Alam Shah Royal Archives

There is also an automated firefighting system that is installed in our archive such as water
sprinkler systems. It is also located in all areas in the building but for the storage area, the
amount of water sprinkles is more lessen.

Figure 102: Example of water sprinkler at Alam Shah Royal Archives.

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CHAPTER 12: DISASTER PLANNING

Disaster planning is a systematic procedure that clearly stated what should be done, how,
when, and by whom, before and after the time of disaster event happens. The emergency plan
is the part which deals with the first and quick response.

Archives disaster is cannot be expected which puts the collection on risk. There is no institution
that can avoid the possibility of disaster. Disaster preparation for archives, the staff and their
collections are basic security. It is regarded as an important part of any preservation duty to
be enforced by any form of archives. The written formal plan enables archives to respond
immediately to an emergency case and minimizing the damage to the building and the
contents.

The natural disaster such as windstorms and rain, biological agents, floods, and earthquakes.
It cannot be avoided, but to reduce the possibility of the incident, preventive action can be
taken.

The man-made catastrophe such as explosions, water dripping when roofs are leaking,
blocking drains, fire extinguishing, explosion, the spill of liquid chemical, defects in building
and power failures. When a fire occurs, archive materials such as microforms, audio-visual
materials can be whole destroyed and cannot be repaired.

Disaster plan usually involves 3 phases which include before, during and after.

12.1 Before Disaster

This process in which we are looking for and mitigating the risks faced by the building, the
equipment and fittings and the natural hazards in the region. The archival repository must
have a disaster plan as a preparation. For our archives, Alam Shah Royal Archives, we do
provide a disaster plan so that if anything bad happens, we can do something because it will
give impacts too to our building and materials held in our archives. It is compulsory for any
building to have disaster planning because it can be making us aware and prepared for any
unexpected things that will happen in the future. We do not know what will happen in the
future, prevention is needed.

Those are the step involves:

1. Inspect the causes of design and transition that have a potential hazard.
2. Consistent housekeeping procedures and maintenance checks must be established in

order to detect any incident that happens or occurs in buildings and their surroundings.
3. Install automatic fire detection and extinguishing systems and water detection alarms,

especially in our storage area, consisting of two paper-based record storage and

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special record storage areas. The special records storage area consists of a magnetic
tape/AV records room, electronic records room, large scale records room,
photographic black and white records room, photographic color records room and
computer records room.
4. Take special care in times of increased risk that are rare. Installation of building
renovations, for example. As for now, we only have one expansion are that will be
considered in future development.
5. Vital records security copies must provide for example collection inventories and keep
it this at the off-site area. The location of our off-site storage area is in Segamat, Johor.
6. Establish and make a disaster response team in-house preparation. Education
included techniques of disaster response and identification and marking on floor plans
as well as the use of the irreplaceable and necessary item for priority reclaim.
7. Refer to Alam Shah Royal Archives procedures about the emergency matter to inform
the appropriate person or people of disaster and assemble them quickly.

12.2 During Disaster

This is the phase when disaster strikes. Before anything happens, it is important for us to plan
a disaster plan to avoid any bigger corruption towards the equipment and the materials.

1. Those are the steps involved in this phase:
2. Follow the emergency procedure that has been established to raising the alarm, move

out the staff and making the disaster site safe according to Safety Instruction.
3. Call the chief or manager assigned to disaster response teams to provide the trained

staff, who is the Technical Officer appointed by the CEO, directly and briefly.
4. Make an opening assessment of the extent of the damage and the equipment,

supplies, and facilities needed when permission is given to re-enter the site.
5. To prevent mold growth, the atmosphere must be stable.
6. To claim insurance, take a photo of the damaged items.
7. Establish an area for recording and packaging material requiring freezing and an area

for doing moderately wet material and other minor treatments for air-drying. The
preferred location is close to the storage area because there is a large number of
documents.

12.3 After Disaster

This is the phase where the situation getting back to normal. Steps involved in this phase are:

1. Develop a plan to restore both the disaster-attacked site and the materials that have
been weakened to a stable condition and can be used.

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2. Determine the first concern for restoration work and ask a conservator for advice as to
what the best methods and options are, and what the approximate costs are, and it
depends on the case.

3. Establish a phase conservation plan where a huge number of materials are included.
4. Transfer items that are not worth keeping and remove or re-bind objects that do not

deserve any special conservation consideration.
5. Tell the insurance companies – Etiqa Malaysia's chosen insurers.
6. Clean and rehabilitate the disaster site and make sure it is clear.
7. Replace the treated material at the refurbished site.
8. Based on past experience, assess the tragedy and strengthen the plan for the future.

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CHAPTER 13: HUMAN RESEARCH PLANNING
Human resource planning is the process of predicting the organization's future human
resource requirements and deciding how the organization's existing human resource
resources can be used to meet those requirements. HRP mechanism that allows the
organization's management to fulfill the organization's future human resource demand by
having the correct number of people at the appropriate time and place. HRP is important for
the effective implementation of the organization's goals and objectives. HRP can sound very
simple process of managing numbers in terms of the organization's human resource
requirement, but the actual operation may include the HR manager facing several roadblocks
due to the impact of the organization's current workforce and the desire to achieve
organizational goals.
13.1 Organizational Chart

Figure 103: Organizational chart for Alam Shah Royal Archives.

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13.2 Job Description

POSITION DESCRIPTION

Chief Responsible in decision making, overseeing all archive activities and

Executive resources, serving as the main communication point between the board

Officer of directors and corporate operations, and being the public face for Alam

Shah Royal Archives.

