INDUSTRIAL TRAINING REPORT (NORZAHARA NISA NORDIN)

UNIVERSITI TEKNOLOGI MARA

FACULTY OF INFORMATION MANAGEMENT

INDUSTRIAL TRAINING REPORT

PERPUSTAKAAN TUN ABDUL RAZAK
40450 SHAH ALAM,

SELANGOR DARUL EHSAN

PREPARED BY:
NORZAHARA NISA BINTI NORDIN

(2017773131)
BACHELOR OF INFORMATION SCIENCE (HONS.)

(RESOURCE CENTRE MANAGEMENT)

1st MARCH – 30th JULY 2021

UNIVERSITI TEKNOLOGI MARA

INDUSTRIAL TRAINING REPORT

BY

NORZAHARA NISA BINTI NORDIN
(2017773131)

AT

PERPUSTAKAAN TUN ABDUL RAZAK
40450 SHAH ALAM,

SELANGOR DARUL EHSAN

The Industrial Training Report was submitted in fulfillment
Of the requirements for the degree of
Bachelor of Information Science
(Resource Centre Management)

Faculty of Information Management

JULY 2021

ii

DECLARATION

I declare that the work in this industrial training report was carried out following the
regulations of Universiti Teknologi MARA. It is original and is the results of my work unless
otherwise indicated or acknowledged as referenced work. This industrial training report has
not been submitted to any other academic institution or non-academic institution for any
degree or qualification.

This industrial training report may be made available with the university library and may be
photocopied or loaned to other libraries for consultation.

Name of Student : Norzahara Nisa binti Nordin
Student I.D. No.
Programme : 2017773131

Faculty : Bachelor of Information Science (Hons.) (Resource
Report Title Centre Management) - IM247

: Information Management

: Industrial Training Report of Perpustakaan Tun Abdul
Razak 40450 UiTM Shah Alam, Selangor Darul Ehsan

Signature of Student : ……………………………………………..
Date : August 2021

iii

ABSTRACT

I have carried out my internship at Perpustakaan Tun Abdul Razak 40450 Shah Alam,
Selangor. It is a state statutory body. The library was first set up in 1956 under the Rural and
Industrial Development Authority (RIDA) in Petaling Jaya. Later in 1972, a new main library
building was completed in Shah Alam and named Perpustakaan Tun Abdul Razak. The
purpose of this industrial training is actually to fulfill the core requirement for the award of
Bachelor Degree in Information Science to get a practical aspect of the theoretical work
studied at the university and also to understand the operations in the information management
field and to enable students to gain working experience in different tasks. During my
internship period, there are several exposure methods and many were used which includes
communicating with the professional librarian, hands-on, through reading relevant material,
and also questions and answer approaches. I was assigned to the five departments namely
Department of Organizational Administration, Department of Library Planning and
Development, Department of Library Services, Digital Library Department, and University
Archives Department. While working in a different department, it‟s helped me to interact
with different kinds of people and these help me acquire information and gain the benefits of
user's needs. In conclusion, this was a good opportunity to enhance and develop skills and
competencies in my career field which I achieved.

iv

ACKNOWLEDGEMENT

Firstly, I wish to thank God for allowing me to embark on my Degree and for completing this
long and challenging journey successfully. I would like to express my special gratitude to my
supervisor, Mrs. Siti Nurul Maryam Abdullah because for her help and advice to complete
this industrial training report. I would like to say thank you to Mrs. Nurhidayah Hashim
because of her guidance as coordinator of industrial training. Also, thanks to my industrial
training‟ supervisor, Mrs. Norazlin Mohd Yusof who had accepted me to had a practical in
Perpustakaan Tun Abdul Razak, UiTM Shah Alam.
Special thanks to all those who have helped me in this industrial training whether direct or
indirect. Your effort to contribute to this industrial training is highly appreciated. My deep
thanks also to my friends who giving and sharing information about this industrial training
project. Also, I would like to say thank you to my family for giving me all the support, love,
and encouragement and for being my strength throughout my life. To all, I thank and pray
that one day, I would be able to repay all of them for helping to finish this project.

v

TABLE OF CONTENTS Page

DECLARATION iii
ABSTRACT iv
ACKNOWLEDGEMENT v
TABLE OF CONTENTS vi
LIST OF FIGURES viii
LIST OF TABLES xiii
LIST OF APPENDICES xiv

CHAPTER ONE INTRODUCTION 1
1.1 BACKGROUND OF THE ORGANIZATION 1
2
1.1.1 Vision 2
1.1.2 Mission 2
1.1.3 Philosophy 2
1.1.4 Objectives 3
1.1.5 Client Charter 4
1.2 ORGANIZATIONAL STRUCTURE
5
CHAPTER TWO ORGANIZATION INFORMATION 5
2.1 DEPARTMENTAL STRUCTURE 5
5
2.1.1 Department of Organizational Administration 6
2.1.2 Department of Library Planning & Development 6
2.1.3 Department of Library Services 7
2.1.4 Digital Library Department 8
2.1.5 University Archives Department 8
2.2 DEPARTMENT FUNCTION
2.2.1 Department of Organizational Administration vi

2.2.2 Department of Library Planning and Development 12
2.2.3 Department of Library Services 15
2.2.4 Digital Library Department 20
2.2.5 University Archives Department 23

CHAPTER THREE INDUSTRIAL TRAINING ACTIVITIES 26
3.1 TRAINING ACTIVITIES 26
26
3.1.1 Department of Organizational Administration 32
3.1.2 Department of Library Planning and Development 38
3.1.3 Department of Library Services 65
3.1.4 Digital Library Department 70
3.1.5 University Archives Department 78
3.2 SPECIAL PROJECT 78
3.2.1 PTAR GUIDE BOOK

