Tunku Kurshiah College Archive

FACULTY OF INFORMATION MANAGEMENT

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

PLANNING AND DESIGN OF RECORDS AND ARCHIVAL REPOSITORIES
(IMR505)

Assignment :

‘E-DOCUMENTATION’
TUNKU KURSIAH COLLEGE ARCHIVES (TKCA)

Prepared by : 2019725457
NUR ELLYSSA BINTI ZAINUDIN

NUR EZATUL SHAZWANIE BINTI SAHARANI 2019342457

NURUL ASYIQIN BINTI SHAFEI @ SAFRI 2019946131

NURUL RAFIAH BINTI MOHAMAD RAFIE 2019524989

ZURAIDAH BINTI ABDUL MANAN 2019966675

Prepared for:
DR EZZA RAFEDZIAWATI BT KAMAL RAFEDZI

Submission Date :
06th JULY 2020

1|Page

TABLE OF CONTENT PAGE

NO CONTENT 3
3
1.0 CHAPTER 1 : INTRODUCTION 4
1.1 The School History 4
1.2 Location & Address 5
1.3 Logo
1.4 Photo Of School 6
1.5 Organizational Chart 7
8
2.0 THE TUNKU KURSHIAH COLLEGE ARCHIVE 11
(TKCA) 11
12
2.1 Introduction of TKCA 12
2.2 Logo of TKCA
2.3 Location of TKCA 13
2.4 The Building 14
2.5 The Services + Operating Hours 15
2.6 The Collection 16
2.7 The Rules and Regulation 17
18
3.0 THE BUILDING 19
3.1 Full Sketchup ( 2 different image of the school ) 20
3.2 Sketchup ( 2 different image - Existing Building ) 22
3.3 Full Floor Plan 3D 24
3.3.1 Full Floor Plan (homestyler) (without labelling) 26
3.3.2 Full Floor Plan (homestyler) (with labelling) 28
3.4 Full Floor Plan 3D
3.5 Floor Plan 2D and 3D for Public & Staff Area - function 33
3.5.1 3D image with labelling ( 4 different image)
3.6 Floor Plan 2D and 3D for Processing Area - function 2|Page
3.6.1 3D image with labelling ( 4 different image)
3.7 Floor Plan 2D and 3D for Storage Area - function
3.7.1 3D image with labelling ( 4 different image)

5.0 CONCLUSION

1.0 INTRODUCTION TUNKU KURSHIAH COLLEGE

1.1 THE SCHOOL HISTORY OF TUNKU KURSHIAH COLLEGE (TKC)

Establishment of Kolej Tunku Kurshiah (initially known as Maktab Perempuan Melayu) has
been recommended by Yang Berbahagia Dato Sheikh Ahmad Al-Haj bin Sheikh Mustapha, State and
Federal Government meetings Sembilan State on June 13, 1939. The original purpose of setting up
women’s College is to provide education to the children of monarchs and dignitaries Malay Federated
States as complete they became the wife of Kings and dignitaries State in the future. DYMM Sultan
Selangor suggested the school built in Selangor. Initially this proposed College only for sixteen
daughters dignitaries from four States of the Federated States only. Gracelyn building in Batu 21/2 Jalan
Ipoh, Kuala Lumpur recently opening planned in January 1942.

In 1941, in the event of the second world war, every effort had to postponed until the end of the
war. The Government later decided to take students from all the Malay States and the Straits Settlements
(Penang and Malacca), with gives the flexibility to the original purpose of the establishment of the
College. A College dormitory in other building Techniques in Batu 2 1/2 Jalan Damansara, Kuala
Lumpur has been renovated and Malay Women College is open to the first 40 students at 15 day of
October 1947. In April 1962, Maktab Perempuan Melayu migrated to the new college building in Bukit
Merbah, Jalan Tunku Kurshiah, Seremban.The new school was known as Tunku Kurshiah College,
upheld the name Y.M.M. Tunku Kurshiah, first Raja Permaisuri Agong.

1.2 LOCATION & ADDRESS OF TKC

In the year 2013, Tunku Kurshiah College moved to The International City Enstek.

