E-DOCUMENTATION OF MALAYSIAN BANKING BERHAD ARCHIVES (MBB)

FACULTY OF INFORMATION MANAGEMENT
CAMPUS PUNCAK PERDANA

PLANNING AND DESIGN RECORDS AND ARCHIVAL REPOSITORIES (IMR505)

E-DOCUMENTATION OF MALAYSIAN BANKING BERHAD ARCHIVES (MBB)

PREPARED BY: 2020830854
FATIN NABILAH BINTI RAZLAT 2020818996
IMNALOVIKA NOVELLA JAMBURI 2020822132
NUR AINA BATRISYIA BINTI ROSMAN 2020813348
NUR EAIZARISHA HUSNA BINTI MOHAMMAD HUZAIMI 2020614822
NURIN SABRIANA BINTI MUSTAFA

CLASS:
IM2463ST3

PREPARED FOR:
DR. EZZA RAFEDZIAWATI BINTI KAMAL RAFEDZI

CONTENT PAGES

List of Figures ........................................................................................................................................................................................................... i-ii
List of Tables...............................................................................................................................................................................................................iii
Acknowledgement ....................................................................................................................................................................................................... iv

CHAPTER 1: INTRODUCTION...............................................................................................................................................................................
1.1 The History of Maybank .................................................................................................................................................................................... 1
1.2 Location and Address of Maybank .................................................................................................................................................................... 2
1.3 Logo of Maybank ............................................................................................................................................................................................... 2
1.4 Organizational Chart of Maybank ...................................................................................................................................................................... 3
1.5 Photo of Maybank............................................................................................................................................................................................... 3

CHAPTER 2: MALAYSIAN BANKING BERHAD ARCHIVES (MBB).............................................................................................................
2.1 Introduction to Malaysian Banking Berhad Archives (MBB) ........................................................................................................................... 4
2.2 Archive Logo and Description for Each Symbol and Colour.......................................................................................................................4-5
2.3 The Location of Malaysian Banking Berhad Archives (MBB) ...................................................................................................................6-7
2.4 The Building of Malaysian Banking Berhad Archives (MBB) ...................................................................................................................... 7
2.5 The Services and Opening Hours .................................................................................................................................................................8-9
2.6 The Collection of Malaysian Banking Berhad Archives (MBB) ...............................................................................................................9-10
2.7 The Rules and Regulations .......................................................................................................................................................................10-11

CHAPTER 3: THE BUILDING .................................................................................................................................................................................
3.1 Full Sketch up ................................................................................................................................................................................................... 12
3.2 Sketch Up Four Different Image of Malaysian Banking Berhad Archives (MBB) ...................................................................................13-14
3.3 Full Floor Plan 2D ............................................................................................................................................................................................ 15
3.3.1 Full Floor Plan Homestyler without Labelling ........................................................................................................................................... 15

3.3.2 Full Floor Plan Homestyler with Labelling ................................................................................................................................................ 16
3.4 Full Floor Plan 3D ............................................................................................................................................................................................ 16
3.5 Floor Plan 2D and 3D for Public and Staff Area .............................................................................................................................................. 17

3.5.1 Function of Public and Staff Area .........................................................................................................................................................18-19
3.5.2 3D Image with Labelling (4 Different Images) ....................................................................................................................................20-21
3.6 Floor Plan 2D and 3D for Processing Area .................................................................................................................................................22-23
3.6.1 Function of Processing Area..................................................................................................................................................................23-24
3.6.2 3D Image with Labelling (4 Different Images) ....................................................................................................................................25-26
3.7 Floor Plan 2D and 3D for Storage Area............................................................................................................................................................ 27
3.7.1 Function of Storage Area: .....................................................................................................................................................................28-29

3.7.1 3D Image with Labelling (4 Different Images) ...........................................................................................................................30-31
CONCLUSION ........................................................................................................................................................................................................ 32