CHAPTER FOUR CONCLUSION 98

4.1 APPLICATION OF KNOWLEDGE, SKILLS AND EXPERIENCE IN

UNDERTAKING THE TASK (KNOWLEDGE GAINED) 98

4.1.1 Exposing students to the Real World of Work 98

4.1.2 Looking at the Relationship between Theory Learned and Current Practical

Work 99

4.1.3 Enhancing the Spirit of Honesty, Trust and Responsibility 99

4.1.4 Expand communication Skills with Staff 100

4.1.5 Strengthen Self Confidence 100

4.2 PERSONAL THOUGHTS AND OPINION 101

4.3 LESSON LEARNT 102

4.4 LIMITATION AND RECOMMENDATION 104

REFERENCES 106

APPENDICES 107

vii

LIST OF FIGURES

FIGURES TITLES PAGE
Figure 1.1 A picture of the Prime Minister Tun Abdul Razak officiated 1
the Perpustakaan Tun Abdul Razak, Shah Alam
Figure 1.2 Organization chart 4
Figure 3.1.1 (a) First day report on duty 26
Figure 3.1.1 (b) Shelving and shelf reading 27
Figure 3.1.1 (c) Sort the documents 28
Figure 3.1.1 (d) Bind the files using raffia rope 29
Figure 3.1.1 (e) Key in the data of the staff who had joined the event 29
Figure 3.1.1 (f) Collect the trophies and certificates 30
Figure 3.1.1 (g) The last day of my internship with my industry supervisor 31
Figure 3.1.2.1 (a) Process photocopy the librarian facility donation receipts 32
Figure 3.1.2.2 (a) Write the call number and subjects on the blue slip 34
Figure 3.1.2.2 (b) The books that I had catalogue 34
Figure 3.1.2.2 (c) Paste the strips in the books 35
Figure 3.1.2.3 (a) The lists of the books that need to download 36
Figure 3.1.2.3 (b) A PowerPoint slides 37
Figure 3.1.3.1 (a) Join the program “Live@PTAR Bicara Buku Penerbit UiTM : 39
Mahkamah Syariah di Malaysia : Menelusuri Cabaran
Figure 3.1.3.1 (b) Melestari Masa Hadapan” 40
Figure 3.1.3.1 (c) Edit the metadata and tagging for the programs of PTAR 40
Figure 3.1.3.1 (d) Record my video of the book review “Novel Hati Perempuan” 41
Figure 3.1.3.1 (e) How to borrow the book by using the self-check machine 41
Figure 3.1.3.1 (f) How to use book drop machine to return the book 42
Figure 3.1.3.1 (g) Special Collection Room 43
The books which are under the year 2000 for the disposal
Figure 3.1.3.1 (h) process 43
The disposed of books that had been separate from the retro
viii

books

Figure 3.1.3.1 (i) Join a briefing by Mr. Norhazlan Nordin 44
Figure 3.1.3.1 (j)
Proposing the purchase of 15 new arrival or best seller books 45
Figure 3.1.3.2 (a)
Figure 3.1.3.2 (b) for the PTAR 2021 committee meeting

Figure 3.1.3.2 (c) A briefed session from Mrs. Nik Zatihulwani Jamaludin 46

Figure 3.1.3.2 (d) Find the high impact articles (high h-index author) related to 47

Figure 3.1.3.2 (e) the title given

Figure 3.1.3.2 (f) A briefing by Mr. Mohd Hazrul Mohd Hussin and Mrs. 48

Figure 3.1.3.2 (g) Syarifah Hanisah Syed Mokhtarruddin 49
Figure 3.1.3.2 (h) Join an information literacy class entitled “Easy Write with 50
Microsoft Word using MZJ Formatting Method”
Figure 3.1.3.2 (i) Join the webinar about “Reference Management Using

Figure 3.1.3.3 (a) Mendeley (Modul LMS301)
Figure 3.1.3.3 (b)
Figure 3.1.3.3 (c) A briefing from Mrs. Rohayu, the Head of Unit for Research 50
Figure 3.1.3.3 (d)
Support Unit
Figure 3.1.3.3 (e)
Figure 3.1.3.3 (f) A briefing session from Mr. Badlee Shah Yahaya 51
Figure 3.1.3.3 (g)
Figure 3.1.3.3 (h) A briefing from Mr. Muhammad Zaidie Bardan, the Right 52

Librarian

Joined the Webinar of Information Literacy Skill Programme 53
“Modul Easy Write With Microsoft Word (LMS302) using

