FACULTY OF INFORMATION MANAGEMENT
BANCHELOR OF INFORMATION SCIENCE (HONS)
RECORD MANAGEMENT (IM246)
PLANNING AND DESIGN OF RECORDS AND ARCHIVAL REPOSITORIES
MUHAMMAD FIRDAUS BIN AZAHAN 2019818988
AZREEN NATASYA BINTI RUSZAIMI 2019818982
FAZLEEN AMIRA BINTI ROSDI 2019 608522
NUR NADIA BINTI JAMALUDIN 2019631202
SITI NURAISYAH BINTI HUSIN 2019848144
DATIN JANNATUL IZA BINTI AHMAD KAMAL
23 DECEMBER 2019
1.0 The Concept of Royal Archives Kelantan
Our achieved name is Sultan Ismail Petra Royal Archive, Sultan Kelantan. It was
established in 2019. The reason why we choose Sultan Ismail name it is because he was the
Sultan that really smart and kind heart with every people. He ascended to the throne on 30
March 1979 until 13 September 2010 upon the death of his father, Sultan Yahya Petra. Sultan
Ismail Petra was born at Istana Jahar, Kota Bharu, Kelantan on 19 Muharram 1369 Hijrah. He
was the youngest child and only son of Sultan Yahya Petra.
Sultan Ismail Petra had early education at the Sultan Ismail College, Kota Bahru and later had
through special education from a private English tutor at the royal place. He also took the
responsibility for the Kelantan’s infrastructure, development and everything. He is very a
So, our group decided to choose Sultan Ismail Petra for our archives because we want to
make a name of our archive that everyone will know.
“To be a prestigious and number one archives that preserve royal archival materials”
“Establishing policy and providing expert guidance on record keeping practices to the public”
• To facilitate access to the royal historic collection in their care.
• To preserve historical collections for future references.
• Establish online catalogue and microsite to provide access to digitized royal historical
material as it available to everyone.
Figure :1 The logo of Sultan Ismail Petra Royal Archives
• Crown: Represent as the symbol of authority and present royal emblem for our royal
• Yellow Colour: Symbolizing the sovereignty of the king supported by the royal
archives. It also represents our environment of working in positivity, energy, optimism,
enlightenment, intellect, honour and loyalty.
• Pattern: It express our powerful royal archive rather than others and show authority in
our royal archive.
1.5 Facilities and Services
Facilities in Our Royal Archives
1.0 General Considerations
• Security system will protect our royal archives. All doors should have locks and only
authorized person can access to the room. For example, storage area has smart access and
only certain staff can access the room. Thus, we have smoke detector, water sprinklers, fire
alarm and fire extinguishers for safety of our royal archives and staff.
• Our archives have fluorescent lighting and windows in certain room because to
protect our royal materials. That’s why we use ultra violet light filter screens, particularly
display areas and areas where archival materials are on open shelves.
• Our royal archives also have computers, wi-fi freely available and communications
services for our staff to do their works.
• Thus, we also preserve constant temperature and humidity conditions. This is very
important because every area have their own temperature. It is especially important to
minimize fluctuations within the suggested ranges.
2.0 Other Considerations.
a) Administration: we provide adequate space for staff and standard office equipment and
supplies because easy for them to do their work with the comfortable space.
b) Work areas: we provide separate space for examining and processing records. This area
should be large enough to accommodate large tables, computing equipment, and other
equipment for processing records.
c) Research area: We provide large enough to accommodate several users and furnished with
appropriate furniture and accommodations for computers and other electronic devices if the
archives' reference policies permit their use.
d) Storage areas: We provide large area for our royal materials in our archives such as
magnetic tape, paper-based records, microfilm and others.
Services in Our Royal Archives:
Services of Sultan Ismail Petra Royal Archives is preserving the long term of records above
25 years old in our archives. All of this service is for public such as royal family, researchers,
users and many more.
• Receiving the records
The importance of accessioning is evident. All of us need to identify, evaluate, preserve and
make available documentary materials of long-term value (essential value) to the
organization that the archives serve. We need to make sure we receive the archival materials
in safety with any form of records. This is important to our archives because our collections
are from royal family and private organizations such as Media Prima, NTV7, TV3 and others.
• Disposal the archival materials
We need to follow the procedure of archives when we want to dispose the records or
documents from any collections. This is because we only can dispose the records when they
are no longer needed and no value for our archives. Thus, they have to follow disposal
schedule and step by step by guidance from National Archive of Malaysia to dispose all the
records or documents. Hence, for electronic records to destroyed or deleted of the materials is
accordance with approved of retention schedule.
• Finding Aids
It is a tool that help a user to find any information in a specific records group, collections, or
series of archival materials. Using this, the user will not waste a time and easily to find any
information or materials in our archives. For example, they can find published or unpublished
inventories, container and folder lists, indexes, registers and many more from our archives.
