Model Reference Rules of Alam Shah Royal Archives 214
15.6 Reader’s Ticket Application Form of Alam Shah Royal Archives 216
15.7 Reader’s Ticket of Alam Shah Royal Archives 218
15.8 Reader’s Ticket Register of Alam Shah Royal Archives 219
15.9 Production Form of Alam Shah Royal Archives 220
15.10 Document Reservation Form of Alam Shah Royal Archives 221
15.11 Register of Missing Archives of Alam Shah Royal Archives 222
15.12 Loan Agreement and Conditions of Alam Shah Royal Archives 223
CHAPTER 16: BIBLIOGRAPHY 226

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LIST OF FIGURES PAGE
18
FIGURE 19
Figure 1: Alam Shah Royal Archives’ official logo. 31
Figure 2: Alam Shah Royal Archives’ organizational chart. 31
Figure 3: Google Maps location with traffic views. 32
Figure 4: Google Maps satellite with traffic views.
Figure 5: Front view, main gate view, and side view of the bangunan 35
lama NAFAS. 35
Figure 6: Google Maps location with traffic views. 36
Figure 7: Google Maps satellite with traffic views.
Figure 8: Front view and our team members' view of the new site 38
area. 39
Figure 9: Structural and consideration door design for an archive. 39
Figure 10: Structural and consideration wall design for an archive.
Figure 11: Structural and consideration lightning design for an 40
archive. 40
Figure 12: Structural and consideration of roof design for an archive. 42
Figure 13: Structural and consideration of roof design for an archive. 42
Figure 14: Full 2D Sketch-Up view of Alam Shah Royal Archives. 43
Figure 15: Top view of Alam Shah Royal Archives. 43
Figure 16: Front view of Alam Shah Royal Archives. 44
Figure 17: Back view of Alam Shah Royal Archives. 44
Figure 18: Left view of Alam Shah Royal Archives. 45
Figure 19: Right view of Alam Shah Royal Archives. 46
Figure 20: Full 3D Homestyler view of Alam Shah Royal Archives. 46
Figure 21: Top view of Alam Shah Royal Archives. 47
Figure 22: Front view of Alam Shah Royal Archives. 47
Figure 23: Back view of Alam Shah Royal Archives. 48
Figure 24: Left view of Alam Shah Royal Archives. 49
Figure 25: Right view of Alam Shah Royal Archives.
Figure 26: Space consideration and equipment for the Chief 50
Executive Officer room.
Figure 27: Space consideration and equipment for Personal 51
Assistant room. 52
Figure 28: Space consideration and equipment for the staff room.
Figure 29: Space consideration and equipment for the meeting room.

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Figure 30: Space consideration and equipment for leisure room. 53
Figure 31: Space consideration and equipment for the pantry room. 54
Figure 32: Space consideration and equipment for the prayer room. 55
Figure 33: Space consideration and equipment for the prayer room. 56
Figure 34: Space consideration and equipment for the prayer room. 57
Figure 35: Space consideration and equipment for entrance hall. 58
Figure 36: Space consideration and equipment for the receptionist 59
area.
Figure 37: Space consideration and equipment for the gallery. 60
Figure 38: Space consideration and equipment for space 61
investigation room.
Figure 39: Space consideration and equipment for space 63
investigation room.
Figure 40: Space consideration and equipment for cafeteria room. 64
Figure 41: Space consideration and equipment for the locker room. 65
Figure 42: Space consideration and equipment for the prayer room. 66
Figure 43: Space consideration and equipment for education service 66
room.
Figure 44: Space consideration and equipment for seminar hall. 68
Figure 45: Space consideration and equipment for theatre hall. 70
Figure 46: Space consideration and equipment for technician room. 72
Figure 47: Space consideration and equipment for oral history lab. 74
Figure 48: Space consideration and equipment for oral history lab 76
officer room.
Figure 49: Space consideration and equipment for library. 78
Figure 50: Space consideration and equipment for librarian room. 80
Figure 51: Space consideration and equipment for research hall. 81
Figure 52: Space consideration and equipment for reference counter 84
(research hall).
Figure 53: Space consideration and equipment for finding aids room. 85
Figure 54: Space consideration and equipment for reference 87
counter.
Figure 55: Space consideration and equipment for temporary 89
storage.
Figure 56: Space consideration and equipment for discussion room. 91

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Figure 57: Space consideration and equipment for audiovisual 92
records reading room.
Figure 58: Space consideration and equipment for large scale 94
reading room.
Figure 59: Space consideration and equipment for computer records 95
reading room.
Figure 60: Space consideration and equipment for electronic records 96
reading room.
Figure 61: Space consideration and equipment for paper-based 98
records storage.
Figure 62: Space consideration and equipment for electronic records 100
storage.
Figure 63: Space consideration and equipment for photographic 102
(black and white) records storage.
Figure 64: Space consideration and equipment for photographic 104
(color) records storage.
Figure 65: Space consideration and equipment for large scale 106
records storage.
Figure 66: Space consideration and equipment for magnetic tape 108
records storage.
Figure 67: Space consideration and equipment for COM records 110
storage.
Figure 68: Space consideration and equipment for loading 112
docks/bays.
Figure 69: Space consideration and equipment for receiving area. 113
Figure 70: Space consideration and equipment for triage area. 115
Figure 71: Space consideration and equipment for dirty room. 117
Figure 72: Space consideration and equipment for work room. 119
Figure 73: Space consideration and equipment for humidifier room. 121
Figure 74: Space consideration and equipment for workstation. 122
Figure 75: Space consideration and equipment for conservator 124
room.
Figure 76: Space consideration and equipment for preservation and 125
conservation lab.
Figure 77: Space consideration and equipment for reprographic 128
room.