Address Of TKC : Email: [email protected]
KOLEJ TUNKU KURSHIAH
BANDAR ENSTEK
71760 SEREMBAN
Tel : 06-7979800 Fax : 06-7979801

3|Page

1.3 LOGO OF TKC

Vision
A world-class fully residential school with a Malaysian identity

1.4 PHOTO OF TUNKU KURSHIAH COLLEGE

Figure 1 : School Entrance Figure 2 : School Sign

Figure 3 : School Building Figure 4 : School Classroom
4|Page

1.5 TKC ORGANIZATIONAL CHART

TKC’S ORGANIZATIONAL
CHART

PRINCIPAL

ADMINISTRATION/ STUDENT CO CURICULLAR
COORDINATOR AFFAIRS ACTIVITIES

Arts Sciences Mathematics Club & Uniform
Societies Units

Individual / Physical & Health Sports &
Societies Education Games

Sports

Language School
Acquisition Performance

Design Language & Curricular
Literature Activities

Research &
Development

5|Page

2.0 TUNKU KURSHIAH COLLEGE ARCHIVES (TKCA)

2.1 INTRODUCTION

Taking the responsibility to preserve the institutional memory of Tunku Kurshiah College (TKC)
from the first year of it established on 1947 to the present day. We decided to take the responsible and
initiative to build a school archive of Tunku Kurshiah College that we name as Tunku Kurshiah
College Archives (TKCA).

Aims to identify, appraise, collect, describe, preserve and, make the record accessible to the user
such as administrators, researchers, teachers, students and also public. The collection of the TKCA are
includes the teaching and research materials; the development of schools, academic departments and
school programs, and administrative units such as TKC alumni records, campus life, public service and
other related topics.

In realizing this TKCA, there are few factors that need to be consider such as deciding either
occupy a new building or adapting an existing building, choosing the right and safe site location of the
archive to avoid any unwanted accidents in the future and planning the area that suite every function
inside the archive. TKCA are demand to preserve not only the aesthetic value of the records, but as well
as physical value.

6|Page

2.2 TKCA LOGO ARCHIVES

2.1 ARCHIVES LOGO

Building - symbolized of archive that housing all the archiving material of Tunku Kurshiah
College.

Logo - Official Logo of Tunku Kurshiah College I the middle of the building refers to
collections that preserved in this archive are mostly regarding records of Tunku Kurshiah
College
Book - Left and right wall of the archives showed the shape of book that symbolizes of
materials such as document, book, and records as part of the type of collection in this
archive

Color - Black and white are representing the highlight of the official logo since TKC is the
treasure that need to be kept and preserve.
White, often represents purity, and new beginnings.
Black, on the other hand, can be seen as conservative, but it is also often associated with
sophistication, trustworthy, confidence, and strength.

7|Page

2.3 TKCA LOCATION

SITE SELECTION

Tunku Kurshiah College are newly moved to The International City Enstek, Seremban, Negeri Sembilan
on 2013. The location of Tunku Kurshiah are already suitable for build the TKCA inside the school area
and it have been plan to fix the criteria, that should be:

1. Avoidance of hazards
i. Far from source of electromagnetic radiation
ii. Free from any risk of natural disaster such as landslides, floods and earthquakes
iii. Not in polluted area or near industrial factory.
iv. Free from physical hazard.
v. Free from biological hazards.

2. Location (Other selection criteria) :
i. Easy access.
ii. Easily accessible from the administrator building (records creator).
iii. Archive and record storage facility such as extra shelving and storage locker are prepared

for growing collections of materials.
iv. Movement between archive spaces are convenient, logical, and efficient.