Sultan Ismail Petra Royal Archives provides a service for our researchers or user to get an
advice assistance and providing information or answer that they needed. Our staff will guide
them one by one until they can find it by themselves. It is good services for them because it
can attract them to come to our royal archives.
1.6 Target User
Target user is for the specific group of people that want to be reach with our company or
organizations to our royal archives. For target user of our Sultan Ismail Petra Royal Archive
is open for public such as researchers, students, users and royal families itself. Our archive
store and preserve material which is related to any kind royal collections and collections of
private organizations such as Media Prima, TV3, NTV7, Astro and other tv channels. This is
because we open our royal archive for private company and private agencies for side income
in our archive. Our material is not just one collection but in different type such as magnetic
tape, COM records, electronic records and many more. Hence, our royal collections are from
royal of Kelantan so users can come to our archive to know the value of archival materials
and get any of information about Sultan especially Sultan Ismail Petra in our archive.
1.7 SWOT Analysis
• Enough storage spaces • Lack of staff in archive
• The materials are unique • Transportation such as difficult to
• Variety of information come in our archive
• Established archive for everyone • Service of charge for clients
• Good Communication
• Management of archive is good to
handle for archival materials.
• Collaborate to other organization • Pending legislation to restrict access
• Maximal accessibility to records
• Enhances security to protect our • Insects are sneaky to our archive
archival materials • Temperature very strictly to our
• Recognized as royal archive archive to protect archival materials
1.8 Job Description and Qualification
• Developing high quality business strategies and plans ensuring their alignment with
short-term and long-term objectives
• Leading and motivating subordinates to advance employee engagement develop a
high performing managerial team
• Overseeing all operations and business activities to ensure they produce the desired
results and are consistent with the overall strategy and mission
• Developing and implementing strategies aiming to promote the organization’s
mission and “voice”
• Creating complete business plans for the attainment of goals and objectives set by the
board of directors
• Building an effective team of leaders by providing guidance and coaching to
HUMAN RESOURCE MANAGER;
• Scheduling meetings and appointments within the office
• Organizing the office layout and ordering stationery and equipment
• Maintaining the office condition and arranging necessary repairs
• Scheduling meetings and appointments within the office
• Organizing the office layout and ordering stationery and equipment
• Maintaining the office condition and arranging necessary repair
• Acting as the point of contact between the manager and clients
• Screening and directing phone calls and distribute correspondence
• Handling requests and queries appropriately
LIASON OFFICER MANAGER;
• acting as contact points for all agency or organizational personnel;
• keeping lists of the agencies or personnel representing the person, agency or
• facilitating meetings and cooperation among people, agencies and organizations;
• identifying problems in communications among these groups;
• collaborating and communicating with necessary constituents and the public; and
• conducting post-mortems when an incident is wrapped up
• Crafting new sales proposals and contract renewals
• Scheduling product demos
• Contacting customers via email or phone to answer queries or retrieve information
• Providing service and customer support during field visits or dispatches.
• Managing all on-site installation, repair, maintenance and test tasks.
• Diagnosing errors or technical problems and determining proper solutions.
• Receiving visitors at the front desk by greeting, welcoming, directing and announcing
• Answering screening and forwarding incoming phone calls
• Receiving and sorting daily mail
• Managing office supplies stock and placing orders
• Preparing regular financial and administrative reports
• Administration of company databases
• Developing strategies and tactics to boost the company’s reputation and drive
• Deploying successful marketing campaigns from ideation to execution
• Experimenting with various organic and paid acquisition channels
• Design strategy and set goals for growth
• Control budgets and optimize expenses
• Ensure employees are motivated and productive
2.0 Full Basic Floor Plan
2.1 With Site Layout (External)
2.2 Without Site Layout
3.0 Space Consideration and Requirements
3.1 Public Area
2D Floor Plan
3D Floor Plan
3.1.1 Research Hall
Research hall is the important section in our archive building as it functions is to allow do a
research in there. Research hall, it is equipped with the service counter, and other important
room in there such as finding aid room, large scale reading room and computer room for
researcher to use. It has sufficient amount of table and chair for researcher and visitor.
Research hall is a section that fully secures which user not allowed bringing any electronic
device in here. Research hall is a place for user to find information needed.
3.1.2 Finding Aids
Our archive also provided finding aids room in the public area. For this room, it is equipped
with table, chair and computer for use of user. This equipment will make user easy to do the
research in there. Finding aids are tools that help user find information in specific record
group and collection of archives material. Finding aids room is space that provide finding
aids to help users especially researcher to locate collection of archival materials and identifies
the kind of finding aids available. As for location of finding aids it must be located near to the
3.1.3 Large Scale Reading Room
In research hall also been provided with reading room that can be used by researcher and
visitor to do a research. In this reading room, it is equipped with sufficient amount of table,
chair, shelves and archives reading material that can be used by user for find information.