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Figure 78: Space consideration and equipment for bindery room. 130
Figure 79: Space consideration and equipment for photographic 132
studio.
Figure 80: Space consideration and equipment for film preservation 134
lab.
Figure 81: Space consideration and equipment for training room. 136
Figure 82: Space consideration and equipment for meeting room. 137
Figure 83: Space consideration and equipment for archivist room. 139
Figure 84: Space consideration and equipment for the storeroom. 141
Figure 85: Space consideration and equipment for leisure room. 142
Figure 86: Space consideration and equipment for pantry. 143
Figure 87: Space consideration and equipment for mosque. 145
Figure 88: Space consideration and equipment for toilet. 146
Figure 89: Main entrance security guard and gates. 195
Figure 90: Bomb gates for staff area. 195
Figure 91: Loading lock security gates. 195
Figure 92: Emergency door with CCTV. 196
Figure 93: Security and control in public areas. 196
Figure 94: Security and control in the storage area. 197
Figure 95: Security and control in the staff area. 197
Figure 96: Security and control in the processing area. 198
Figure 97: Type of smart access at Alam Shah Royal Archives. 198
Figure 98: Example of the usage of CCTV at Alam Shah Royal 199
Archives.
Figure 99: Example of a smoke detector at Alam Shah Royal 199
Archives.
Figure 100: Example of a fire alarm at Alam Shah Royal Archives. 200
Figure 101: Example of a fire extinguisher at Alam Shah Royal 200
Archives.
Figure 102: Example of water sprinkler at Alam Shah Royal 201
Archives.
Figure 103: Organizational chart for Alam Shah Royal Archives. 205
Figure 104: Example of a truck that will be used by Alam Shah Royal 207
Archives.
Figure 105: Example of car that will be used by Alam Shah Royal 208
Archives.

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Figure 106: Example of a lorry that will be used by Alam Shah Royal 208
Archives. 209
Figure 107: Example of motorcycle that will be used by Alam Shah
Royal Archives.

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CHAPTER 1: INTRODUCTION

1.1 The Important of Archival Repository

The archival repository is part of a building that stores archives and makes them available for
discussion. According to Alison Turton (1991), archival repository is a place in which the
organization’s archives are stored. Archival institutions select, preserve and make their
records accessible for several reasons. Archive repository is also a place to preserve and
made available for archives for consultation. It will consist of a strong room, and it may also
incorporate rooms for processing accessions of records and for storing materials and
appliances needed for its functioning. Archive repository may be a separate building or part of
a larger building. Archives repositories need to be secure and environmentally controlled
facilities for the preservations and consultation of archives.

Alam Shah Royal Archives is significant because it gives proof of actions and tells more about
persons, organizations and past of the nation. Alam Shah Royal Archives also increase the
wisdom of individuality and thoughtful of principles. The archive can even ensure justice. On
the other hand, the archive can give a business greater control over their information
processes.

During the Creative of Corner of Archival Repository (C-CARE) VIII, we have learned many
new things regarding the establishment of an archive. The cost, the equipment, the procedure,
and many others have been identified and noted. We also learned that proper and professional
presentation and pitch for an upcoming event is indeed important should not be taken for
granted. This is one of the ways to impress future clients on the establishment of these new
information agencies and of course, support is needed throughout the year the archives are
operating. Another important aspect that we have learned during CCARE VIII is that not many
people are aware of the functions and responsibilities of the archives. Hence, it comes to us
to spread awareness among the public on why it is important to preserve historical and
valuable records.

Lastly, the importance of archival repository is all the material and documents such as paper-
based material, microfilm, maps, the blueprint can be managed correctly and properly
according to the right procedure in the archive.

1.2 Definition of Terms

access point – a term for finding and describing a descriptive record.

accession – the official is in custody and the transaction is registered.

accompanying material – material from which the object is identified and intended to be used.

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acquisition – add to the repository collections.
area of description – a large portion of the definition, consisting of data from a specific category
or category package. Also, see as element of description.
arrangement – outcomes and ways of document identification and study conducted according
to archival standards with the goals to achieve several types of control (such as mental and
physical).
author – the persons, corporate bodies or families directly with the document's intellectual or
artistic content authorization and responsibilities. (auteur)
box – a storage container designed to safeguard and ease the handling and shelving of
documents, variable in structure, layout, and measurements.
cartographic records – records containing information describing the horizontal surface of the
Earth or the celestial body in graphic or photogrammetric form (such as aerial photographs,
maps, and related materials like globes).
chief source of information – data source act as the source from which a summary (or section
of it) is drawn up.
collection – a collection of any provenance documents deliberately gathered based on subject
matter, shape, geographical reach, or any other common feature.
copy – a replication of the original document, in whole or in part.
corporate body – an organization or group of individuals known by a specific name and
functioning as an individual or acting as such. Typical examples of public bodies include
organizations, non-profit companies, states, government agencies, and religious bodies.
description – the collection of information on the structure, purpose, and content of records in
a structured form.
discrete item – an element that is not part of a larger set of materials.
element of description – a group of characters, phrases, or words that constitute a separate
part of descriptive information and form part of its description field.
file – a collection of usage-related or topic-related documents usually housed in a folder (or a
large file folder set).
finding aids – a summary of records that offer physical and intellectual control of the materials
to the repository and help users gain access to and understand the materials.