LIST OF FIGURES

Figure 1.1: Map of Maybank HQ
Figure 1.2: Maybank’s Logo
Figure 1.3: Maybank Organisation Chart
Figure 1.4: Maybank Sendirian Berhad
Figure 2.1: Malaysian Banking Berhad Archives (MBB) logo
Figure 2.2: Our location based on google maps (Zoom in x2)
Figure 2.3: Our location based on google satellite (Zoom in x2)
Figure 3.1: Top view of Malaysian Banking Berhad Archives (MBB)
Figure 3.2: Front view of Malaysian Banking Berhad Archives (MBB)
Figure 3.3: Back view of Malaysian Banking Berhad Archives (MBB)
Figure 3.4: Left view of Malaysian Banking Berhad Archives (MBB)
Figure 3.5: Right view of Malaysian Banking Berhad Archives (MBB)
Figure 3.6: Floor plan 2D
Figure 3.7: Full floor plan homestyler without labelling
Figure 3.8: Full floor plan homestyler with labelling
Figure 3.9: Full floor plan 3D
Figure 3.10: Floor plan 2D of public and staff area
Figure 3.11: Floor plan 3D of public and staff area
Figure 3.12: Front view of public and staff area
Figure 3.13: Right view of public and staff area

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Figure 3.14: Left view of public and staff area
Figure 3.15: Back view of public and staff area
Figure 3.16: Floor plan 2D for processing area
Figure 3.17: Floor plan 3D for processing area
Figure 3.16: Floor plan 2D for processing area
Figure 3.17: Floor plan 3D for processing area
Figure 3.18: Front view of processing area
Figure 3.19: Right view of processing area
Figure 3.20: Left view of processing area
Figure 3.21: Back view of processing area
Figure 3.22: Floor plan 2D for storage area
Figure3.23: Floor plan 3D for storage area
Figure 3.24: Front view of storage area
Figure 3.25: Right view of storage area
Figure 3.26: Left view of storage area
Figure 3.27: Back view of storage area

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LIST OF TABLES
Table 2.1: Description of Malaysian Banking Berhad Archives (MBB) logo
Table 2.2: Maybank’s archive operating hours and services
Table 2.3: The collection of Maybank’s archives

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ACKNOWLEDGEMENT
First of all, with the name of Allah S.W.T, the almighty God, the Most Gracious and the Most Merciful. With His willing giving us the
opportunity to complete our group assignment which is a virtual visit to website hospital archives. We are so grateful that we finally managed to
complete this assignment within the time given by the lecturer.

Through this golden opportunity, we would like to thank and express our appreciation to our lecturer for the subject IMR505 (Planning
and Design Records and Archival Repositories) Dr. Ezza Rafedziawati binti Kamal Rafedzi because she has given us a lot of guidance for us to
complete this course work. The implementation of this course work has been one of the processes for us to review and understand a little about
the planning and design records and archival repositories that is practised in a field of records management. Therefore, we hope that with the
implementation of course work like this, it can benefit others, especially among students in the future.

Besides that, sincerely thanks to all the team members that always work hard, respondents, understanding, support, and willingness to
spend some time in completing this assignment. Without the workgroup, we would face many difficulties while doing this assignment. We also
would like to thank all of the people for their help directly or indirectly to us to complete this assignment.

Thank you from the bottom of our hearts.

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CHAPTER 1: INTRODUCTION

1.1 The History of Maybank

Maybank was established in 1960, and today is the largest company by market capitalization on the Malaysian Bourse (Bursa
Malaysia). The Maybank Group offers a comprehensive range of products and services that includes commercial banking, investment
banking, Islamic banking, offshore banking, leasing and hire purchase, insurance, factoring, trustee services, asset management, stock
broking, nominee services, venture capital and Internet banking.

Maybank’s mission is to humanise financial services across Asia, by providing access to financial services to the people at fair
terms and pricing, and to be always at the heart of the community. Next, Maybank’s vision is Advancing Asia's Ambition With You.
Maybank believes with the T.I.G.E.R’s working spirit which starts with Teamwork, Integrity, Growth Excellence and Relationship
Building, they can achieve the highest level of efficiency in the banking industry for their faithful users.