SITE EVALUATION

i. Earthquakes, Tsunamis, Landslides - Safe from any earthquakes circle, tsunami and landslide.
ii. Risk of Fire, Explosion - Risk of fire & explosion identified – full prevention and control
iii. Industrial facility - Far from any of industrial facility and consider safe from any hazardous or

toxic waste
iv. Wetland and floodplain - Far from any wetland and floodplains

Floodplain requirement :
 The entire site should be a minimum of 5 feet (1.5 meters) above and TKCA are placed in

the second (2) floor of the school building, that low the risk if flood happen.
 100 feet (30.5 m) away from any 100 year floodplain area

8|Page

v. Geotechnical Investigation
 Strata Soil Area
 Recommended by Geotechnical Engineer it is suitable for developmen

vi. Security Risk Assessment
 Safe from risks that might jeopardize the security of the building
 Area nearby any river or lakes is low bearing capacity, liquefaction and soil settlement –
Condition of the soil is consider not suitable for any development

SITE DESIGN

1. Zoning and Historic Preservation Consideration

i. All zoning requirements under state and local codes have been followed.
ii. Contact has been made with required department and agencies.

2. Site Security

Action taken :

i. Threat Assessment
ii. Vulnerability Survey
i. Risk Mitigation Measures

3. Site Utilities

Planning for :

i. Water supply - operating and maintaining potable water systems that are fit for human
consumption

ii. Electric power - Principles and procedures to apply to the operation of electric power
distribution system will present

9|Page

TKCA LOCATION :

Figure 5 : Google Maps (2x zoom in)

Figure 6 : Location of TKCA in circle - Google satellite ( 2x zoom in)
10 | P a g e

2.4 THE BUILDING

We have decided to build TKC Archives using the existing building due to :

i. Cost Saving - This existing building are generally readily available and can save time and
money by using them (low cost project).

ii. Space Saving- It can save more space.
iii. Expenses connected to the transport of the public or the staff is lesser
iv. The location of the TKCA that is inside the classroom building are suitable and easy accesible

either for student, teachers or researchers.
v. Converting existing buildings into archives allows benefit from their original design qualities.

2.5 SERVICES AND OPERATION HOURS

Service offered by Tunku Kurshiah College Archive :

1. Preserving and making available archives for the long term.
2. Administrative Service

 Academic archives perform several basic services to administrators, student governing
bodies, and others, e.g., alumni, development, and public relations:

 Providing copies of documents, images, and other items;
 Providing finding aids to facilitate access to specific information;
 Retrieving and returning segments of record series to their college of origin;
3. Educational and Research Services.
 Provide guidance on possible sources of information and on how to use them.
4. Facilities.
 12 reader spaces - (appointments recommended, especially during term time)
 Power points for lap-tops available at all desk spaces
 2 computers for the consultation of source lists and our catalogues. These finding aids can

also be made available in paper format.
 An archivist and assistants always available to assist visitors
 Wi-fi are also available

11 | P a g e

OPERATION HOURS OF TKC ARCHIVE :

Monday to Saturday 8.00 am to 5.30 pm

Friday Prayer Closed

Sunday / Public Holiday Closed

2.6 THE COLLECTION

Collection that is available in TKCA :

 Photographic - Black & White (B/W) and Colour photographic

 Paper Based - Paper / manuscript / printed / maps / school magazine etc

 Magnetic Tape & Audio/Visual - Cassette, VHS Tape, CD, VCD, Hard Disk etc

TKCA collect any item that related with TKC’s such as :

 Students, Teachers, Administrator, TKC alumni’s photos and records
 TKC history of the school, building or even the community
 School performances, school programs and athletic events
 Oral histories etc.

2.7 THE RULES & REGULATION

General

 Mobile phones must be switched off
 Please sign the Visitord Book upon arrival
 Conversation should be kept to a minimum
 Smoking is prohibited as also consumption of food and drink.

12 | P a g e

Requesting material

 Please note that not all material is available on demand. In order to view certain items, such as
those subject to restrictions, especially large or heavy items, or a whole collection, please ask the
Duty Archivist.

 Sometimes an item is temporarily unavailable because it is: being used by another reader, being
copied or at conservation.