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fonds – the whole collection of records of an entity, family or person created and collected as
a result of an organic process that represents the creator's functions.
item – a unit of archival which can be separated from a group and which in itself is complete.
leaf – a sheet of parchment or paper.
level of arrangement – The hierarchical, conceptual and physical divisions used in the
management of records, including repository, group of records, collection, fonds, series,
subgroups, subseries, item, and file.
level of description – the amount of information in a set as calculated by the number of
hierarchical levels included in a finding aid or catalog record.
original – the first complete and usable edition of a record.
parallel title – a word that appears in a different language or script in accordance with the
proper title.
provenance – details about the origin, custody, and possession of an object or collection.
record – a record created or obtained during the course of the company and retained.
records in electronic form – records designed for computer manipulation.
respect des fonds – in order to preserve their meaning, documents of different origins
(provenance) are kept separate.
series – class of similar records grouped in accordance with the filing system and linked as a
result of the same activity being produced, obtained or used.
sound recording – any medium that can record and replicate an audible signal.
specific material designation – a word describing the specific class of material to which the
descriptive category belongs, usually the class of physical object (for example, microfilm and
photo printing).
statement of responsibility – a word or phrase that indicates the people who took part in the
creation or development of a work, often including details about their role.
title – a term or expression that refers to the occupation, position, social status or other
distinction.
title page – a page at the beginning of an item with the appropriate formal title and a statement
of duty and data relating to that item in general, but not always.

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title proper – The main name of a work, including any other title, but not parallel names and
other title details.

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CHAPTER 2: BACKGROUND OF ALAM SHAH ROYAL ARCHIVES

As part of its establishment, Alam Shah Royal Archives aimed to be the best royal archives in
the country of Malaysia and to be an example for other archives in the world. Attentiveness in
record-keeping, deep interest in the historical fields, and with a simple good fortune has
resulted in the proposition of establishing Malaysia’s first-ever royal archives located in the
Selangor region area.

Alam Shah Royal Archives will preserve the government ministries' current and non-current
records and other central offices related to the Selangor Sultanate. Documents related to the
Selangor Sultanate dated 253 years old and out of administration usage will be brought to the
newly established building. More than 100,000 records will be deposited in the royal archives
and the number will increase every year with about 1,000 documents. The oldest completed
records will be from 1939 A.D. during the Hisamuddin of Selangor year of ruling the state of
Selangor due to his countless achievements and contribution in shaping the development of
Selangor.

Alam Shah Royal Archives will also hold documents relating to the Selangor Sultanate in its
districts from the regional and local branches of the state administration – mainly in the state
of Selangor. The royal archive main building will be situated in Klang, Selangor and will be
responsible for royal archives of importance to the Selangor community, history and culture.
Alam Shah Royal Archives will also preserve materials from private archives such as
corporations, organizations, political parties and private individuals linked to the Selangor
Sultanate.

The tasks of the Alam Shah Royal Archives are:

• Conserving royal archival material from state institutions;
• Making it available to all;
• Administering the work of the Selangor Sultanate records as well as the administration

of the departments, regional and national authorities related to them; and
• Assisting the preservation of materials in the archives.

The important aspect of the Selangor Sultanate’s royal archives is a wide variety of subjects
will be made available. The official records in the royal archives will represent over the years
the activities of the Selangor Sultanate government and official institutions. These will include
records such as proposals and judgments, court rulings, reports, and accounts. Furthermore,
different types of records and miscellaneous will be included. As there will be countless
collections of interest to historians of economics, industry, government, and banking, this
variety of information means scholars can make use of it in other fields of historical study. For

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example, architectural historians will be interested in Selangor’s old office plans and drawings
as inspiration in developing new buildings. A second important feature of the royal archives is
its international relevance, which will make it interesting for historians in many other countries
and not only in Malaysia.

The Alam Shah Royal Archives will be headed by the Chief Executive Officer – Fadhrullah
Hakim Yusop. The royal archive will also be the country's first-ever independent non-
government authority under the administration of the Ministry of Tourism, Art and Culture
Malaysia. The archive is available from 8:00 in the morning till 5:00 in the evening (Monday to
Thursday), from 8:00 in the morning till 12:00 in the afternoon and from 2:00 in the afternoon
till 5:00 in the evening (due to Friday prayer and to allow the Muslim staff and visitors in fulfilling
their obligations), from 8:00 in the morning till 1:00 in the afternoon (Saturday half-day), by
appointment (Sunday only), and will be opened as usual on gazetted public holidays declared
by the State Government of Selangor.

The archives will be both administrative bodies and scientifically based repositories for the
preservation of Selangor Sultanate's history. The royal archive will also have a variety of
internships, student assistants and volunteer opportunities. Whether you are a creator of
records, a researcher or a community member who needs assistance with the materials that
document your community, our wide range of programs and resources are intended to serve
you and the future generations of Selangor communities who rely on us to protect and maintain
our documentary royal heritage.