MZJ Formatting Method

Joined a briefing from Corporate Communications Division 54

A resume profile in the form of a portrait 55

A poster of the Chili Fertigation 56

The PowerPoint slides of the important events before the 57

declaration of independence in Malaysia

A demonstration session using SmartMockup by Mr. Alfarabie 58

A poster of Small and Medium Enterprises (SME) 58

A poster of Digital Entrepreneurship 59

A poster of Entrepreneurial Innovation 59

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Figure 3.1.3.3 (i) A poster of Academy of Language Studies 60
Figure 3.1.3.4 (a) A briefing from Mrs. Nur Azian Azis, a librarian at 61
Perpustakaan Undang-undang, a law library
Figure 3.1.3.4 (b) Join the course of “Kursus Pengukuhan Perkhidmatan 63
Pelanggan Tahun 2021”
Figure 3.1.3.4 (c) A second day of the course, Book Delivery Service 64
Management
Figure 3.1.3.4 (d) Pasir Gudang campus has won first place for the Best Practice 64
slot
Figure 3.1.4.1 (a) A scanning process of the thesis and final year project 66
materials
Figure 3.1.4.1 (b) A step on a scanning process 66
Figure 3.1.4.1 (c) Cleaning process of the materials using ABBYY Fine Reader 67
software
Figure 3.1.4.1 (d) The editing process of the metadata using Microsoft Words 68
Figure 3.1.4.1 (e) Upload the metadata into the IR system 68
Figure 3.1.5.1 (a) A briefing session from Mr. Ahmad Amiri Mohamad 70
regarding the University Archives Department
Figure 3.1.5.1 (b) A briefing session from Mrs. Azniza Hj. Mohamad Nor on the 71
University Records and Archives unit
Figure 3.1.5.1 (c) A briefing session from Ms. Wan Nur Khalidah Waheed, an 72
Assistant Archivist officer
Figure 3.1.5.1 (d) The process on how to register metadata in the AMS system 72
Figure 3.1.5.1 (e) The 2021 Student Assignment Log for Records and Archives 73
Unit
Figure 3.1.5.1 (f) A briefing from Mrs. Syaakirah Abdul Khalid, a librarian at 74
the Materials Conservation Unit
Figure 3.1.5.1 (g) The uploading process of metadata in the Repository of 74
Treasures Malay
Figure 3.1.5.1 (h) A briefing session from Mrs. Roszainatul Haizan Rusuli who 75

x

Figure 3.1.5.1 (i) is the Senior Curator is also the Head at GTAR 75
Register process of the collection according to the Faculty
Figure 3.1.5.1 (j) Awards and Achievements List template at the International 76
and National levels
Figure 3.1.5.1 (k) A briefing session from Mr. Abdul Razak Abdul Rahman, a 76
librarian from Research and Documentation Unit
Figure 3.2.1 (a) A list of the information of important events in the template 77
Figure 3.2.1 (b) provided 79
Figure 3.2.1 (c) The cover page of PTAR Guide Book 80
Figure 3.2.1 (d) Table of Contents and the Historical Background 80
Figure 3.2.1 (e) Vision, Mission, Philosophy, Objectives, and Client Charter 81
Figure 3.2.1 (f) Library Network and Organizational Chart 81
Figure 3.2.1 (g) Opening Hours 82
Figure 3.2.1 (h) Rules and Regulation and Library Loans Eligibility 82
Figure 3.2.1 (i) Rules and Regulation and Library Loans Eligibility 83
Figure 3.2.1 (j) Classification System and Library Collections 83
Figure 3.2.1 (k) Library Collections 84
Figure 3.2.1 (l) Library Collections 84
Figure 3.2.1 (m) Library Collections 85
Figure 3.2.1 (n) Library Facilities 85
Figure 3.2.1 (o) Library Facilities 86
Figure 3.2.1 (p) Online Database and Digital Library Services 86
Figure 3.2.1 (q) Digital Library Services 87
Figure 3.2.1 (r) Digital Library Services 87
Figure 3.2.1 (s) Digital Library Collections 88
Figure 3.2.1 (t) Digital Library Process 88
Figure 3.2.1 (u) Digital Library Process 89
Figure 3.2.1 (v) Digital Services Facilities 89
Digital Services Facilities
List of eBook Subscriptions

xi

Figure 3.2.1 (w) List of Electronic Journal Subscriptions 90
90
Figure 3.2.1 (x) PTAR Electronic Publications Collection 91
91
Figure 3.2.1 (y) Librarian Directory 92
92
Figure 3.2.1 (z) (i) Librarian Directory 93
93
Figure 3.2.1 (z) (ii) Librarian Directory 94
94
Figure 3.2.1 (z) (iii) Librarian Directory 95
95
Figure 3.2.1 (z) (iv) Librarian Directory 96
96
Figure 3.2.1 (z) (v) Librarian Directory

Figure 3.2.1 (z) (vi) Librarian Directory

Figure 3.2.1 (z) (vii) Librarian Directory

Figure 3.2.1 (z) (viii) Librarian Directory

Figure 3.2.1 (z) (ix) Librarian Directory

Figure 3.2.1 (z) (x) General Library Information

Figure 3.2.1 (z) (xi) The last page of the PTAR Guide Book

xii

LIST OF TABLES

TABLES TITLES PAGE

Table 2.1 The Functions of Department of Organizational Administration 8

Table 2.2 The Functions of Department of Library Planning and 12
Development

Table 2.3 The Functions of Department of Library Services 15

Table 2.4 The Functions of Digital Library Department 20

Table 2.5 The Functions of University Archives Department 23

xiii

LIST OF APPENDICES

APPENDICES TITLES
Appendix 1 Tun Abdul Razak Library
Appendix 2 Law Library
Appendix 3 Engineering Library
Appendix 4 Science & Technology Library
Appendix 5 Alam Bina Library
Appendix 6 Main entrance of PTAR
Appendix 7 Stairs outside PTAR
Appendix 8 Library lounge
Appendix 9 24 hours reading room
Appendix 10 Library lounge
Appendix 11 The barrier gate
Appendix 12 Book shelves
Appendix 13 Reading corner
Appendix 14 Self-check machine
Appendix 15 Book drop machine
Appendix 16 Video games room
Appendix 17 Computer lab

Appendix 18 E-Resources zone
Appendix 19 Library smart classroom
Appendix 20 Research Writing Room
Appendix 21 Special collection room
Appendix 22 Inside of special collection room
Appendix 23 Learning commons
Appendix 24 Opening ceremony of PTAR

xiv

CHAPTER ONE
INTRODUCTION

1.1 BACKGROUND OF THE ORGANIZATION

Figure 1.1 A picture of the Prime Minister Tun Abdul Razak officiated the
Perpustakaan Tun Abdul Razak, Shah Alam