Access and Use
 Appointments to consult all archive material should be arranged in advance. Use of resources

held in the Archives Reading Room does not require an appointment.
 Readers are responsible for all items issued to them. Papers and other materials must be handled

with the utmost care and kept in their correct order. Papers must not be removed from their
folders.
 A limited number of copies of papers and digitized images may be provided.
 General acknowledgements for use archive of material should be made to the ‘Tunku Kurshiah
College Archive’
 No copyright material should be used in any publication without first obtaining permission from
the copyright holder.
 Readers seeking to publish images and copies of archive documents should contact Archives for
advice. A reproduction fee will be payable unless the publication is not-for-profit

Copying Material

 All photocopying of material in the care of the TKCA is done by our staff.
 Digital photography is also available

13 | P a g e

3.1 FULL SKETCH UP ( TKC ) – IMAGE OF THE SCHOOL

Figure 7 : Main Entrance

Figure 8 : School Plan

14 | P a g e

3.2 SKETCH UP ( TKCA ) – SCHOOL ARCHIVE ( EXISTING BUILDING )

Figure 9 : TKCA ( yellow area )

Figure 10 : TKCA ( yellow area )

15 | P a g e

3.3 FULL FLOOR PLAN 2D

3.3.1 Full Floor Plan ( Homestyler ) – without labelling

Figure 11 : Floor Plan 2D – without labelling
3.3.2 Full Floor Plan ( Homestyler ) – with labelling

Storage area C
Storage area Processing area

O

R

RS
t

Ia
Df

f
O

R Public area a
r
e
a

Figure 12 : Floor Plan 2D – with labelling

16 | P a g e

3.4 FULL FLOOR PLAN 3D

Figure 1 : Full Floor Plan 3D
17 | P a g e

3.5 FLOOR PLAN 2D AND 3D FOR PUBLIC AND STAFF AREA

Figure 13 : Floor plan 2D for public and staff area

Figure 14 : Floor plan 3D for public and staff area

18 | P a g e

FUNCTION OF PUBLIC AND STAFF AREA
Public area is a space in the building that available for public such as student, researcher, alumni
to do research, discussion and retrieve information. This area is where public able to access
records that available in the archive. There are ;

- 12 reader spaces
- Power points for lap-tops available at all desk spaces
- Wi-fi are also available
- 2 computers provided for easier public to retrieve information.
- Installation of CCTV and security investigation station are required for safety purpose in

the archive.
- Waiting and reading area
Staff area, there are three working space available :
- 1 receptionist / archive administrator with counter table and standard office equipment

supplies
- 2 staff area to assist visitors provide with standard office equipment supplies for the staff.
- Storage cabinet for black & white and color photographic material
- Every staff will be provided own smart card to access smart access door.

19 | P a g e

3.5.1 3D IMAGE WITH LABELLING
Public Area

Figure 15 : 3D image – with labelling

Photographic (B/W & C) storage Staff Area

Figure 15 : 3D image – with labelling

20 | P a g e

Smart access door
Staff area
Public user

Figure 16 : 3D image – with labelling

Reading material

Waiting & Reading Area
Figure 17 : 3D image – with labelling

21 | P a g e

3.6 FLOOR PLAN 2D AND 3D FOR PROCESSING AREA

Figure 18 : Floor plan 2D for processing area

Figure 19 : Floor plan 3D for processing area

22 | P a g e

FUNCTION OF PROCESSING AREA
Processing area is process of surveying, arranging, and performing preservation physical activities on
record material. Some of the activities in the processing room is :

- archival materials will be cleaned and removed from superficial dirt, reduction of surface mold
- removal of self-adhesive tape and harmful mounts. file clips, staples, plastic sleeves, clips, metal

clips and rubber bands.
- Sewing and rebinding
- Preparing and checking of archival material before and after digitization etc ;
Processing area is a supervised and restricted area which is only accessible to staff.
The processing area is equipped with :
- 1 long table to perform physical preservation activities provide with suitable stool.
- 3 shelves that acts as temporary place for materials
- 2 staff area provide with standard office equipment supplies for the staff.
- 1 sink for staff cleaning purpose.

