FLIPBOOK

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

PLANNING AND DESIGN OF ARCHIVAL REPOSITORY
(IMR505)

Group Assignment:
E- Documentation for Royal Archives Negeri Sembilan

Prepared by:
Nick Christopher Jamie Anak Jang (2019678602)
Nur Farhah Amalia Atif Binti Mohd Zaidi (2019820354)
Nurul Aida Syahirah Binti Zulkifli (2019853966)

Nurul Izzati Binti Hasan (2019872834)
Ummul Aiman Hidayah Binti Ahmad Hamdan (2019872596)

Wan Nur Eisya Nadia Binti Wan Ismail (2019611954)
Prepared for:

Madam Jannatul Iza Binti Ahmad Kamal
Group:

B9IM2463A
Date of submission:
23rdDecember 2019

TABLE OF CONTENTS Page Number

Title i
ii- iv
i. Acknowledgement 1
ii. List of Figures 2- 3
1.0- Introduction 4- 7

1.1- The Importance Of Archival Repository 8
1.2- Definition Of Terms 9
9
2.0- Background Of Archives 9
2.1- Vision 10
2.2- Mission 11
2.3- Objectives 12- 14
2.4- Logo 15- 16
2.5- Organizational Chart 17- 18
2.6- Facilities And Services 19- 21
2.7- Target User 22
2.8- Types Of Collections 22
2.9- Swot Analysis 22
23- 24
3.0- Existing Building 24- 26
3.1- Full Address 26- 27
3.2- Selection Criteria 28- 30
3.2-1. Internal 31
3.2-2. External 31
3.3- Google Maps 31- 32
3.4- Photo Of Existing Building 33
34
4.0- New Sites For Royal Archives Of Negeri Sembilan 35
4.1- Full Address 36
4.2- Selection Criteria 36
4.3- Google Maps
4.4- Google Satellite
4.5- Photo Of New Sites

5.0- Structural And Design Consideration
5.1- Doors

5.1-1. Processing Area 36
5.1-2. Public Area 37
5.1-3. Staffing Area 37
5.2- Walls 38
5.2-1. Public Area 38
5.2-2. Sketch Up 38- 39
5.3- Lighting 39
5.3-1. Public Area 40
5.4- Roof 40
5.5- Windows 41
5.6- Floors And Tiles 42
5.6-1. Processing Area 42
5.6-2. Staff Area 43

6.0- Sketch Up 44
6.1- Overview Of Sketch Up 44
6.1-1. Top View 44
6.1-2. Front View 45
6.1-3. Back View 46
6.1-4. Left View 46
6.1-5. Right View 47
6.2- Homestyler 2d View Floor Plan With Emergency Exit 48
6.3- Full Floor Plan 49
6.4- Homestyler 3d View Floor Plan 50
6.4-1. Top View 50
6.4-2. Front View 50
6.4-3. Back View 51
6.4-4. Left View 51
6.4-5. Right View 52
53- 54
7.0- Space Consideration And Equipment 54- 57
7.1- Staff Area 57- 60
7.2- Public Area 61- 64
7.3- Storage Area 65- 68
7.4- Processing Area

8.0- Processing In Archives 69- 74
9.0- Managing Restricted Archives 75
10.0- Environmental Control 76
76- 77
10.1- Lighting 78
10.2- Temperature And Humidity 79
11.0- Security Control 79
11.1- External Security 79
79
11.1-1. Perimeter 80
11.1-2. Building Systems
11.2- Physical Security Systems 81- 84
85
12.0- Disaster Planning 85
13.0- Human Resource Planning 86
87
13.1- Director Manager 88
13.2- Deputy Of Director Manager 89
13.3- Records Manager 90
13.4- Records Supervisor 91
13.5- Senior Archivist 91
13.6- Records Officer 91
14.0- Transportation 92
14.1- Lorry 93- 94
14.2- Mini Van 95
14.3- Car 96- 97
15.0- Sample Form 98
15.1- Sample Of Deed Of Gift Form 99
15.2- Sample Of Accession Record
15.3- Sample Transfer Form
References