2.1 Vision

A private record management institution and royal archival firmly committed to promoting the
Selangor Sultanate's good governance and cultural pride for a vibrant, well-informed,
established and open Malaysian society.

2.2 Mission

To preserve the written heritage of the past generations of the Selangor Sultanate for the
future and make it widely accessible to the general publicity of today and tomorrow.

2.3 Objectives

To make the royal archive open and appealing to everyone, these are our main goals.:

• To further encourage the compilation and preservation of historically important
government documents, records and other documents relating to the Sultanate of
Selangor.

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• To further encourage the digitalization of the Alam Shah Royal Archives materials in
order to make them available on the Internet.

• To further extend and improve the archive of the Alam Shah Royal Archives, which
can also be used for lifelong learning and social education.

• Expanding opportunities to get in touch and grow people's interest in the Alam Shah
Royal Archives through our exhibition, services and other activities.

• Reinforce cooperation with related bodies, including local and international
governments, research institutes and academic societies;

• To extend the range of local and international exchanges with royal archives and
practitioners locally and overseas.

• Engaging user-oriented applications to carry out our activities.
2.4 Logo

Figure 1: Alam Shah Royal Archives’ official logo.
The blue-colored building behind the words ASRA portrays the spirit of the organizations in
becoming the country’s first-ever royal archives for the Selangor Sultanate and are intended
to serve the current users and the future generations of Selangor communities who will be
relying on the royal archives to protect and maintain the Selangor Sultanate documentary of
royal heritage.
ASRA stands for Alam Shah Royal Archives.
The clean, gold and shiny crowns that acts as the letter ‘O’ compliment the royalty of the
archives and to symbolize the sense of respecting the Selangor Sultanate institution.

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2.5 Organizational Chart

Figure 2: Alam Shah Royal Archives’ organizational chart.
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2.6 Facilities and Services
A. Public Area

Below are the facilities and services at the public area that will be available to both Alam Shah
Royal Archives staffs and visitors:

➢ Carpark
The carpark will be of use for Alam Shah Royal Archives staff and visitors to park their cars.

➢ Souvenir Shop
The store will sell monthly souvenirs related to specific themes or topics selected by the staff
of Alam Shah Royal Archives such as coffee mugs, stuffed animals, t-shirts, postcards, local
handmade collections and other souvenirs.

➢ Cafeteria
The cafeteria will be a self-service restaurant where staff and visitors of the Alam Shah Royal
Archives will be able to select different dishes from an open-counter display and the food will
be put on a tray, paid at a cashier's station and taken to the dining table.

➢ Washroom
The washroom will be a room or small building with toilets and sinks that will be available for
use by the Alam Shah Royal Archives staff and visitors and are commonly separated into male
and female facilities.

➢ Locker Room
The locker room will be a room or area designated for the visitors to Alam Shah Royal Archives
to keep their belonging upon entering the building.

➢ Leisure Area/Waiting Area
The leisure area or waiting area will be a part of the Alam Shah Royal Archives public area
where visitors can sit or stand until the event or appointment for which they are waiting for
begins.

➢ Surau (Mosque)
The mosque will be a place of worship for Muslims especially the Alam Shah Royal Archives
staff and visitors with separated room for male and female.

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➢ Education Service Room
The education service room will be an educational learning space where any appointed Alam
Shah Royal Archives staff can instruct and assists visitors especially the school children and
students with the given direct, specialized instruction and guide.

➢ Research Hall
The research hall will be providing facilities for research by the visitors with reference counter
is available to be assisted by Alam Shah Royal Archives staffs for them to have their
consultation or using the archival finding aids, precis, and summary lists, and other guides to
record groups will be available in the research hall. The research hall will also allocate some
specialized rooms for visitors such as AV/COM records reading room, electronic/digital
records room, large scale records reading room, finding aids room, temporary storage
room/records holding room, discussion room, and even a reference counter.

➢ Exhibition Area/Gallery
The exhibition areas or gallery will be an area with an organized presentation and display of a
selection of items curated with its own theme chosen monthly by the Alam Shah Royal
Archives staff which are considered temporary and usually scheduled to open and close on
specific dates for visitors.

➢ Inquiry Office/Counter
The inquiry office or counter will be an area whereas Alam Shah Royal Archive staff will be
providing information to visitors regarding the building, dealing with their registration and will
be situated in the entrance hall area.

➢ Seminar Hall
The seminar hall will be a flexible set-up and sophisticated design room designated for any
special seminar, group meetings or conference organized by the Alam Shah Royal Archive
staff for certain visitors.

➢ Theatre Hall/Auditorium
The theatre hall or auditorium will be a room with projection and sound equipment whereas
the Alam Shah Royal Archives staff can conduct any lecture to the visitors with a projector
screen to assist them.

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➢ Oral History Lab
The oral history lab will be a room that keeps the details and recordings of all the projects
related to the Selangor Sultanate conducted by past researchers and provides the equipment
for Alam Shah Royal Archives staff the contents for teaching tools and for visitors to facilitate
their research.