Perpustakaan ITM Shah Alam was inaugurated by the second Prime Minister of
Malaysia, Tun Abdul Razak (Figure 1.1) on 29 July 1972 and was known as the Perpustakaan
Tun Abdul Razak in conjunction with his name. The establishment of the Library which
began at the beginning of the Dewan Latehan RIDA in 1956 was known as the Perpustakaan
RIDA and subsequently changed to the Perpustakaan Maktab MARA in line with the name
change from Dewan Latehan RIDA to Maktab MARA in 1965. Later in 1972, a new main
library building was completed in Shah Alam and named Perpustakaan Tun Abdul Razak. In

1

1986, a second library named Perpustakaan Undang-Undang Tun Abdul Razak (PTAR 2)
was completed to serve the users in the second Academic Complex. In 1994, a third library
named Perpustakaan Alam Bina Tun Abdul Razak. In 2003, a fourth library named
Perpustakaan Kejuruteraan Tun Abdul Razak and the last one is Perpustakaan Sains dan
Teknologi Tun Abdul Razak was established in 2004.

1.1.1 Vision

To establish UiTM as a Globally Renowned University of Science, Technology,
Humanities, and Entrepreneurship.
1.1.2 Mission

To lead the development of agile, professional Bumiputeras through state-of-the-art
curricula and impactful research.
1.1.3 Philosophy

Every individual can attain excellence through the transfer of knowledge and
assimilation of moral values to become professional graduates capable of developing
knowledge, self, society, and nation.
1.1.4 Objectives

a) To enhance the knowledge and expertise of Bumiputeras in all fields of study through
professional programs, research work, and community service based on moral values
and professional ethics.

2

b) To empower the delivery of UiTM's library services as a center of information
excellence that always remains relevant and respected.

c) To serve comprehensive, up to date and relevant knowledge and resources in various
physical and virtual formats.

d) To provide a conducive environment and facilities for teaching, learning, and research
matters.

e) To develop the latest information technology and communication facilities based on
customer needs.

f) To strengthen human capital through Budaya PERDANA for PUiTM communities.
g) To enrich relations and cooperation with external organizations in industrial networks.

1.1.5 Client Charter

PTAR is committed to providing a world-class environment, services, and resources
to enhance study, research, and teaching experiences. Our client charter reflects our
commitment to provide world-class services and focuses on SIX main areas.

a) To deliver user-friendly services to PTAR users
b) To provide weekly updates to PTAR users of our new arrivals and collections
c) To provide a response within THREE (3) weeks upon the date of application for Inter-

Library loan requests
d) To respond within ONE (1) working day on Information Skill Class
e) To provide 24/7 access to the PTAR Portal and electronic resources
f) To provide access within THREE (3) working days upon date of application for

reference archive materials

3

1.2 ORGANIZATIONAL STRUCTURE

Figure 1.2 Organization Chart
As we can see here, this is the organizational structure of the Perpustakaan Tun Abdul
Razak (PTAR), Universiti Teknologi Mara (UiTM) Shah Alam. This structure showed that
there are five departments and nine sections with their units. The head librarian of
Perpustakaan Tun Abdul Razak (PTAR), Universiti Teknologi Mara (UiTM) Shah Alam is
Ts. Noor Hidayat Adnan. The first department is the Department of Organizational
Administration headed by Mrs. Hani Liza Norfin, second is the Department of Library
Planning and Development headed by Mr. Ahamad Zuber Mohamed. Then, the Department
of Library Services headed by Encik Jamalludin Sulaiman, Digital Library Department,
headed by Ts. Hj. Azizi Jantan and the last one is University Archives Department which is
headed by Mr. Ahmad Amiri Mohamad.

4

CHAPTER TWO
ORGANIZATION INFORMATION

2.1 DEPARTMENTAL STRUCTURE
2.1.1 Department of Organizational Administration

Department of Organizational Administration is led by Mrs. Hani Liza Norfin.
This department was dividing into one section with four units. The section is Policy &
Strategic Planning Division. The first unit is Governance & Quality Unit which is led by Mrs.
Nor Azwani Mohamad, the second unit is Data Management Unit, the third is the Human
Resource Unit, and the last unit is the Training Unit which is led by Mrs. Norazlin Mohd.
Yusof.

2.1.2 Department of Library Planning & Development

Mr. Ahamad Zuber Mohamed led this department. This department was
dividing into three sections with their units. The first section is the Printed Resources Section
which is led by Dr. Hajah Zalifah Awang Zakaria. In this section, there have three units
named Material Order Unit, Gift and Exchange Unit, and Material Balance and Disposal
Unit. The next section is Electronic Resources Division led by Mrs. Aznur Umiza Abu Kasim
@ Abu Kassim. In this section, there has one unit named Database & eBooks Unit. Then, this
section also has two units named financial unit led by Mrs. Hanani Rojikin and the other unit
is Facilities Unit.

5

2.1.3 Department of Library Services

This department is led by Mr. Jamalludin Sulaiman. This department is
divided into three sections with their units. The first section is Corporate Communications
Division who is led by Mrs. Roslah Laman. In this section, there are two units named
Corporate Relations Unit and Publishing and Marketing Unit. The second section is the
Customer Service Division who is led by Mr. Norhazlan Nordin. In this section, there are
two units named Customer Relations Unit and Collection Management Unit. The third
section of this department is Research, Learning, and Reference Division led by Mr. Mohd.
Ismail Abidin. In this section, there are three units named Reference Unit, Research Support
Unit, and Information Literacy Unit.