With total assets over US$203 billion and a net profit of US$1.98 billion in 2019, Maybank is Malaysia's largest bank by market
capitalization and total assets, as well as one of the largest banks in Southeast Asia. Maybank is also placed 349th in the Forbes Global
2000 Leading Companies and 106th in The Banker's 2020 Top 1000 World Banks (as of July 2020). (as of May 2020). With a market
capitalization of US$23.7 billion as of December 31, 2019, Maybank is the largest publicly traded corporation on the Malaysian stock
exchange, Bursa Malaysia.

Maybank Islamic, Maybank’s Islamic banking subsidiary is the largest Islamic bank in ASEAN and Malaysia by assets and was
named The Banker's Global Islamic Bank of the Year for 2020. Maybank has a global network of 2,600 retail banking locations with over
43,000 staff that encompasses all ten ASEAN countries, as well as important Asian countries and global financial centres.

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1.2 Location and Address of Maybank

Figure 1.1: Map of Maybank HQ
Maybank Headquarter are located in Maybank Tower, 100, Jalan Tun Perak, Bukit Bintang, 50050 Kuala Lumpur, Federal Territory of
Kuala Lumpur.
1.3 Logo of Maybank

Figure 1.2: Maybank’s Logo
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1.4 Organisational Chart of Maybank

Figure 1.3: Maybank Organisation Chart

1.5 Photo of Maybank

Figure 1.4: Maybank Sendirian Berhad
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CHAPTER 2: MALAYSIAN BANKING BERHAD ARCHIVES (MBB)
2.1 Introduction to Malaysian Banking Berhad Archives (MBB)

Maybank’s archive are leads by Nur Aina Batrisyia Binti Rosman followed by other four important people which is Nurin Sabriana
Binti Mustafa, Fatin Nabilah Binti Razlat, Nur Eazarisha Husna Binti Mohammad Huzaimi and last but not least is Imnalovika Novella
Jamburi. The archive mission is to offer a range of research and references services to the public and to ensure transparency and better
controlled record keeping. They believe a tailored data archival, and analytics solution enables the achievement of rules that are designed
to fulfil corporate or regulatory compliance requirements.
2.2 Archive Logo and Description for Each Symbol and Colour

Figure 2.1: Malaysian Banking Berhad Archives (MBB) logo
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SYMBOL/COLOUR DESCRIPTION FOR EACH SYMBOL/COLOUR
Maybank Trademark
We include the Maybank logo to portray that our archive is mainly established
for Maybank Berhad.

Books and Files The items in this column indicated materials that our archive keeps and
preserved.

Building A part of building represents we keep all type of records from the same
Yellow Signs organisation including every branch of Maybank Berhad
Vertical Leaf
The yellow signs represent the official colour of Maybank Berhad and the
word on the sign is our vision.

Vertical leaf brought meaning of hope, renewal, and growth. Therefore, we
hope our archive will continuously grow as much as we can.

Table 2.1: Description of Malaysian Banking Berhad Archives (MBB) logo

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2.3 The Location of Malaysian Banking Berhad Archives (MBB)
Following talks and observations, we decided to relocate our archive building to Persiaran Nukleas, 40160 Shah Alam, Selangor.

We chose this new location due to its convenient location and the requirement to construct an archive facility. The distance to be taken
from Maybank Headquarters in Maybank Tower, 100, Jalan Tun Perak, Bukit Bintang, 50050 Kuala Lumpur, Federal Territory of Kuala
Lumpur is just 38.1 kilometres, indicating that the distance between the two is only 38.1 kilometres. This location is convenient for
transferring records from Maybank's Kuala Lumpur headquarters to the Maybank Archive facility. Aside from that, the new site's location
is also close to emergency services such as the Sungai Buloh police station, which is 7.6 kilometres away, and the Sungai Buloh fire and
rescue station, which is 6.6 kilometres away. With a benefit like this, archival workers will have it simpler in the event of an emergency.
Finally, the new site is located far away from the petrol station, which could result in a fire explosion.