This area was a silent area which means that user is not allowed to make noises and this room
also fully secure where user can only read archives material in this room and are not allowed
reading in others room.
3.1.4 AV/Computer Room
Sultan Ismail Petra Royal Archive also provided audio-visual and computer room for users
use to find any information about archives material especially audio and electronic
collections. In this room, it is equipped with table, chair and computer as this room more to
electronic search. Plus, it also equipped with cd shelves that can be used by user for find
information. As our archives store and preserved collections of royal Kelantan so there are a
lot of audio-visual about day of the Sultan’s coronation, day of three Sultan’s funeral and any
event of royal ceremony. This room is located near to the research hall.
3.1.5 Oral History Library
Our archive also provided oral history lab in public area Oral history lab also known as
Centre for oral history research with lab is functioning for recording of a person memory
usually in the form of an interview. For example, our archive store and preserved royal
collections so in terms to have more collections and detail about the royal of Kelantan history
we conduct an interview with all the relatives of the Sultan of Kelantan. In this lab, we
provided with enough chair, table and computer for easy to do the work in this lab.
3.2 Staff Area
2D Floor Plan
3D Floor Plan
3.2.1 MEETING ROOM
Meeting room is a place for everyone to get together, to hold the meetings, to discuss the
issues, priorities set and decisions made. All the staff in the organisation will meet up in this
room. Hence, this room is a place to share the information and also have a presentation about
the project to the top management or manager or CEO.
3.2.2 REGISTRY ROOM
Registry room in every administrative department have the record in the room that must be
keeping. Registry room keep the active record which are records are currently active and
usually being used in daily operation by the staff area. There also will be a record officer to
manage the registry room. This registry room must have smoke detector, water sprinkler, and
humidifier control to maintain the record.
3.2.3 DISCUSSION ROOM
The Discussion Room is used for group discussion and study purposes upon reservation at the
LRC Head Office. Reservation must be made a week before the scheduled time on first come,
first serve basis. Cancellation must be made two days before the scheduled date so as to give
others the chance to use the facilities.
3.2.4 CEO ROOM
CEO is a Chief Executive Officer. CEO is the highest ranking executive in the organisation,
that will responsible all the things such making major corporate decisions, managing the
overall operations and all the resource in the organisation. CEO room must be the largest
room than other office. Personal assistant room must be adjacent to the CEO room. This is
because CEO will deal all the issues stuff or the works about the archives with his PA. CEO
room need to be more privacy need and a toilet to make CEO easy to do the work.
3.3 Storage Area
2D Floor Plan
3D Floor Plan
3.3.1 Paper-Based Records Storage
Our paper-based records storage refers to the use of paper as a data storage device. All of our
records will be preserving documents related to our royal collections in Kelantan. We
preserve this record to be stay in good condition without any damage of archival materials by
maintaining temperature and humidity in the area with air-conditioners. Thus, smart access is
important to secure our archival materials in this room to protect from unauthorized person.
We use open racks for our collections in paper-based records storage because it only has
documents and easy to retrieve it properly.
3.3.2 Large Scale Records Storage
Large scale storage is preserve records such as maps, plans and drawings related to all of the
private company, private agencies androyal collections that have a sentimental value. We use
metal cabinets for the large size of the kinds of records properly and have atrong room in this
area with open racks to secure the valuable of large scale reords. This area will have smart
access because only authorized person can access this room with the smart tag.
3.3.3 Photograph (Black and White)
For this room, we stored all the materials only in black and white with many kinds of
prints, each with its own format, process, imaging materials, and others. This is because
some of the archival materials is more than 25 years so the image or picture is not
updated but it has a value to be preserve in our royal archives and can bring back the
memories of image. We use metal cabinets for our collections in this room.
3.3.4 Strong Room
Strong room is very important for every room in storage because is a vital part of storage that
is a safe and solid room for archival materials. It is also only having one open rack to
preserve the records or documents in this room. It also only staff can access this strong room
because unauthorized person cannot enter this room.