2.1.4 Digital Library Department

This department is led by Ts. Haji. Azizi Jantan. There are three sections with
their units. The first section is Library Learning Division Digital led by Mrs. Noraishah
Abdullah. In this section, there are two units named Knowledge Management Unit and
Library Portal Unit. The next section is Repository Systems & Open Educational Resources
Division led by Encik Mohd Izwan Salim. There are two units in this section named Digital
Content Resource Unit and Open Source Access Unit. The last section is Digital Applications
& Library Information System Division.

6

2.1.5 University Archives Department
This department is led by Mr. Ahmad Amiri Mohamad. There is one section

with four units. The section is named as Records Management Division. The first unit was
named University Records & Archives Unit led by Mrs. Azniza Mohamad Nor. Next is the
Conservation Unit led by Mrs. Syaakirah Abdul Khalid. Then, Research and Documentation
Unit is led by Mr. Abdul Razak Abdul Rahman and the last unit is Tun Abdul Razak Gallery
led by Mrs. Roszainatul Haizan Rusili.

7

2.2 DEPARTMENT FUNCTION
2.2.1 Department of Organizational Administration

The functions of this department are to plan, implement and achieve the department's
KPIs. Next, evaluate and implement library policies. In addition, this department also plans
the development of the UiTM library organization which involves the organizational
structure and governance structure. In addition, managing the human resource affairs of the
UiTM library. Finally, the department plans and manages staff competencies.

Table 2.1 The Functions of Department of Organizational Administration

DIVISION/UNIT FUNCTIONS

a) Manage library policy formulation.

b) Coordinate and monitor Key Performance Indicators (KPIs)

POLICY SECTION and Performance Indicators (PI) of UiTM libraries.
AND STRATEGIC
c) Implement the measurement and strengthening of the UiTM
PLANNING Library Strategic Planning.

d) Manage data and strategic information of the UiTM library.
e) Plan quality movement activities based on quality standards.

a) Managing Library Governance

GOVERNANCE UNIT
AND QUALITY b) Manage policy documents/instruction letters/library and

University circulars

8

c) Manage the library administration file system and records

d) Manage the appointment of library committee members

e) Coordinate programs/activities (calendar) of the department

f) Manage the library's Quality Management System (QMS)

g) Coordinate, monitor, and report library quality assurance
activities/ (Internal Audit, KIK, EKSA, AKNC, Operational
Excellence Project)

h) Coordinate library risk management

i) Coordinate the preparation of library-quality documents.

j) Coordinate and prepare library reports for approval/notification
of MEU Meetings, Senate, and Meetings with the Vice-
Chancellor.

k) Secretariat of the main meeting of the library (MPE, MPD,
JPPP, MKSP)

DATA a) Manage the collection, processing, and dissemination of UiTM
MANAGEMENT library data/statistics.

UNIT b) Control and coordinate data and statistics of the
Department/Division.

c) Manage the performance evaluation of the

9

Department/Division/branch library.
d) Manage data security and integrity.
e) Manage library statistics database (EIS).
f) Manage library facts & figures.
g) Manage the library excellence profile.
h) Manage library directory information
a) Manage self-reporting, exchange, placement, and retirement of
library staff.
b) Manage staff promotion matters.
c) Manage staff service records (job verification, property
declaration).
HUMAN
RESOURCES UNIT d) Manage data and information on library staffing.
e) Manage the time recorder card report of PTAR staff (Library
leave moderator)
f) Manage Annual Work Targets (SKT) and Annual Performance
Evaluation Report (LNPT).
g) Manage the needs of the Student Service Scheme (SKP).
h) HR2U library moderator.

10

i) Manage work indemnity application (EPK).

j) Manage and prepare staff duty schedule.

k) Manage the use of library vehicles.

l) PTAR Human Resource Development Panel (PPSM) Meeting
Secretariat.

a) Manage and prepare library training plans.

b) Identify and manage library staff training (TNA) needs.

c) Coordinate the organization of training/courses inside and
outside the library.

TRAINING UNIT d) Manage Industrial Training of students/Job Attachment of
PTAR staff to organizations within and outside UiTM.

e) Manage staff competency profiles.

f) Coordinate and analyze the evaluation of the effectiveness of
student industrial training/staff job attachment.

g) Manage applications for organizing training/courses for
Departments/Divisions/individuals.

11

2.2.2 Department of Library Planning and Development

The functions of this department are planning, implementing, and achieving the
department's KPIs. Next, formulate and implement the policy, circular on procurement of
academic material resources for the UiTM library. Later, the department also plans the library
budget and expenses. In addition, planning and coordinating the procurement of academic
material resources, departmental facility requirements, and the provision of library ICT
hardware. Finally, this department plans and manages UiTM library development projects.

Table 2.2 The Functions of Department of Library Planning and Development

DIVISION/UNIT FUNCTIONS

PRINTED a) Plan and coordinate the development needs of library printed
RESOURCES material resources (syllabus materials/special collections/magazines
and journals, standing orders).
SECTION
b) Manage and monitor the performance of the expenditure for the
purchase of printed materials.

c) Manage the indexing of library materials.

MATERIAL a) Manage the process of purchasing printed material resources
ORDERING (books/magazines/journals).

UNIT b) Manage the cataloging and classification of materials.

12

GIFTS AND a) Manage gift materials and exchanges from agencies/organizations
EXCHANGE within and outside UiTM.
b) Managing intellectual property (handover policy management).
UNIT c) Manage the procurement of materials for local content development.

a) Manage the balance and ownership of library materials.

MATERIAL b) Manage the evaluation of the disposal of academic material
BALANCE AND resources.

DISPOSAL UNIT c) Manage syllabus material information.

a) Plan and coordinate the development needs of library electronic
resources.

ELECTRONIC b) Manage and monitor the expenditure of PDAT subscription
RESOURCES allocation.

