IMR 505 E-Documentation (Tenaga Nasional Berhad Archives)

FACULTY OF INFORMATION MANAGEMENT

BACHELOR OF INFORMATION SCIENCE (HONS.)
RECORD MANAGEMENT (IM246)

PLANNING AND DESIGN OF RECORDS AND ARCHIVAL REPOSITORIES (IMR505)

TENAGA NASIONAL BERHAD ARCHIVES
E-DOCUMENTATION

Prepared by: (2020821858)
AINA KAMILIA BINTI AZMI (2020819564)
NUR AMILIA NATASYA BINTI AZMAN (2020844942)
NUR FATIEHAH BINTI JAAFAR (2020448738)
NUR IZZATI AZWANIE BINTI ZASNI (2020845006)
SITI AINUL NURIZZATI BINTI MD ZAMRI

CLASS:
IM2363ST3

Prepared for:
DR EZZA RAFEDZIAWATI BINTI KAMAL RAFEDZI

12 JANUARY 2022

Acknowledgement
First of all, we thank Allah S.W.T for having given us the opportunity and allowing us to complete this task. Here we would l ike to express our
appreciation and thanks to our lecturer of IMR505, Planning And Design Of Records And Archival Repositories, Dr. Ezza Rafedziawati Kamal
Rafedzi, for giving us a lot of guidance and providing us with invaluable assistance and advice, until this task was successf ully implemented. We
really appreciate the lecturer’s patience in giving guidance and who often helps stud ents in terms of consultation.
Moreover, we would also like to thank both of our parents for always giving us words of encouragement and thank you for provi ding us with all
the moral and financial support so that we can persevere in performing every task . Their sincerity in helping in terms of time, energy, and money
is very appreciated. Not to be forgotten is also a big thank you to our friends and all other friends for their cooperation a nd help in completing this
task. Finally, we would like to thank everyone who has helped us directly and indirectly in the success of this course. Thank you so much.

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CONTENT PAGES

Acknowledgement ............................................................................................................................. .................... i

CHAPTER 1: INTRODUCTION
1.1 The Tenaga Nasional Berhad Archives History …………………………………………… 1
1.2 Location and Address ……………………………………………………………………… 2
1.3 Logo ……………………………………………………………………………………….. 2
1.4 Organizational Charts ……………………………………………………………………… 3

CHAPTER 2: THE TENAGA NASIONAL BERHAD ARCHIVES …………………………………….. 4
2.1 Introduction Of Tenaga Nasional Berhad Archives ............................................................. 5
2.2 Archive Logo and Description For Each Symbol/Colour .................................................... 6

2.3 The location ……………………………………………………………………………….. 7
2.4 The building ………………………………………………………………………………. 8
2.5 The Services and Opening Hours ………………………………………………………… 8
2.6 The Collection of Tenaga Nasional Berhad Archives ……………………………………. 9
2.7 The Rules and Regulation ………………………………………………………………... 10

CHAPTER 3: THE BUILDING
3.1 Full SketchUp …………………………………………………………………………….. 11
3.2 Sketch Up (4 different images) …………………………………………………………… 12
3.3 Full Floor Plan 2D ………………………………………………………………………… 16
3.3.1 Full Floor Plan (Homestyler) (Without Labelling) …………………………….. 17
3.3.2 Full Floor Plan (Homestyler) (With Labelling) ………………………………… 18
3.4 Full Floor Plan 3D ………………………………………………………………………… 19
3.5 Floor Plan 2D And 3D For Public and Staff Area ………………………………………… 20
3.5.1 3D Image with Labelling (4 Different Images) ………………………………… 22
3.6 Floor Plan 2D And 3D For Processing Area ……………………………………………… 24
3.6.1 3D Image with Labelling (4 Different Images) …………………………………. 26
3.7 Floor Plan 2D and 3D For Storage Area ………………………………………………….. 27
3.7.1 3D Image with Labelling (4 Different Images) …………………………………………. 29

Conclusion ……………………………………………………………………………………………………. 31

CHAPTER 1: INTRODUCTION

1.1 THE TENAGA NASIONAL BERHAD HISTORY
Electricity consumption in Malaysia began in the 20th century, making a small mining town in Rawang, Selangor, the earliest

record of power generation traced. Private supply began to be developed in 1894, and the following year, the railway station in Kuala
Lumpur received the first supply of electricity. This electricity generation is managed by Loke Yew and Thamboosamy Pillai.