➢ Library
The library will be a room with a curated collection of information sources and similar resources
related to the Sultanate of Selangor, chosen by experts and staff of the Alam Shah Royal
Archives and made available for reference or borrowing by providing physical and digital
access to material, both physical and virtual, with collections ranging from books to even
books.

➢ Technician Room
The technician room will be the room for the Alam Shah Royal Archives technician in dealing
with the mechanical equipment and its associated electrical equipment for the building.

B. Staff Area
Below are the facilities and services at the staff area that will be available to Alam Shah Royal
Archives staffs only:

➢ Office Room
The office room will be the private room or area where the Alam Shah Royal Archives staff will
perform their administrative work in order to support and realize the organization's objectives
and goals such as CEO room, personal assistant room, and legal officer room and even house
the clerk station as well.

➢ Meeting Room
The meeting room will be a room that provides the Alam Shah Royal Archives staff in
conducting singular events such as internal conferences and meetings.

➢ Registry
The registry will be a room or place where Alam Shah Royal Archives staffs keep their
organization official records.

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➢ Store
The store will be a room in which the Alam Shah Royal Archives staff can keep some items
that are less needed such as daily housekeeping materials.

➢ Pantry
The pantry will be a small room or area where Alam Shah Royal Archives staff can obtain their
part of nutrition or make a cup of tea or coffee as it is furnished with all the basic essentials of
a kitchen.

➢ Training Room

The training room will be a room created in the staff area for the Alam Shah Royal Archives
management to deliver a form of employee training as it is required and is created after
employee consultation equipped with all the necessary and vital furniture and technology.

C. Processing Area
Below are the facilities and services at processing area that will be available to Alam Shah
Royal Archives staffs only:

➢ Loading Bay/Loading Dock

The loading bay or loading dock will be the safe gated area of the Alam Shah Royal Archives,
where workers can manage the regular delivery of materials in large trucks or vans and will
also act as the exit point for materials being transported to other locations.

➢ Receiving Area
The receiving area will be the location that the workers of the Alam Shah Royal Archives will
serve as the receiving room of materials into the building and will safely hold materials that
arrive late in the day

➢ Triage Area

The triage area will be the area that acts as temporary storage for incoming materials where
accession records are produced and decisions are made by the staff of the Alam Shah Royal
Archives before the materials are transferred to another location such as the holding room,
treatment area or directly to the building's processing or other areas. Because of the condition
of the contaminated materials, space will be strongly and securely sealed to prevent potential
contamination of other materials.

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➢ Treatment/Fumigation Area

The cleaning or fumigation area will be the materials storage area for workers at the Alam
Shah Royal Archives, which is well ventilated and consists of three separate spaces, and
which is the dirty room, the workroom and the humidification room.

➢ Dirty Room

The dirty room will be the space with negative air pressure inside it, where infested materials
will be put as quickly as possible by workers at the Alam Shah Royal Archives when they hear
about their condition without fear of infecting other collections in the house.

➢ Fumigation Room
The fumigation room will be the workroom for the workers of the Alam Shah Royal Archives,
where polluted materials are washed and secure before entering the processing or storage
area.

➢ Humidifying Room

The humidifying room will be the space for materials needing re-humidification by workers at
the Alam Shah Royal Archives prior to their processing or use, as well as other materials
requiring humidification to adjust their environment before use.

➢ Staff Station/Working Area

The staff station or working area will be the administration area for the Alam Shah Royal
Archives staff.

➢ Photographic and Microfilm Studio

The photographic and microfilm studio will be the room for the Alam Shah Royal Archives staff
to create collections of microfilms, producing photo enlargements, creating copies of
documents, and duplication of microfilms.

➢ Motion Picture/Film Preservation Lab
The film preservation laboratory will provide the necessary services and expertise to assist
the staff of Alam Shah Royal Archives in dealing with film-based collections that enable
analog-to-analog and analog-to-digital reformatting of the reproduction of a wide variety of film
items, as well as the identification of film element types, assessment of the physical condition
of accession.

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➢ Preservation and Conservation Lab

The preservation and conservation laboratory will be the room used by the staff of the Alam
Shah Royal Archives to maintain and improve the condition of the materials inside the building,
ensuring that they are accessible for use by current and future tourists, especially the
researchers, as well as protecting the collections from preventable damage and degradation.

➢ Bindery Room

The bindery room will be the room for the Alam Shah Royal Archives staff where restoration
of materials especially books will be bind as well as collating and stitching (stapling) of the
books.

➢ Reprographic Lab

The reprographic laboratory will be the room with the new bureau automation devices such as
photocopiers, laser printers, color graphic design workstations and a high-speed mini-offset
system for the workers of the Alam Shah Royal Archives to photocopy, replicate and print
materials inside the building.

➢ Archivist Room

The archivist room will be the workroom for the archivists of the Alam Shah Royal Archives,
as they are responsible for collecting, cataloging, storing and maintaining important historical
information collections within the building.

➢ Conservator Room

The conservator's space will be the work area for the conservators of the Alam Shah Royal
Archives, as they will be responsible for ensuring that the items in the building's collection are
maintained in the best possible condition and for fulfilling the purpose of the institution to carry
the artifacts to the public in a well-presented appearance.