Figure 2.2: Our location based on google maps (Zoom in x2)

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Figure 2.3: Our location based on google satellite (Zoom in x2)

2.4 The Building of Malaysian Banking Berhad Archives (MBB)

After a few times of conducting research, discussion and going to the location by ourselves, we have decided to choose a new
building location instead of the existing building location for our archive. The reason why we choose a new building is because the site is
safe from any danger like floods, electricity power centre, industry facilities and other hazards. The sites also had no geotechnical issues
like geothermal activity and pavement. The drainage surrounding the sites is in great flow as it has a suitable drain system for building. By
choosing a new building, we believe that we can transform our requirement in designing an archive into a reality because it has a large
space. Compared to the existing building, it has a very limited space, and it is difficult to get parking around the building. Furthermore, the
new building is much easier to plan as there are no limitations in designing it. We can fulfil all the requirements we want for our archive
building. The security in the area is well guaranteed by authorities because there is private property in the area therefore, they will make
sure the security system is top notch.

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2.5 The Services and Opening Hours

The Malaysian Banking Berhad Archives provide a range of services to assist people in finding what they are looking for. According
to one of our goals in creating this archive, which is to provide valuable reference information about banking for future generations, we
want our archive to be comfortable when visited by visitors or researchers, so we tried our hardest to provide the best services to them.
Storage services, consultation, reference, conservation, and preservation, and outsourcing to other banking institutes are among the services
provided by the Malaysian Banking Berhad Archives. The Malaysian Banking Berhad Archives operating hours and services are listed
below.

DAY TIME
Monday-Friday 8 am – 6 pm
Saturday-Sunday 9 am – 5 pm
Public Holiday
Close

Table 2.2: Maybank’s archive operating hours and services

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a) Storage Services

Since our parent company is the Banking Berhad, these services are surely only available for the Malaysian Banking Berhad
Archives. For this service, we will provide enough space to store any records or valuable materials owned by the Institute of Public
Health. We prepared a few areas for this purpose, including Paper-based room 1, Paper-based room 2, and Magnetic room. Because
all of these rooms have smart access and will require an access card to enter, strict controls will be in place to ensure that only
certain staff members have access to them.

b) Photocopying and Scanning Services

Malaysian Banking Berhad also offers photocopying services. Moreover, since all archival material is confidential, visitors must
first obtain permission from the archive staff before using this service. Even though it is critical to obtain permission first. This
service will also be provided by the staff on duty, so visitors will only need to book and wait for the staff to send the information
they want to scan or photocopy to their email, for which there will be a fee.

2.6 The Collection of Malaysian Banking Berhad Archives (MBB)

AREAS COLLECTION
Public Area and Staff Area Computer, print serials, journal photographs and books

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Processing Area Documents

Storage Area Document (paper based 1 and paper based 2), video tapes,
audio recordings, photograph, Journals

Table 2.3: The collection of Maybank’s archives

2.7 The Rules and Regulations
a) Mark the Documents Containing the Rules and Regulations
All tourists to the Malaysian Banking Berhad Archive must read and sign the rules and regulations before using any archival
material. This document is to show that they used the type of material that we have in our archive.

b) Limit by Archive
The records manager may act to limit the use of some records due to issues such as special spelling and punctuation, possession, or
insecurity.

c) Turned A Valuable Item at the Location Where it Had Been Arranged
Tourists must leave any items they brought, such as umbrellas, book bags, and coats, at the location provided by our archives, and
we strongly advise that no foods or drinks, other than sparkling water, may be brought in.

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d) Kindly Ask for Archival Materials
On proposal, staff at the archives will provide a max amount of one logbook trolley. However, this is contingent on the material's
accessibility.

e) Utilisation of Digital Equipment
It is permissible to use electronic devices such as cameras, scanners, and personal computers. However, permission from the
archivist is required first, and use is permitted as long as it does not disrupt public order or other researchers. Furthermore, electronic
devices such as Mobile phones should be in silent mode, and any calls should be made outside. The reading room, research hall,
and library are all available.

f) Controlling Archival Materials
Any preservation content used by guests must be kept in the best condition and handled with special diligence.