ACKNOWLEDGEMENT
In preparation for our assignment, we had to take the help and guidance of some respected
persons, who deserve our deepest gratitude. As the completion of this assignment gave us much
pleasure, we would like to show our gratitude to Madam Jannatul Iza Ahmad Kamal, lecturer for
Planning And Design Of Archival Repository (IMR505) subject, on UiTM Puncak Perdana for
giving us good guidelines for assignment throughout numerous consultations. We would also
like to expand our gratitude to all those who have directly and indirectly guided us in writing this
assignment.
Through these problems we are manage to become more organize and mature in dealing with
problems that occur during completing the task.
Lastly, to those who had involved and contributed directly or indirectly to this assignment, we
are very grateful to them for the effort and initiative that they have shown in our assignment until
successfully completed our E- Documentation for Royal Archives Negeri Sembilan report.

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NO LIST OF FIGURES PAGE
i. FIGURE 10
ii. Figure 1 11
iii. Figure 2 26
iv. Figure 3 27
v. Figure 4 28
vi. Figure 5 28
vii. Figure 6 29
viii. Figure 7 29
ix. Figure 8 30
x. Figure 9 30
xi. Figure 10 33
xii. Figure 11 34
xiii. Figure 12 35
xiv. Figure 13 36
xv. Figure 14 37
xvi. Figure 15 37
xvii. Figure 16 38
xviii. Figure 17 38
xix. Figure 18 39
Figure 19
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xx. Figure 20 40
xxi. Figure 21 41
xxii. Figure 22 42
xxiii. Figure 23 43
xxiv. Figure 24 44
xxv. Figure 25 45
xxvi. Figure 26 46
xxvii. Figure 27 46
xxviii. Figure 28 47
xxix. Figure 29 48
xxx. Figure 30 49
xxxi. Figure 31 50
xxxii. Figure 32 50
xxxiii. Figure 33 51
xxxiv. Figure 34 52
xxxv. Figure 35 54
xxxvi. Figure 36 55
xxxvii. Figure 37 56
xxxviii. Figure 38 56
xxxix. Figure 39 57

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xl. Figure 40 58
xli. Figure 41 59
xlii. Figure 42 60
xliii. Figure 43 61
xliv. Figure 44 62
xlv. Figure 45 63
xlvi. Figure 46 64
xlvii. Figure 47 65
xlviii. Figure 48 66
xlix. Figure 49 66
l. Figure 5o 67
li. Figure 51 67
lii. Figure 52 67
liii. Figure 53 68
liv. Figure 54 91
lv. Figure 55 91
lvi. Figure 56 92

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1.0- INTRODUCTION
First and foremost, archival repository is a place to preserve and made available for archives
for consultation. Hence, it is also a building that responsible to store historical documents and
records that are no longer used in conducting the business activities of certain organization.
On top of that, royal archives are a special archives that uncommonly known by many
people. Most of the people are only aware about the state archives, university archive and
others. This is because, many people might not aware with the existence of this royal
archives. This is because, any related organization or bodies that related to these royal
archives only known about the functions and use of this royal archive. Besides, royal archives
can provide nations with many good impacts.
One of them is, they provide evidence of activities and tell us more about the royal of certain
country. Much information about the royal of each country can be known through the
existence and creation of this royal archive. This is because, the collection that collected in
the royal archive is related to the royal family of certain country. Hence, it can be considered
as advantages because this royal archive provide the evidence about the royal‟s activities,
culture, management and many more through the collection in the royal archive.
Hence, this royal archive has given us the opportunity as students to be more expose and gain
knowledge about the terminology of archival repository and also figure out about the
different culture that practiced by royal of each country. Apart from, it can be also help us to
have better understanding and teaches us on how to differentiate the collection that preserved
in the royal archives compared to other archival repository.