Deputy Chief Provides leadership, direction, and coordination of all activities in the

Executive archives in accordance with the goals and objectives of the Chief

Officer Executive Officer. He or she will assist the Chief Executive Officer with

the development and modernization of entity, its programs, activities and

projects in accordance with the strategic plan. Deputy Chief Executive

Officer is to work closely with the Chief Executive Officer and

Management Team.

Record & Responsible for the effective management of the information that is

Archival received and generated by an organization. Information is at the center

Administration of everything an organization does. How he or she manages the

Manager information can directly affect its ability to make operation efficiently.

Record Data specialists are responsible for integrating data into data

Specialist management systems. Copies and scans of records are made, and

paperwork is filed. They crate inventory documents that are kept by the

company and have records that are no longer used. Records specialists

may also post notes, manage payroll, state or write record operation,

and train other records department staff members at the Alam Shah

Royal Archives.

Archivist Responsible for evaluating, obtaining, organizing, identifying,

maintaining and providing access to enduring value documents in

compliance with ownership standards, original order or agreement, and

collective control to preserve the quality and meaning of the materials.

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CHAPTER 14: TRANSPORTATION
Transport is the movement of goods and individuals from place to place and the various means
by which such travel is achieved, according to the Encyclopedia Britannica. The increase in
capacity and the need to move large quantities of goods or people over long distances at high
speeds in comfort and safety was an indicator of society and, in particular, of technological
advantages.
In Alam Shah Royal Archives, transportation is one of the essential assets in archives because
it is used to carry any archive materials. If transportation does not exist in our archives, records
or archive materials cannot be transferred to other places and we cannot fulfill the client’s
needs so they will cause the client to lose trustworthy in our archives.
To avoid such things from happening, Alam Shah Royal Archives use truck, car, lorry and
motorcycle. Staff needs to fill in a register book if they want to use the transportation provided
and they need to state also for what purpose. This is to ensure staff will not misuse the facilities
provided by the archives and they cannot simply use it. The vehicles need to be parked at the
provided parking area after it has been used. Usually, the transport facilities located near to
the loading area so it will be easier for incoming and outcoming records or archive materials
transfer process.
14.1 Truck

Figure 104: Example of a truck that will be used by Alam Shah Royal Archives.
To carry records or archive materials in huge number, Alam Shah Royal Archives use truck
because it is movers of large quantities materials that no small can do on land. Since it is in a
big size, materials that need to be transferred are safe because the space in the truck is wide.

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14.2 Car

Figure 105: Example of car that will be used by Alam Shah Royal Archives.
Archive’s car is used for staff or top management to meet the client or attend any meeting with
other organization whether private or public sector.
14.3 Lorry

Figure 106: Example of a lorry that will be used by Alam Shah Royal Archives.
The lorry is a large vehicle also used to transport materials by road. Our lorry is just in medium
size, not big as a truck. It is used to carry records or archive materials also but not in large
quantities as the truck can afford.

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14.4 Motorcycle

Figure 107: Example of motorcycle that will be used by Alam Shah Royal Archives.
The motorcycle is a two-wheeled vehicle that is powered by a motor and has no pedals. It is
used to carry a small number of records either from provenance to archives or archives to
provenance for loan purposes.

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CHAPTER 15: FORMS
Below is the list of forms that used in Alam Shah Royal Archives:
15.1 Accession Form of Alam Shah Royal Archives

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15.2 Accessions Register of Alam Shah Royal Archives

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15.3 Production Register of Alam Shah Royal Archives
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15.4 Daily Attendance Register of Alam Shah Royal Archives
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15.5 Model Reference Rules of Alam Shah Royal Archives
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15.6 Reader’s Ticket Application Form of Alam Shah Royal Archives
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15.7 Reader’s Ticket of Alam Shah Royal Archives
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15.8 Reader’s Ticket Register of Alam Shah Royal Archives
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15.9 Production Form of Alam Shah Royal Archives
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15.10 Document Reservation Form of Alam Shah Royal Archives
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15.11 Register of Missing Archives of Alam Shah Royal Archives
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15.12 Loan Agreement and Conditions of Alam Shah Royal Archives
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CHAPTER 15: BIBLIOGRAPHY

4 Steps to Strategic Human Resource Planning. (2019, September 27). Retrieved from
https://www.lucidchart.com/blog/what-is-the-human-resources-planning-process.

Ruairi. K. (2014, December 8). Records manager. Retrieved from
https://gradireland.com/careers-advice/job-descriptions/records-manager.

Thibodeaux, W. (n.d.). Job Description for a Records Specialist. Retrieved from
https://careertrend.com/about-6817185-job-description-records-specialist.html.

LibGuides: Introduction to Archival Research: Who and What is an Archivist? (n.d.). Retrieved
from https://libguides.library.cofc.edu/c.php?g=562859&p=4004720.

Managing Archives: A Procedures Manual. (n.d.). Retrieved from
http://www.irmt.org/documents/educ_training/public_sector_rec/.

The Editors of Encyclopaedia Britannica. (2018, August 23). Transportation. Retrieved from
https://www.britannica.com/technology/transportation-technology.

International Records Management Trust. (n.d.). Emergency Planning for Records and
Archives. Retrieved from http://www.irmt.org/documents/educ_training/public_sector_rec/.

International Records Management Trust. (n.d.). Managing archives. Retrieved from
http://www.irmt.org/documents/educ_training/public_sector_rec/.

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