On February 1, 1990, Prime Minister Dato Seri Dr. Mahathir bin Mohamad officially declared TNB as the heir and successor to the
National Electricity Board of the States of Malaya (NEB) and wholly owned by the government. Tenaga Nasional Berhad (TNB) is a
company that provides electricity generation, transmission, and distribution to all Malaysians, except for Sarawak, Mauritius, Pakistan,
India, and Indonesia. Tenaga Nasional Berhad also offers repairing, testing, and maintaining power plants, as well as en gineering,
procurement, and construction services for power plant-related items, high-voltage switchgear assembly and manufacture, and coal mining
and trading. The company is the largest publicly listed power company in Southeast Asia.

Tenaga Nasional Berhad has grown significantly year after year and has garnered several awards from 2007 to 2016. Tenaga
Nasional Berhad continues to provide several benefits to customers both inside and beyond Malaysia. TNB not only provides pow er to the
community, but it also offers career opportunities to those who are interested in working for the company.

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1.2 LOCATION AND ADDRESS

Figure 1.1: Location of Location of Tenaga Nasional Berhad Headquarters
Address: Tenaga Nasional Berhad HQ, 129, Jalan Bangsar, Bangsar, 59200 Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur
1.3 LOGO

Figure 1.2 Tenaga Nasional Berhad Logo
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1.4 ORGANIZATIONAL CHARTS

Figure 1.3: Tenaga Nasional Berhad Archives Organizational Chart
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CHAPTER 2: THE TENAGA NASIONAL BERHAD ARCHIVES
Tenaga Nasional Berhad can conclude that their organisation creates records on a regular basis. Tenaga Nasional Berhad Archiv es are

important sources of information for researchers because they maintain personal records, proof of past actions, document people and identities,
and are vital sources of knowledge. Following that, target users of our Tenaga Nasional Berhad Archives, such as researchers, students, and users,
are open to the public. Moreover, we have selected to construct our archive at Persiaran Jelok Impian, 43000 Kajang, Selangor, which has a secure
environment and a high ground level.

Furthermore, the highest committee on the organizational board is the Director of the Tenaga Nasional Berhad, Datuk Dr Baharin Bin Din
followed by a few research departments. Under the archive department, the archivist of the Tenaga Nasional Berhad Archive is Aina Kamilia Binti
Azmi and will be helped by others five staff. Those staffs are Nur Izzati Azwanie Binti Zasni as Conservator, Nur Amilia Natasya Binti Azman as
Conservator Assistant, and Archives Assistant which is Nur Fatiehah Binti Jaafar, Siti Ainul Nurizzati Binti Md Zamri and Siti Binti Abdullah.

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2.1 INTRODUCTION OF TENAGA NASIONAL BERHAD ARCHIVES
2.1.1 Vision
The vision of Tenaga Nasional Berhad Archive is to be a leader in providing access to records and information in the field
of electricity.
2.1.2 Mission
The mission of Tenaga Nasional Berhad Archive is to record the Tenaga Nasional Berhad’s overall aims and actions in its
quest of expanding and disseminating knowledge and inspiring learning in everyone.
2.1.3 Objective
a) To optimize the level of understanding, abilities, behaviors, and commitment of all Tenaga Nasional Berhad membe rs in
consideration of advancement of technology and new findings in the field of electricity.
b) To support the nation in increasing productivity and efficiency by providing information.
c) To provide access for scholars, researchers, students, and the general public to non-current and non-confidential archives in order
to expand their knowledge.