DIVISION c) Manage and implement performance appraisals of relevant
suppliers.

d) Analyze the cost of use for the database/e-journal/e-Books
subscribed.

DATABASE AND a) Manage the acquisition process of databases, e-journals, e-Books, e-
News, and Pay Per View.

eBOOKS UNIT

13

b) Manage PDAT subscription agreement licenses.
c) Manage PDAT access complaints.
d) Plan and update database/e-journal/e-Books information in the
PTAR portal.
e) Plan and manage database training subscribed with the
Supplier/Publisher

a) Manage the management allocation and the Library Trust Fund.

b) Manage supplies, services/works

c) Manage mobile assets and control asset verification, Inventory.

FINANCIAL d) Manage store and disposal.
UNIT
e) Manage library space rental revenue, library facilities contribution
fund, and endowment.

f) Manage library expenses.

a) Monitor the implementation of development and upgrading projects.

b) Manage the drawing and design of the renovation and upgrade
projects.
FACILITY UNIT
c) Maintain library infrastructure.

d) Manage technical assessments and specifications.

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2.2.3 Department of Library Services

The functions of this department are to plan, implement and achieve the department's
KPIs. In addition, plan customer service and library collections. Furthermore, the department
also plans to intensify reading encouragement programs at the university level. In addition,
plan strategic community network collaborations for faculties, libraries, universities, local or
foreign industries. Next, the department also plans library-related research. In addition,
planning Information Literacy Programs at the university level. Finally, the department also
plans library reference services. This department also has a library‟s faculty that is PTAR
Undang-Undang, PTAR Kejuruteraan, PTAR Sains dan Teknologi and PTAR Alam Bina.

Table 2.3 The Functions of Department of Library Services

SECTION/UNIT FUNCTIONS

a) Manage and coordinate public relations and library publicity
programs.

CORPORATE b) Manage and coordinate cooperation and collaboration with

external agencies.
COMMUNICATIONS

DIVISION c) Plan and coordinate media strategies through programs

organized by the library.

d) Manage the writing, publication, and printing of official library
materials (periodicals, official publications, special publications,

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research, and others.

e) Coordinate and manage the preparation of promotional
materials and library marketing (brochures, pamphlets, etc.).

f) Manage and coordinate the management of PTAR studios.

a) Strategic networking with parties inside and outside the library.

CORPORATE b) Coordinate briefings, visits from outside PTAR.
RELATIONS c) Coordinate complaints and feedback from library customers.
d) Manage media coverage and press conferences.
UNIT

a) Plan and implement PTAR publishing and marketing activities.

PUBLISHING b) Plan and manage the publication of articles, news, library
AND journals.

MARKETING c) Manage the affairs of the Library Liaison Officer and the
UNIT Faculty Liaison Officer.

d) Manage the main exhibition of PTAR.

a) Plan the implementation of customer service and collection.

CUSTOMER b) Manage the analysis of KPIs, Client's Charter, and Library

SERVICE DIVISION Quality Objectives.

c) Plan customer service and collection promotion plans.

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d) Plan the development of space and library service facilities.

a) Manage Customer Service counters.

b) Manage the collection of library fines.

CUSTOMER c) Manage customer relations (CRM-Customer Relationship

RELATIONS UNIT Management).

d) Manage the services of the Publication Supply system and Book
Delivery Service.

a) Manage new library materials.

b) Manage the development of Malaysian collections.

COLLECTION c) Manage the general collection and special collection of
MANAGEMENT University Intellectual Property Materials.

UNIT d) Manage the maintenance of the Library collection (transfer and
alignment of materials)

e) Manage the marketing of library collections.

f) Carry out stock-taking work

RESEARCH, a) Plan and manage research and publication skills programs.
LEARNING, AND b) Plan and research the purpose of improving library services.
c) Manage the development of library information literacy
REFERENCE

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DIVISION modules.

d) Manage Ph.D. Clinic@PTAR services.

a) Manage referral services physically and online (Chat with
Librarian).

b) Manage Selection Dissemination Information (SDI) services.

c) Manage information retrieval services.
REFERENCE UNIT

d) Coordinate and update social media sections (Facebook, Blog,
Twitter, and Youtube)

e) Coordinate the development of e-Library Guides and MOOCS
content

a) Coordinate the validation of publication records in Prisma,
MyCite, and MyJurnal.

RESEARCH b) Conduct research support consulting services (citation, h-index,
SUPPORT UNIT impact factors).

c) Manage the review of indexed journals.

d) Conduct research support mentoring programs with publishers.

e) Coordinate free/paid courses related to research services.

a) Manage information literacy programs.

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b) Manage Distance Learning services.

INFORMATION c) Conduct walk-in or scheduled tutorials.
LITERACY UNIT d) Manage printed map and digital map services.

e) Manage information literacy promotion activities.

FACULTY LIBRARY a) Manage faculty library services.

(PTAR Undang- b) Manage the proposed procurement of academic materials.

Undang, PTAR c) Reference experts in specific fields.
Kejuruteraan, PTAR d) Manage library facilities and infrastructure.
Sains dan Teknologi

and PTAR Alam e) Manage community networks with faculty and external

Bina) organizations.

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2.2.4 Digital Library Department

The functions of this department are to plan, implement and achieve departmental
KPIs. In addition, design an ICT Policy. Next, the department also plans the procurement of
library ICT. In addition, design and monitor library information systems, digital applications,
and library webs. Finally, the department also plans ICT infrastructure and services.

Table 2.4 The Functions of Digital Library Department

SECTION/UNIT FUNCTIONS

a) Digital Library Service Management.