3.4 Processing Area
2D Floor Plan
3D Floor Plan
3.4.1 Receiving Room
Receiving room is a room that used to receive materials that recently arrived through loading
bay. The environment in the receiving room should not be too crowded with furniture as it
will make staffs tasks hard in placing the materials received. In our royal archive, the
receiving room equipped with maximum two shelves for temporary place for materials, and
table equipped with computer and small whiteboard for writing some important notes. All the
records received must be checked once again and being recorded by the staff responsible. It is
important for this room to have a good and clean environment to secure the records from
dust, mold and insects. Last but not least, the room also located near the archival and non-
archival supply rooms such as triage, dirty, working and humidifying room for easy transfer
3.4.2 Triage Room
Triage room is one of the important rooms in processing area. It is a type room that used to
store newly arrived material temporarily. Triage room is vital as it is room where accessions
of records are generated and decisions are made. Furthermore, materials held in triage room
may also be contaminated. Thus, the room must be tightly isolated in order to prevent
potential spread of contamination by insects, mould and so on. Next, materials will be moved
to the treatment area first room which is dirty room or possibly other areas of the building. As
for the triage room in our royal archive, the room will be mostly open floor with shelves as
places to store the materials temporarily. There is also a table that will be used to create
accession records of incoming materials. Last but not least, the room will also be equipped
with air conditioner and also CCTV.
3.4.3 Treatment Area
Treatment area was made up of three spaces which are dirty room, work room and
a) Space 1
First and foremost, dirty room is a space with negative air pressure is higher than positive air
pressure. This will prevent the polluted air in the room from spreading to other areas of the
archive building. Thus, any infested collections can be placed in the room without fear of it
infecting other collections in the building. Apart from that, it is also place where materials
known to be contaminated are placed as quickly as possible upon learning of their condition.
As for our royal archive, sinks and cabinets were equipped in this room in order to carry out
works and processes needed. In addition, L shaped tables and chairs suitable also placed for
staffs to carry out their duties. Plus a wooden table also provided so that can be used as a
place to put any unfinished materials.
b) Space 2
As for working room, it is where contaminated materials that received from dirty room are
cleaned and determined whether is safe to be introduced into the processing or collections
area. As for thee working room of our royal archive, Furthermore, hot and cold water and
sinks are needed for the function of cleaning the materials. Besides that, floor drain is also
required in the work room. It is a plumbing fixture that is installed in the floor of a structure.
It is mainly designed to remove any standing water near it. Apart from that, L shaped tables
and chairs are also need to be equipped in working room.
c) Space 3
Humidifying room is the third space of treatment area after working room. It is used for
materials that require re-humidification prior to processing or use. Other materials will need
humidification to change their set prior to use such as tightly rolled maps that may also be
fragile. As for our royal archive, a humidifier is important to be equipped in order to carry out
humidifying process. Then, a table may also need to place the materials for humidifying. Plus
air conditioner and CCTV is a must requirement in order to manage the temperature and
security of the room.
3.4.4 Film Preservation Lab
Film preservation lab is a place where films stored and managed in processing area. As for
our royal archive, sinks and cabinets are also equipped in the film preservation lab. Besides
that, we also used darker color for the walls. In addition, two desks with computers also
equipped for staffs to records any information regarding film records stored. Last but not
least, at least two cabinets suitable used in order to store and secure the records from any
3.4.5 Reprographic Lab
As for reprographic lab, it is the same with film preservation lab by which using a darker
color of walls and floor. It is a place where the process of scanning, photography and digital
printing occurs whether it is digital or physical. As for the reprographic lab of our royal
archive, two L shaped tables and chairs are placed. Besides that, another two desks with
computer are also equipped for the staffs to carry out works needed. In addition, at least two
shelves required to place any relevant materials. Last but not least, cabinets and sink also
placed next to each other in order to carry out tasks related become easier.
3.4.6 Preservation and Conservation Lab
In preservation and conservation lab, the same concept applied as other two room mentioned
by which using a darker walls and floor. As of our royal archive, this lab also required many
desks and chairs in order to carry out preservation and conservation processes. Apart from
that, sinks and cabinets were also equipped as many as we could in order for staffs to do work
smoothly without any problems occur. Plus, few wall cabinets also installed functioning as
place to keep any tools and small equipment.
3.4.7 Bindery Room
Bindery room can be referred as a place where sheets which is usually paper are fastened
together to make books or in archive concept means the place where any records that
damaged repaired. As for the bindery room of our royal archive, two L shaped table were
placed for the staffs to deal with materials received for repair and for them to do their works
related. In addition, sink and cabinets are also important in order to keep any tools, equipment
and also materials to be repaired.
Alhamdulillah, we most grateful to Allah S.W.T for the completion of this assignment as one
of the requirements that need to accomplish in the course work assessment for the code
First of all, special thanks to our parents in supporting us to complete this assignment by
giving an advice and supportive to us. This assignment has been prepared with the
cooperation and support from many people. Besides, not to be forgotten to our beloved
lecturer which Datin Jannatul Iza Binti Ahmad Kamal because her kindness in helping us
during the process of completion of this assignment. She has given me a good advice and
service by providing useful information. Without her, we would not be able to complete this
Lastly, we would to thank for those who had involved and contributed directly or indirectly
especially our friends especially group members because helping us to complete this
assignment. We very grateful to them for the effort and initiative that they have shown in our