23 | P a g e

3.6.1 3D IMAGE WITH LABELLING

Processing area –
physical treatment

Smart access
door

Figure 20 : 3D image – with labelling

Shelving

Figure 21 : 3D image – with labelling

24 | P a g e

Staff area - Archivist
Figure 22 : 3D image – with labelling

Sink Smart access
door

Figure 23 : 3D image – with labelling

25 | P a g e

3.7 FLOOR PLAN 2D AND 3D FOR STORAGE AREA

Figure 24 : Floor plan 2D for storage area

Figure 25 : Floor plan 3D for storage area

26 | P a g e

FUNCTION OF STORAGE AREA - PAPERBASED
Storage area is an area to keep and preserve archival materials..

- Storage area has the biggest space among others area in TKCA.
- Storage area provide a proper environment for the purpose of storing records and materials that

require permanent protection for historic and lifetime storage and preservation
- Our storage area can only be accessible by authorized staff.
- Collection in paperbased storage :

 Paper
 Document
 Manusript
 School magazine
 Books
 Yearbook etc

- The paperbased storage area also equipped with equipment for, scanning, digitizing and retrieval
equipment for staff users

- Storage Environment :

Temperature 18 - 22°C
Relative Humidity (%) 55-65%
Environment
Shelving / Equipment - Minimal exposure to all kinds of light; no exposure to direct or
intense light
Security
- Avoid wooden equipment
- shelving used to store archives will be non-combustible and

non-deteriorating; ideally rust-proof metal
- 24 hour record of the temperature and humidity using a thermo

hygrograph.
- CCTV are also placed around the storage area.
- Fire Protection

27 | P a g e

3.7.1 3D IMAGE WITH LABELLING

PAPER BASED STORAGE AREA

Retrieval &
Digitization area

Smart access door
Figure 26 : 3D image – with labelling

Paper based storage
Figure 27 : 3D image – with labelling

28 | P a g e

PAPERBASED STORAGE AREA

Paper based shelving storage
Figure 27 : 3D image – with labelling

Paperbased shelving
storage

Figure 27 : 3D image – with labelling

29 | P a g e

FUNCTION OF STORAGE AREA ( MAGNETIC TAPE )

Storage area is an area to keep and preserve archival materials..

- Storage area provide a proper environment for the purpose of storing records and materials that
require permanent protection for historic and lifetime storage and preservation

- Our storage area can only be accessible by authorized staff
- Magnetic tape storage also keep other audiovisual material such as :

 Cassette
 Open reel
 VHS tape
 CD, DVD
 Hard Disk etc

- The storage area also equipped with magnetic tape & audio visual player for viewing, digitizing
and retrieval equipement for staff users

- Storage Environment :

Temperature 18 - 22°C
Relative Humidity (%) 40 – 50 %
Environment - Minimal exposure to all kinds of light; no exposure to direct or
Shelving / Equipment
intense light
Security - Avoid wooden equipment
- shelving used to store archives will be non-combustible and

non-deteriorating; ideally rust-proof metal
- 24 hour record of the temperature and humidity in both

magnetic storage, using a thermo hygrograph.
- CCTV are also placed around the storage area.
- Fire Protection

30 | P a g e

MAGNETIC STORAGE AREA

Magnetic storage area

Figure 27 : 3D image – with labelling

Magnetic storage area
Figure 27 : 3D image – with labelling

31 | P a g e

Retrieval & Digitization
area

Figure 27 : 3D image – with labelling
Smart access door

Figure 27 : 3D image – with labelling

32 | P a g e

4.0 CONCLUSION

Schools produce rich historical records, yearbooks, flyers promoting school’s club or student
elections, photographs, letters, issues of the school newspaper, and other items document that not only
cover the history of the school, but also often reflect the history of the community, state, or nation.

Developing a school archives will not only be a repository for historical value documents. A
school archives collection should serve two primary purposes that is to be a repository for the collection
and preservation of historically valuable documents relating to the history of the school or the
community, which otherwise would be lost and also constitute an element of a program for teaching
research-related skills to students.

With the building of TKCA, we hope that all records archive materials in the TKC will be well
preserved not only for making current decisions, but also to be used in the future generation. Archives
are witnesses to the past. It provide evidence, explanation and justification for every single story that
happen.

33 | P a g e

Special thanks to :
Dr Ezza Rafedziawati Bt Kamal Rafedzi

34 | P a g e