DIGITAL b) Webometrics Rating Management.
LIBRARY c) Virtual Reality Application Management.
LEARNING d) PTAR Cashless Management.
DIVISION e) Development and Monitoring of Implementation of MOOCs and
Knowledge Management.

a) Application Knowledge Management.

KNOWLEDGE b) Mapping Management (Knowledge Mapping) Material Source

MANAGEMENT Information.

UNIT c) Indexing of Digital Materials (Courseware).

d) Explicit Knowledge Management.

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e) Tacit Knowledge Management.

a) Development of Online Modules (MOOCs).

b) Use of Digital Services.

LIBRARY c) QR Code Management.
PORTAL UNIT

d) Library Portal Content Development.

e) Maintenance of UiTM Library Website.

a) Plan and manage the development of smart applications (Mobile

Apps).
REPOSITORY

SYSTEM AND b) Manage and develop repository systems.

OPEN c) Design and manage Open Access System.

EDUCATIONAL

d) Plan and manage Virtualization technology & DRC.
RESOURCES

DIVISION e) Manage access to electronic resources (EzAccess)

a) Manage the upload of IR material.

DIGITAL b) Manage the digitization of IR materials.

CONTENT c) Manage Taxonomy (subject) of material.
SOURCE UNIT d) Manage internally sourced digital materials.

e) Manage externally sourced digital materials.

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a) Manage the development of the OER Database.
b) Manage the development of open access portals.
OPEN ACCESS c) Manage indexing and data harvesting (Open Archives Initiative
SYSTEM UNIT Protocol for Metadata Harvesting (OAI-PMH).
d) Manage Open Directory of Registries (DOAR) ratings.
e) Manage Electronic Data Interchange (EDI) & (DOAJ).
a) Manage the library system - WILS.
DIGITAL b) Manage Database (Big Data).
APPLICATIONS
c) Manage system and data security (Cyber Security and Data Security).
AND LIBRARY
INFORMATION d) Manage the integration of the university system.
SYSTEMS e) Manage the Library Online System.
DIVISION
.

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2.2.5 University Archives Department

The functions of this department are to plan, implement, and achieve the department's
PS and KPIs. Next, plan and develop records, archives, and GTAR management policies and
guidelines. In addition, this department is also responsible for planning and monitoring the
implementation of the division's operations and management of 13 branch archive units. In
addition, it monitors the security of the university archive building and its final function is to
plan the implementation of the security of university records.

Table 2.5 The Functions of University Archives Department

SECTION/UNIT FUNCTIONS

a) Plan the acquisition of archive material and Malay collections.

RECORDS b) Plan re-evaluation of the collection of archival materials.

MANAGEMENT c) Plan the content of the archive portal.
DIVISION d) Plan a university history program.

e) Plan the conservation of library collections and archives.

a) Manage the development of archival collections.

UNIVERSITY b) Manage the Archive System (AMS).

RECORDS AND c) Manage the implementation of university digital records.
ARCHIVES UNIT d) Manage the disposal of physical records and electronic records.

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e) Manage advisory services and departmental briefings.

f) Manage file development and classification.

g) Manage the appointment of the University Records Officer.

h) Manage the implementation of university records audit.

a) Manage the preservation and conservation of library or archive
materials.

b) Manage the collection of audio-visual materials.

c) Manage the development of digital archive materials.
CONSERVATION

UNIT d) Manage and maintain binding equipment.

e) Manage external binding applications.

f) Manage and maintain the Building.

g) Manage the safety and environment of the conservation
workroom.

a) Manage historical research and exhibitions.

RESEARCH AND b) Manage the publication of information on historical publications.

DOCUMENTATION
c) Manage manuscript development.

UNIT
d) Manage the documentation of UiTM figures.

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e) Manage TV and Kiosk information content.
f) Manage website and social media content.
a) Manage the development and research of heritage, historical, and
cultural exhibitions.
b) Manage the development and content of the University's
collection.
TUN ABDUL
c) Document and describe collection materials.
RAZAK GALLERY
d) Manage gallery reference and consulting services.
e) Manage exhibition space and equipment.
f) Manage gallery visitors.

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CHAPTER THREE
INDUSTRIAL TRAINING ACTIVITIES

3.1 TRAINING ACTIVITIES
3.1.1 Department of Organizational Administration

It was my first day of internship and I report on duty Figure 3.1.1 (a) as an internship
student to Mrs. Norazlin Mohd Yusoff, the senior librarian of the Training Unit and as a
moderator of this department. I was assigned to this department for five days start from 1
March until 5 March 2021. She had brief about the task of each department, the organization
chart, function chart, the policy of working hours, about the student rest leave form and the
application form out of office hours due to personal matters. Then, she introduces me to all
the staff of the Department of Organizational Administration.

Figure 3.1.1 (a) First-day report on duty

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Then, we had the library tour with Miss Nurul Nadiah Harun, an assistant librarian
right of the Human Resource Management Unit. Miss Nadiah brings me to all departments of
the main library, Perpustakaan Tun Abdul Razak (PTAR). She brings me to the department
such as Department of Library Planning and Development, Department of Library Services,
and the Digital Library Department. She took me on a tour of all the departments there and
introduced me to all the staff. Miss Nadiah also teach me how to do shelving and shelf
reading (Figure 3.1.1 (b)) of the books on the bookshelves.

Figure 3.1.1 (b) Shelving and shelf reading
On the second day, I did the shelving and shelf reading on the third floor. I have made
the shelf reading on shelves labeled B105 – TX541 and TX545 – Z471. These tasks I must do
every day for about half an hour from 8.00 a.m. until 8.30 a.m. Then, I had a briefing session

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with Mr. Mohamad Ammar Arsyad Zainal Abidin, an executive officer from the Human
Resources Unit. He had briefed me for about an hour about this unit. Then, he gave the tasks
to me which is I need to sort the documents (Figure 3.1.1 (c)) in the boxes that had been
labeled. On the next day, I also had a briefing session from Mrs. Azura Mohamad Hashim,
the Deputy Chief Librarian. She brief about the Policy and Strategic Planning section. After
that, I had a briefing session about the Governance and Quality Unit from Mrs. Nor Azwani
Mohamad, the senior librarian. She had given a briefing about the functions of her unit and
their job scopes.