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CHAPTER 3: THE BUILDING

3.1 Full Sketch up

Figure 3.1: Top view of Malaysian Banking Berhad Archives (MBB)
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3.2 Sketch Up Four Different Image of Malaysian Banking Berhad Archives (MBB)
Figure 3.2: Front view of Malaysian Banking Berhad Archives (MBB)

Figure 3.3: Back view of Malaysian Banking Berhad Archives (MBB)
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Figure 3.4: Left view of Malaysian Banking Berhad Archives (MBB)

Figure 3.5: Right view of Malaysian Banking Berhad Archives (MBB)
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3.3 Full Floor Plan 2D

3.3.1 Figure 3.6: Floor plan 2D
Full Floor Plan Homestyler Without Labelling

Figure 3.7: Full floor plan Homestyler without labelling
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3.3.2 Full Floor Plan Homestyler with Labelling

Storage Area Processing Area
Public & Staff Area

Figure 3.8: Full floor plan Homestyler with labelling

3.4 Full Floor Plan 3D

Figure 3.9: Full floor plan 3D
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3.5 Floor Plan 2D and 3D for Public and Staff Area
A public and staff area is a location where members of the general public can obtain information about public health records. It is an open
access location, which implies that anyone, including the general public, can enter. Findings aids, library, leisure area and registry are some
of the rooms or areas in the public and staff area. Although the general area is available to the public, other rooms are solely accessible to
staff or specific individuals. It's a combination of a special inquiry room, an office library, and a temporary storage facility. Everyone
should be able to use the public area comfortably.

Figure 3.10: Floor plan 2D of public and staff area

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Figure 3.11: Floor plan 3D of public and staff area

3.5.1 Function of Public Area
a) Finding aids room
Findings aids are resources that assist users in locating information in a particular record, group, collection, or series of
archival materials. This room is the first thing that attracts attention before dealing with a collection within the archive, and
it also helps researchers and users in finding the documents they are searching for.

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b) Library
A library archive is a location where books or other materials related to public banking are stored. It is extremely beneficial
because most visitors require these materials. There is an office library in the library.

Function of Staff Area
a) Leisure area

The staff area where they can relax and enjoy the rest of the day's work. It is also pleasant and has a homey atmosphere,
which makes the staff feel at ease. They can relax and unwind in this area, or simply use it as a favourite hangout to take a
break from their busy work and days.
b) Registry
The registry is a must-have in any administrative unit where the room's records are kept. This room will house active records,
which are those that are ongoing and are often used in the day-to-day procedures of the organisation's employees.

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3.5.2 3D Image with Labelling (4 Different Images)

Figure 3.12: Front view of public and staff area

Figure 3.13: Right view of public and staff area
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Figure 3.14: Left view of public and staff area

Figure 3.15: Back view of public and staff area
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3.6 Floor Plan 2D and 3D for Processing Area
There are four significant regions in our archive, one of which is the processing area. The processing room's purpose is to temporarily store
newly brought in archival material until it is put in the storage section. This processing area is also used to inspect the state of the record,
whether it is in excellent shape or not, whether it has been exposed to fire or water, and to remove any insects that may have become
attached to the document.

Figure 3.16: Floor plan 2D for processing area
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3.6.1 Figure 3.17: Floor plan 3D for processing area

Function of Processing Area
a) Loading Bay

A loading bay, sometimes known as a loading dock, is a location where large vehicles, such as lorries transporting precious
papers or historical materials, can stop and load the documents or archival materials within. The loading bay role for our
archive is to contain vital and still valuable papers owned by Maybank Headquarter Kuala Lumpur. All of the documents
will be transported in a truck belonging to our archive, and this vehicle will make the process of moving Maybank's
documents much easier.