D. Storage Area (Repository) and Strong Room

Below are the facilities and services at processing area that will be available to Alam Shah
Royal Archives staffs only:

➢ Paper-Based Records Storage

The paper-based records storage will be used by the Alam Shah Royal Archives staff to store
any kind of paper-based materials such as letters and documents collections related to the
Selangor Sultanate.

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➢ Electronic/Digital Media Records Storage
The electronic or digital media records storage will be used by the Alam Shah Royal Archives
staff to store any kind of electronic or digital media materials such as the digital version of arts
and drawings collections related to the Selangor Sultanate.

➢ Magnetic Tape Records Storage
The magnetic tape records storage will be used by the Alam Shah Royal Archives staff to
store any kind of magnetic tape materials such as recorded interview sessions collections
related to the Selangor Sultanate.

➢ Photographic (Color) Records Storage
The photographic color records storage will be used by the Alam Shah Royal Archives staff to
store any kind of photographic colored materials such as the latest photo of the Selangor
Sultanate family’s collections.

➢ Photographic (Black & White) Storage
The photographic black and white records storage will be used by the Alam Shah Royal
Archives staff to store any kind of photographic black and white materials such as the oldest
photo of the Selangor Sultanate family’s collections.

➢ Large Scale Records Storage
The large-scale records storage will be used by the Alam Shah Royal Archives staff to store
any kind of large-scale materials such as maps and large documents collections related to the
Selangor Sultanate.

➢ COM Records Storage
The computerized records storage will be used by the Alam Shah Royal Archives staff to store
any kind of computerized materials such as musical collections stored inside the diskettes or
hard drives related to the Selangor Sultanate.

➢ Strong Room
The strong room will be a fireproof and burglar-proof room in which the Alam Shah Royal
Archives staff will keep valuable materials that are impossible to be retrieved back such as the
diaries collections related to the Selangor Sultanate.

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2.7 Target Users
Some of Alam Shah Royal Archives potential target users will be:

➢ Historians
Conducting the studies and writing about the past on the Selangor Sultanate and is considered
as an expert on it that is concerned with the continuous, methodical analysis and research of
past events related to the human race; as well as the study of all the time history of Selangor.

➢ Demographers
Conducting the statistical study of populations in Selangor, especially human beings, and
involves studying the population's size, distribution, and structure as well as spatial or time-
related occurrences in them in response to birth, aging, migration, and death.

➢ Genealogists
To perform the research of the families of the Selangor Sultanate, the family history and the
tracing of their lines by referring to the use of oral interviews, historical records, and other
documents to obtain information about their ancestors and to demonstrate their relatives and
pedigrees.

➢ Researchers
To carry out research to gain a better understanding of the area in which they live and to looks
for knowledge in general for any systematic investigation to establish facts.

➢ Lawyers
To conduct the research and study in finding related evidence in any ‘special case’ hearings.

➢ Undergraduates, Graduate Students, Faculty and Staff, Scholars and the Public at
Large

To write their dissertations, books or journal articles which is not only for the history students
but for other subjects as well including the literature, art and economics subjects, to name a
few.

➢ Artists and Designers
To use art and design archives to inspire their work.

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➢ Enthusiasts
To find out more about their hobbies such as people who are interested in writing might use
letter collections available in the archive to get some ideas.

➢ Solicitors, Town Planners, Developers and Architects
To consider how to manage the built environment in Selangor, restore buildings or plan new
ones.
2.8 Type of Collections

➢ Paper-Based Records
Alam Shah Roya Archives will be preserving paper-based records related to the Selangor
Sultanate such as personnel files, sketchbooks, and newspaper cutting.

➢ Electronic/Digital Media Records
Alam Shah Roya Archives will be preserving electronic or digital media records related to the
Selangor Sultanate such as digitalized artworks, newspapers cutting from the old times, and
letters.

➢ Magnetic Tape Records
Alam Shah Roya Archives will be preserving magnetic tape records related to the Selangor
Sultanate such as audio recording of past researchers’ interviews.

➢ Photographic (Color) Records
Alam Shah Roya Archives will be preserving photographic colored records related to the
Selangor Sultanate such as the latest photo of the Selangor Sultanate families and even the
current images of the Istana Alam Shah.

➢ Photographic (Black & White) Records
Alam Shah Roya Archives will be preserving photographic black and white records related to
the Selangor Sultanate such as the oldest photo of the Selangor Sultanate families and even
the previous images of the development of the Istana Alam Shah.

➢ Large Scale Records
Alam Shah Roya Archives will be preserving large-scale records related to the Selangor
Sultanate such as maps, architecture plans, and large documents.

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➢ COM Records
Alam Shah Roya Archives will be preserving computerized records related to the Selangor
Sultanate such as any musical collections produced will be kept inside the hard drives.

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CHAPTER 3: ADAPTATION OF EXISTING BUILDING
3.1 Full Address

Bangunan lama NAFAS, Lot 9, Jalan 241, Seksyen 51A, 46100 Petaling Jaya, Selangor
Darul Ehsan.