Figure 3.1.1 (c) Sort the documents
In this department, I was assigned by Miss Nadiah to do the key in data from the files
to the record transfer form. After I finished the task, I bind the files using raffia rope (Figure
3.1.1 (d)). Then, Mr. Mohd Norsam Yakup keeps the file in the files room. Then, I was
assigned from Mrs. Wan Nur Syuhada Wan Adnan to key in the data of the staff who had

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joined the event named as “Program Live@PTAR Siri 5 “Banjir dan Penyakit : Aplikasi
Teknologi Penderiaan Jauh & Inovasi Pemetaan” (Figure 3.1.1 (e)). I key in the data in the
system about 1844 records. The system is named STARS V3.0. I also help Mrs. Murni
Othman to collect the trophies and certificates (Figure 3.1.1 (f)) to be displayed in the
showroom, in the University Archives Department.

Figure 3.1.1 (d) Bind the files using raffia rope

Figure 3.1.1 (e) Key in the data of the staff who had joined the event

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Figure 3.1.1 (f) Collect the trophies and certificates

For the last two days of my internship, I was assigned to this department again to
finish my reports. Mrs. Norazlin has asked me to prepare a report for this Industrial Training
because a copy of the report needs to be sent to her in softcopy form via email. She also
informed me that on the last day I can Work in Office. She has given me the Permission
Work Form. Then, Mrs. Norazlin also told me that I can print attendance records through the
LibAttend system. I also scanned my log book for all pages because it is intended to be
included in the Industrial Training report. For the last day, before I returning home, I took a
photo with my industry supervisor, Mrs. Norazlin (Figure 3.1.1 (g)).

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Figure 3.1.1 (g) The last day of my internship with my industry supervisor

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3.1.2 Department of Library Planning and Development
3.1.2.1 Financial Unit

On 8 March 2021, I was assigned to the Financial Unit of this department that had
moderated by Mrs. Hanani Rojikin. Puan Afidah Mudzamil had brief me about the function
of this unit and their job scopes. Then, I had help Mr. Rusinorhelmi Mohamad Sukur to
photocopy the librarian facility donation receipts (Figure 3.1.2.1 (a)). He also gave a brief
about the specifications of a fine e-portal.

Figure 3.1.2.1 (a) Process photocopy the librarian facility donation receipts

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3.1.2.2 Printed Resources Section
From 9 March until 22 March 2021, I was assigned to the Printed Resources Section

that had moderated by Mrs. Siti Aishah Sadan. I had a briefing session with Mr. Ahamad
Zuber Mohamed, a senior deputy chief librarian. He had a brief about the Department of
Library Planning and Development. Then, I also had a briefing about the Printed Sources
Section from Dr. Hajah Zalifah Awang Zakaria, the deputy chief librarian. After that, Mrs.
Asmah Sabtu gave a brief about the Material Balance and Disposal Units. She also gave a
task to me which is I need to key in the data in the revision template syllabus. In the Gift and
Exchange Units, Puan Eza Eliana A Wahid gave me the tasks such as key in the data of the
list of book contributors and the book titles. Then, she also asks me to catalog the books by
writing the call number (tagging 090) and subjects (tagging 650) on the blue slip that had
been given in each book (Figure 3.1.2.2 (a)). She asks me to refer to the title of the books by
using the UKM OPAC, UPM OPAC, and Malcat of every book on the trolley (Figure 3.1.2.2
(b)). In the Material Order Unit, I also had a briefing about the Material Order Unit from Mrs.
Jaz Norfazuna Jaafar, a librarian of this unit.

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Figure 3.1.2.2 (a) Write the call number and subjects on the blue slip

Figure 3.1.2.2 (b) The books that I had a catalog

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In the Printed Sources Section, Mrs. Siti Khadijah Hussin, an assistant librarian had
taught me how to key in the catalog record using the Web-Based Integrated Library
Management System (WILS). She also teaches me how to catalog a book by checking the
RDA cataloging standard-setting manual. Then, she gave me the tasks for me to catalog the
books by using the WILS system. Mrs. Siti also shows a demonstration for pasting the strips
security on a book, how to paste the easy wings on a book cover, and how to wrap a
hardcover book. Then, she asks me to try to paste the strips in the books and stamp the „S‟
logo on the first page of the books that have been stripped (Figure 3.1.2.2 (c)).

Figure 3.1.2.2 (c) Paste the strips in the books

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3.1.2.3 Electronic Resources Section
From 27 April until 4 May 2021, I went to the Electronic Resources Section that had

been moderated by Mrs. Norhamimi Othman. I have a briefing session from Mrs. Aznur
Umiza Abu Kasim, a Deputy Chief Librarian. She had briefed me about this department
especially the electronic resources. She also gave me the task which is I need to download the
full e-book materials (Figure 3.1.2.3 (a)) of the given titles by their chapter and merged them
in PDF format. I have download 13 eBook materials in PDF format. Mrs. Aznur also asks
me to make PowerPoint slides (Figure 3.1.2.3 (b)) based on the question that she had given to
me, “Three suggestions to increase the use of online databases for students”. After finish the
task, I present the slides to her and she satisfies with my ideas.

Figure 3.1.2.3 (a) The lists of the books that need to download

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