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2.2 ARCHIVE LOGO AND DESCRIPTION FOR EACH SYMBOL/COLOUR

Figure 2.1: Tenaga Nasional Berhad Archives

NO. SYMBOLS/COLOUR DESCRIPTION
a. Red colour symbol Tenaga Nasional Berhad Logo
b. Building A building that describes an archive building
c. The word “Tenaga Nasional Berhad Archives” Name of the institution
c. Paper and lock shaped file Describe the archive

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2.3 THE LOCATION
The archive buildingchosen by our group is a new structure strategically placed at Persiaran Jelok Impian, 43000 Kajang, Selangor.

This is because the location is close to public transportation, a hospital, schools, and other educational resources. Further more, the
building's location and environment were distant from the river as well as the ocean. Flooding, earthquakes, tsunamis, and lan dslides are
not permitted in this area. This location is also free from hazards like fire or explosion.

The distance from the building's centre to the parent organization, Tenaga Nasional Berhad, is around 29.7 kilometers, which is not
too far. In addition, the building is on a stand-alone or island site with easy access to the full perimeter. The structure is completely secure
from the risks posed by nearby places and structures.

While the requirements for new construction should not include gas stations such as Petronas and Shell, rivers, and agricultural and
manufacturing enterprises such as manufacturers, the archive should be located away from dangers. The new building's main entrance is
on Persiaran Jelok Impian, which is a long way from a gas station. Last but not least, the new building's centre is similarly set back from
the river.

2.3.1 Location Address
The location for new building is at Persiaran Jelok Impian, 43000 Kajang, Selangor. The distance from the Tenaga Nasional

Berhad, which is the parent organization, to the Tenaga Nasional Berhad Archive is only 29.7kilometres.

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2.4 THE BUILDING
As previously stated, our group decided to relocate our archive to a new location. The new building was chosen because it would

be more useful than the existing building. Aside from that, we can transfer what we previously had set into that building, be ginning with
the design, decorating, and interior of the building, among other things. It also allows us to choose whether to decorate the str ucture in a
trendy or classical style. As a consequence, this indirectly provides more satisfaction in terms of what we desire. Ano ther reason why we
chose a new structure is that it will require minimal service for the first several years. This is because there isn't much o f a requirement for
maintenance on a new building until something trivial happens that necessitates it, such as broken pipes or even other issues. Another
reason why we chose the new building is that the location is wide enough to accommodate space for both staff and the public i n general,
as well as future expansion. Aside from that, the bus and lorry will be able to transport all of the materials to the archive's loading area.

2.5 THE SERVICES AND OPENING HOUR

2.5.1 Opening Hour

Day Time

Monday-Friday 09:00a.m - 05:00 p.m

Saturday-Sunday Closed

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Table 1.1: Opening Hours
2.5.2 The Services

Tenaga Nasional Archive offers a variety of services, such as:
a) We provide references for researchers who need research materials
b) We provide space for customers to find the necessary reference materials.
c) Store and preserve TNB -related records

2.6 THE COLLECTION
2.6.1 Electronic Collection
Data that is needed over a longperiod of time and is saved on a computer is referredto as "electronic collection." There ar e electronic
serials, reference sites, e-book collections, and more in this electronic collection.
2.6.2 Print -based Collection
Tenaga Nasional Berhad has a lot of printed materials as Tenaga Nasional Berhad needs to store user data. This print -based
collection is kept for the use of companies and researchers when they need it.

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2.7 THE RULES AND REGULATION
Every archive does have a set of rules and regulations in place to keep the archive in excellent working order and safe. The Tenaga
Nasional Berhad Archive also has a set of rules and regulations, which include the following:

a) When visiting the archive, researchers must provide photo identification, such as a driver's license or an identity card.
b) The reader is solely responsible for any stuff delivered to him or her. Documents and other materials must be handled with care and

well arranged.
c) Researchers must inspect their belongings, including briefcases and any other items they bring with them, before entering the

archive. If there were any other materials that potentially hold a record, researchers mu st present them for review before departing.
d) While being in a reading or research room in the archive, all smart phones must always be turned off or set to vibrate. It is to

prevent whatever noises from bothering other people.
f) Foods and beverages, including sparkling water, are prohibited in the archival research hall and library, as is smoking.