3.2 Selection Criteria
Bangunan lama NAFAS will be an adaptation of the currently existing building for the Alam
Shah Royal Archives after carefully taking some measurements in terms of external criteria
and interior criteria.
As for the external criteria, the surrounding of the building itself is well-clear of large tracts of
water. The building site is far away from the ocean, rivers, and any other major of water supply.
The site did not expose to any possibility of flooding as well. There are no heavy industries
building such as factories or even gas station located near the building. The site is well-clear
from any kind of pollutants and far away from any gas station that could expose the building
to the risk of an explosion. There is no trace of earthquakes activity occurs within the site.
Thus, it is well clear from any seismic activity. The existing building is also located close to the
main road. This will enable the Alam Shah Royal Archives staff and visitors to visit the area
easily.
As for the internal criteria, the surrounding of the building itself is well-clear from any kind of
environmental issues. There are no wetlands, animal sanctuary or designated forest located
near the site. The size of the building site land is pretty convenience. It would enable Alam
Shah Royal Archives to function for at least 15 to 25 years before finding another new existing
building. What’s more, the level of the land surrounding the building area is solid enough.
There will be no major construction problems that will cause many negative effects on the
collections inside the building. Pest problems are not an issue for the building site area itself.
The building is located in an area that did not attract any kind of rodents or insects to come
and pay a visit.

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3.3 Screenshot of Google Maps

Figure 3: Google Maps location with traffic views.
3.4 Screenshot of Google Satellite

Figure 4: Google Maps satellite with traffic views.
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3.5 Photo of Existing Building
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Figure 5: Front view, main gate view, and side view of the bangunan lama NAFAS.
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CHAPTER 4: NEW AREA

4.1 Full Address

Unknown land, Persiaran Klang Sentral 4/KU5, 41050 Klang, Selangor Darul Ehsan.

4.2 Selection Criteria

Empty land located not far from Giant Hypermarket Klang will be the new site area for the
Alam Shah Royal Archives after carefully taking some measurements in terms of external
criteria and interior criteria.

For the external criteria, the new site area is well-clear from any major airport. The new site
area is not located directly below the aircraft flight path. Thus, avoiding the risk of an aircraft
losing a part and fall onto the property. The new site area also will be liable for any kind of
pollution emitted from the aircraft exhaust. The new site area even located in an area that is
far from the source of electromagnetic radiation. There is no source of high voltage electrical
power transmission lines nearby it. What’s more, the new site area is pollution-free from any
factories and even far away from the gas station. The best thing about this new site area is
that it is located within a short response time of emergency services. This will allow for quick
evacuation in case of emergency. Several emergency services available near this new site
area are the Meru Police Station within 3.2 kilometers (8 minutes’ drive), Kapar Fire and
Rescue Station within 6.6 kilometers (9 minutes’ drive), and Columbia-Asia Hospital within 3.9
kilometers (7 minutes’ drive).

For the interior criteria, after conducting a site visit to the new area site, it is found out that the
new site area is suitable enough to accommodate the soon to establish royal archives. The
new site area is large enough to accommodate current and projected storage requirements of
15 – 25 years from the date of occupancy. The new site area’s substrata land is in good
condition. Assessment of the soil has been conducted to ensure the land’s bedrock will allow
for a firm foundation and to ensure that there is no clay or abundance of rocks and boulders
that will require costly removal. The best thing about this new site area is that it is clear from
any previous history that could trigger the development of the new archives building. The new
site is from any dumping of industrial waste or some other man-made pollutants. Aside from
that, there are no existing facilities located at the new site area as well. There are no existing
buildings or other facilities being built on the location and no costly removal is needed.

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4.3 Screenshot of Google Maps

Figure 6: Google Maps location with traffic views.
*Red lines indicating the empty new site area.

4.4 Screenshot of Google Satellite

Figure 7: Google Maps satellite with traffic views.
*Red lines indicating the empty new site area.

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4.5 Photo of New Area
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Figure 8: Front view and our team members' view of the new site area.
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CHAPTER 5: STRUCTURAL AND DESIGN CONSIDERATION
Archives are buildings that provide a good environment for storing valuable materials for long
periods of time. Materials kept in archives such as records and permanent materials must be
preserved, preserved and carefully preserved as they are historical material. The effective
structural design should be emphasized by all archives. The goal is to protect archival material
from uncontrolled damage. Archives and storage building design should be long-term and can
operate at a high level without fail. Structure and design should be able to withstand a lot of
materials to be stored, protection from the environment, the safety of all parties, comfortable
users, and protection from fire, air and so on. Sometimes some archive material is sensitive
to its surroundings. The structures and designs that need to be considered in an archive are
doors, walls, lighting, roofs and windows.
5.1 Door

Figure 9: Structural and consideration door design for an archive.
Each building has a door that helps one to get from place to place. Having your own door
design is very important in establishing an archive building. The presence of a door can
indicate the presence of a person in and out. There are several objectives in designing doors
that are able to provide protection from outside elements such as thieves or illegal immigrants,
animals such as dogs or cats that are capable of damaging archival materials, protection from
sunshine in the morning and midday and protection from others, other weather such as storms
and rain and protect against any associated problems. Doors should have design features that
are capable of assigning their respective roles. For example, the main door. The main door is
a path that always leads to profit. It has a beautiful main entrance that attracts visitors. It should
also be easy to use in order to save time and energy to unlock it. Choose a good door to
prevent leakage and loss of energy such as air conditioning in the archives. In the storage
area, the door design is also different, the door being able to provide access to the workers in

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carrying a lot of archival items such as double doors and used doors are also available from
other materials from the main door.
5.2 Wall