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b) Receiving Room
In our archive processing area, we have a receiving room. The loading bay is just next to the receiving area. The reception
room is used to receive and temporarily keep archival materials from Maybank Headquarter. Furthermore, this area is used
by suppliers to verify the delivery of archive material so that personnel may confirm that all information documented on the
archival material received is accurate.

c) Reprographic Lab
A reprographic room is a space with electronic machines such as scanners, photocopiers, laser printers, and other printers.

d) Preservation Lab
The Preservation and Conservation Lab is a facility where archive documents are cared for and handled. This unit's staff
will oversee handling archival items, such as maintaining and preserving archival materials. The activity of archive
conservation and preservation is done to keep the archival material stable and of good quality.

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3.6.2 3D Image with Labelling (4 Different Images)

Figure 3.18: Front view of processing area

Figure 3.19: Right view of processing area
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Figure 3.20: Left view of processing area

Figure 3.21: Back view of processing area
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3.7 Floor Plan 2D and 3D for Storage Area
The most significant area required in every firm, including Malaysian Banking Berhad Archives, is storage space (MBB). This is because
storage areas are critical for storing various types of documents. The storage area is the largest and most powerful control area in our
archive. The goal is to physically safeguard all of the records we've collected while also ensuring their stability and security. There are six
rooms available in this storage space, including Paper Based (1), Paper Based (2), Magnetic Room, Photographic Black and White,
Photographic Colour, and Internal Future Expansion, all of which are included in our archive.

Figure 3.22: Floor plan 2D for storage area Figure3.23: Floor plan 3D for storage area
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3.7.1 Function of Storage Area:
a) Paper Based Storage

In paper-based storage, it stores and preserves records in the form of paper records such as personnel files with a good
protection to ensure all the records are safe and secure. For this area, we have two paper-based storage which is Paper Based
1 is bigger than Paper Based 2. In this area, only authorised persons are allowed to access all the records.

b) Magnetic Room

Magnetic room used to store and preserve magnetic tape materials. Magnetic tape is made consisting of a small layer capable
of recording a magnetic signal that is supported by a thicker film backing. For this room, special care and handling were
necessary to guarantee that the recorded information was retained and preserved for a long time.In this area, only authorised
persons are allowed access to all the records.

c) Photographic Black & White

Photographic Black & White used to store images and photos black & white. It is also used for photographic conservation
treatment and provides an option for photographs that are damaged or have deteriorated. For this area, it is smaller than
Photographic Colour since right now the quantity of Photographic Black & White not as much as Photographic Colour.
Handling, poor-quality environments and storage materials all have an impact on the condition of photographs. With that,
it should monitor and control temperature and relative humidity.

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d) Photographic Colour
Photographic Colour used to store image and photo colour. It is also used for photographic conservation treatment and
provides an option for photographs that are damaged or have deteriorated. For this area, it is much larger than Photographic
Black & White since this photograph is more than black & white. With that, if handling, poor-quality environments and
storage materials all have an impact on the condition of photographs. With that, it should monitor and control temperature
and relative humidity.

e) Internal Future Expansion
Internal Future Expansion is an empty space for our archive for us to store records in the future. With that, we can put all
the records either new or old records when the volume of records increases in the future. We will use this internal future
expansion area to increase the storage area later to ensure that our archive can preserve the records and have enough to store
all the records.

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3.7.2 3D Image with Labelling (4 Different Images)

Figure 3.24: Front view of storage area

Figure 3.25: Right view of storage area
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Figure 3.26: Left view of storage area

Figure 3.27: Back view of storage area
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CONCLUSION
In conclusion, the Malaysian Banking Berhad Archives (MBB) is a significant institution. This is because the Malaysian Banking Berhad
Archives (MBB) keeps financial and banking records. Students and scholars who want to perform research in the future will need records like
these. As employees of the Malaysian Banking Berhad Archives (MBB), we shall ensure that our archives' facilities and services are adequate for
visitors, so that visitors may readily and comfortably locate information and resources. We believe that our chosen location is safe from any danger
like floods, electricity power centre, industry facilities and other hazards.

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