These are done to prevent any damages or contaminants from affecting the materials.

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CHAPTER 3: THE BUILDING
3.1 FULL SKETCH UP

Figure 3.1: Full Sketch Up of Tenaga Nasional Berhad Archives
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3.2 SKETCH UP
Figure 3.2: Tenaga Nasional Berhad Archive view from the front
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Figure 3.3: Tenaga Nasional Berhad Archive view from the left
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Figure 3.4: Tenaga Nasional Berhad Archive view from the back
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Figure 3.5: Tenaga Nasional Berhad Archive view from the right
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3.3 FULL FLOOR PLAN 2D

Figure 3.6: Full floor plan 2D.
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3.3.1 Full floor plan (homestyler) (without labelling)

Figure 3.7: Full floor plan without labelling.
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3.3.2 Full floor plan (homestyler) (with labelling)

Figure 3.8: Full floor plan with labelling.
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3.4 FULL FLOOR PLAN 3D

Figure 3.9: Full floor plan 3D.
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3.5 FLOOR PLAN 2D AND 3D PUBLIC AND STAFF AREA

Figure 3.10: 2D floor plan of Public Area. Figure 3.11: 3D floor plan of Public Area

Any indoor enclosed place accessible to and frequentedby the general public is considered a public area. Each archive needs
a separate location accessible from the main office. Guests will find comfortable sitting while waiting for the archive worke rs to
take the documents or records they require. Having comfy sofas, chairs, reading materials, and television that is appropriate for
visitors is beneficial as it will make visitors feel comfort as at their home. While they waiting, they can read the magazine s or watch
television to know more about Tenaga Nasional Berhad Archive. As a result, they will be more relaxed and less fatigued and bored
while waiting for services. It's also essential to have a place where people may mingle without bothering others in this archive. This

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public space also includesa research area with tables andchairs for people to conduct study. Furthermore, a research area is available
in public areas for visitors to use the finding aids service to make it easier for them to locate any records they require. I n public
areas, there are also emergency exit doors for staff and visitors to exit the archive building in the event of any emergency such as
fire, earthquake, robbery, and others. Adjacent to the staff area there is a smart access door that connects between the publ ic area
and staff to the processing area which can only be accessed by Tenaga Nasional b erhad Archives staff.

Figure 3.12: 2D floor plan of Staff Area. Figure 3.13: 3D floor plan of Staff Area.

A staff area is usually a space or other place where the staff of the archive conduct administrative work in order to help visitors and
recognise the archive’s objective and goals. Staff area are typically used for conventional office activities such as custome rs services,
computer work, writing, and reading. The staff areacontains two set of table and chairs for staff to sit comfortably to carry out administrative
work, a computer, printer, stationery and two cabinets to store documents. Adjacent to the staff area there is a smart access door that
connects between the public and staff area to the processing area which can only be accessed by Tenaga Nasional Berhad Archive staff.

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3.5.1 3D image with labelling (4 different images)

Figure 3.14: Front side of Public Area. Figure 3.15: Back view of Public Area

Figure 3.16: Right view of Public Area. Figure 3.17: Left view of Public Area.
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Figure 3.18: Frontside view of Staff Area. Figure 3.19: Backside view of Staff Area.

Figure 3.20: Right side view of Staff Area. Figure 3.21: Left side view of Staff Area.