Figure 10: Structural and consideration wall design for an archive.
The wall is divided into two, the interior wall and the exterior wall that capable of standing
upright and holding the object from leaning against it. They play their part in protecting the
archives. For interior walls, having a beautiful wall can attract and inspire work. Not only that,
but the color of the walls can also have a significant impact on keeping archival materials such
as the living room to be designed with beautiful walls for more careful work. Some materials
deteriorate rapidly, especially in wet environments. Therefore, it is important that the material
selected has the necessary durability for its use area. For exterior walls, the most suitable
walls are brick walls that support the floor and walls and protect against the presence of
sunlight, weather, humidity, and air in and out.
5.3 Lightning

Figure 11: Structural and consideration lightning design for an archive.
Lighting also plays an important role in an archive building. Having appropriate lighting can
help to protect archival material from damage such as media from fading, changing colors, or
protecting important document documents such as reading or displaying images and artwork

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from its original state. Ideal lighting is used at lux levels for example in the estimates of 240-
400 lux for staff areas and 80-240 lux for storage areas.
5.4 Roof

Figure 12: Structural and consideration of roof design for an archive.
The roof is a material used to protect buildings. The roof is located at the top of the building
and serves as a cover for the building. The roof can protect materials from weather such as
sunlight, wind and rain. The ideal roof for use in the archives is the tiles roof as it is completely
empty to protect the material from damaging the archives' materials. Not only that, but the
used roof also gives the building stability to be stronger and tougher and able to withstand
loads such as wind loads. In addition, the roof also protects from burns such as smoke entering
the building. The roof can be maintained but the maintenance process requires constant care.
5.5 Window

Figure 13: Structural and consideration of roof design for an archive.
The windows are divided into two that are transparent and non-transparent. The transparent
one is like an envelope to protect outsiders from seeing something that has inside the archives.
The transparent window can protect something inside the building meanwhile the non-
transparent easy for an outsider to see something inside the building. But sometimes, there is
the window that unique which is inside a person can see something that near outside the
building, but the outsider cannot see things inside the window because the window is already

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tinted. The use of windows to archive building is important to ensure the air can easily get in
and get out of the building.

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CHAPTER 6: SKETCH-UP AND HOMESTYLER
6.1 Overview
Below is the design planning for Alam Shah Royal Archives through Sketch-Up and
Homestyler. We decided to go for U-shaped building as it provides a unique opportunity in the
creation of plenty of future expansion area that could be used as a storage area in case the
collection grows. Plus, we can separate the private zones area and public zones area easily.
6.2 Floor Plan (2D View)

Figure 14: Full 2D Sketch-Up view of Alam Shah Royal Archives.
➢ Top View

Figure 15: Top view of Alam Shah Royal Archives.
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➢ Front View

Figure 16: Front view of Alam Shah Royal Archives.
➢ Back View

Figure 17: Back view of Alam Shah Royal Archives.
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➢ Left View

Figure 18: Left view of Alam Shah Royal Archives.
➢ Right View

Figure 19: Right view of Alam Shah Royal Archives.
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6.3 Homestyler (3D View)
Figure 20: Full 3D Homestyler view of Alam Shah Royal Archives.
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➢ Top View Storage Area
Processing Area

Storage Area Public Area Staff Area

Figure 21: Top view of Alam Shah Royal Archives.
➢ Front View

Figure 22: Front view of Alam Shah Royal Archives.
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➢ Back View

Figure 23: Back view of Alam Shah Royal Archives.
➢ Left View

Figure 24: Left view of Alam Shah Royal Archives.

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➢ Right View
Figure 25: Right view of Alam Shah Royal Archives.

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CHAPTER 7: SPACE CONSIDERATION AND EQUIPMENT

7.1 Staff Area

Staff area is an area that provides a good environment for the staff to do works. Having a good
room is important in order to ensure the safety and staff will be comfortable with the working
atmosphere. Facilities or equipment provided in the staff room should be followed by the
requirement that needed. Each room should have its own functions.

➢ Chief Executive Officer Room

Figure 26: Space consideration and equipment for the Chief Executive Officer room.

This is the Chief Executive Officer’s (CEO) room. It is located beside the staffs’ room, pantry
and storeroom. It also near the meeting room and the main door. The location of the CEO’s
room is strategic because easy to check for the movement and the workflows of the staff. Not
only that, but there will also have no gaps between the CEO and the staff which can make the
atmosphere of the building will be more harmonies among themselves.

List of equipment used:

NO. EQUIPMENT QUANTITY
1. Air-Conditioner 1
2. Ceiling Lamp 4
3. Chair 2

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4. Table 2
5. Coat Holder 1
6. Computer 1
7. Shelves 2
8. Sofa 2
9. Carpet 1

➢ Personal Assistant’s Room

Figure 27: Space consideration and equipment for Personal Assistant room.

This beautiful room is the Personal Assistant’s room. It is very comfortable for the process of
doing work. It is located near the CEO’s room for easy to do work. Other staff also can easy
to meet the CEO by deal with the PA first. Before entering the CEO’s room, only PA that has
smart access to access the CEO’s room.

List of equipment used:

NO. EQUIPMENT QUANTITY
1. Air-Conditioner 1
2. Ceiling Lamp 2
3. Chair 1
4. Table 2

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