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3.6 FLOOR PLAN 2D AND 3D PROCESSING AREA

Figure 3.22 2D Floor plan of Processing Area Figure 3.23 3D Floor plan of Processing Ar ea

For small archives, processing areas are used as a receiving room, triage room as well as dirty room. The receiving area is
where materials that came through the loading bay are received. All the records that have been received must be double -checked
and documentedby the staff in charge. Followingthat, archived material is acquired, examined, and a decision is taken, like a tr iage
room in a large archive function. Insects, mounds, and other contaminating insects should be kept to a minimum in the processing

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area. The contaminated materials are then treated as a dirty room and workroom. The materials that need to be re -humidified before
processing or usage will then be treated as the function of a humidifying room.

Tenaga Nasional Berhad employees utilise the pantry room to rest and eat during their breaks. Because food cannot be
stored in the storage area, this room should be isolated from the storage area to avoid causing damage to the archive's mater ial
records. As no records are stored in this space, it is using public access.

The prayer room is a place where staff can pray during working hours. This area is close to the pantry and the restroom to
make things easier for the staff. No records are kept in this room so public access is used as the relationsh ip.

Three washroom rooms were created,one for women, onefor men, andone for the disabled. This is to provide a comfortable
working environment for the staff.

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3.6.1 3D image with labeling (4 different images)

Figure 3.24 Front view of Processing Area Figure 3.25 Back view of Processing Area

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Figure 3.26 Right view of Processing Area Figure 3.27 Left view of Processing Area
3.7 FLOOR PLAN 2D AND 3D STORAGE AREA

Figure 3.28 2D floor plan of storage area Figure 3.29 3D floor plan of storage area

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Function of Storage Area

a) Paper based Storage 1 and 2

Paper based record storage is the area where paper-based records are stored and preserved. Paper-based record storage at
Tenaga Nasional Berhad is separated into two parts: paper-based records storage 1 and paper-based records storage 2. These two
areas serve the similar purpose which is to store and preserve valuable papers or records in paper form that belong to Tenaga
Nasional Berhad in all aspects. To keep unauthorized people out of both paper-based storage areas, smart access was used.

b) Magnetic Records Storage

Magnetic records storage is where Tenaga Nasional Berhad keeps and preserves valuable records like CDs, DVDs,
videotapes, and cassettes. Magnetic recordings are stored in closed cabinets rather than open shelves to prevent damage. One of the
roles of magnetic storage records is to maintain magnetic records in good condition by maintaining a consistent temperature and
humidity in the storage area, as well as to secure the records from unauthorized persons using smart access.

c) Photographic Colour Storage
Tenaga Nasional Berhad's photographical colour records were kept in photographical colour storage. To avoid any

damage to the records, this storage area was kept at a constant humidity level, as suggested. To prevent unauthorized people,
smart access was used.

d) Photographic Black and White Storage

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The photographical black and white records of Tenaga Nasional Berhad were stored in photographical black and white
storage. This storage area was kept at a consistent humidity level, as recommended, to avoid any damage to the records. Smart
access was used to keep unauthorized persons out.

3.7.1 3D image with labelling (4 different images)

Figure 3.30 View from front of Storage Area Figure 3.31 View from back of Storage Area

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Figure 3.32 View from right of Storage Area Figure 3.33 View from left of Storage Area

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CONCLUSION
Tenaga Nasional Berhad (TNB) Archive will save all Tenaga Nasional Berhad (TNB) records from its inception till the present. It will be

known as one of the top archival repositories because of the knowledge it provides with the public, particularly the people at Tenaga Nasional
Berhad (TNB). Many aspects were discussed in the conversation to establish this Tenaga Nasional Berhad (TNB) Archive, such as site selection
and site evaluation. In terms of site selection, we are certain that our archive is safe from the floods and other unfavourable scenarios due to the
strategic placement of the TNB Archive region.

We designed the Tenaga Nasional Berhad (TNB) Archive with greater paper-based storage capacity where there was more place or it. We
also have storage space for our photographic and magnetic tape collections. All of the records maintained in the archive are undoubtedly safe, and
we have established all of the essential security components. We have offered a convenient place for our gues ts. Except to guarantee the comfort
of visitors, our role is to coordinate, characterise, maintain, andensure that every record is accessible in accordance with the appropriate information
requirements.

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