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1.1- The Importance Of Archival Repository
An archive is an accumulation of historical records of the physical place they are
located. Archive contains primary sources of documents that have accumulated over
the course of an individual or organization‟s lifetime and are kept to show the
function of that person or organization. Therefore, there are many importances that
can be provided by archival repository in many perspectives.

Based on the C-CARE‟s event that has been conducted recently at Universiti
Teknologi Mara( UiTM) Puncak Perdana, we have figure out several importance of
archival repository. First and foremost, this event is an event where it gathered all the
students to come out with their own archive. Therefore, the theme of archive is royal
archives. All the students that involved and participated in this event must produce
their originally own archive. From this event, we have seen that archival repository
can help us to gain knowledge about the country. This is because, each of the archive
owned by the students are placed in different location. For example, our group has
chosen Negeri Sembilan as our location to place our royal archive. Hence, it can
disseminate the information about the traditions of the royal family of Negeri
Sembilan to others students. From this, they can gain knowledge about the royal
family of Negeri Sembilan.

Moreover, it can also give exposure about the existence of royal archive. Mostly, not
all people are aware with the existence of royal archive. Commonly they are only
aware towards state archive and university archive. Hence, through this, it can help to
create awareness about the existence of this royal archive. Students and other user can
be exposed towards the collection of this royal archive and how the procedure works
in order to collect the collection. This is because, some of the material and collection
that kept in royal archive is different depending to other archives. Therefore, from
this, they can know more about the existence of royal archive.

On top of that, archival repository is also important because they provide evidence of
activities and tell us more about the royal of certain country. This is because, the
collection that collected in the royal archive is related to the royal family of certain
country. Hence, each of the collection that kept in the royal archive can be used as the
evidence of activities. For example, photographic material that kept in this royal

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archive, it can be act as the evidence to show the existence of activities the royal
family of certain country.
Moreover, archival can also increase our sense of identify and understanding cultures.
Based on the C-CARE‟s event, it can be seen that many archives build in different
country. This can help user to understand about the culture that brought by each
country. Each of the country which the royal archive is built can help to increase the
understanding of the culture of the royal family of each country. This is because, each
of the country served with different cultures. So that, it can help to gain understanding
from different country. For example, we can figure out about their traditions, their
lifestyles and many beneficial information.
In addition, archives also help to ensure justice. This is because, archives is the place
where the past documents and records are placed. Hence, with the existence of these
preserved records and documents, it could help to ensure justice because there is the
ready reference provided in archival repository. For example, Royal Archives of
Negeri Sembilan kept the collection that related to royal of Negeri Sembilan. Hence,
it can provide justice if any issues arise in Negeri Sembilan that may related to the
royal‟s family of Negeri Sembilan. It can be relatable the evidence kept as the
collection in our royal archives to provide and gained justice.

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1.2- Definition Of Terms
One of the terms that commonly used and related to archival repository is archivist.
Archivist is the professional staff member in an archival institution which obligated
for any aspect of selection, preservation or usage of archival material.
(Merriamwebster, 1998).

Next, auditorium is a room that built that can enable audiences to hear and watch
performances. This also may be use for rehearsal, presentation, performance, or also
as a learning space. (Wikipedia, 2005) Therefore, in our royal archives of Negeri
Sembilan, auditorium is provided in the public area.

Access is meaning by the authority that obtained by a person to obtain secret and
confidential of works in order to perform research in archival material. The access is
only given to the selected person and most likely the staff to perform task that cannot
be leaked and exposed widely to public. (Merriamwebster, 1998)

AV which also can be known as audio visual that is using both sight and sound. This
typically transformed in the form of images and recorded speech or music.
(Merriamwebster, 1998)

Bindery room is referring to a studio, workshop or factory where sheets of paper are
putted together in order to make books. (Merriamwebster, 1998) Apart from, bindery
room has been placed in the area of processing in our royal archive.

CCTV or also known as closed circuit television is one of the security system that
commonly being used to secure the collection thoroughly. Hence, this closed circuit
television is a TV system which the signals are not seen publicly but are monitored.
This is mainly for surveillance and security purposes. CCTV relies on where the
placement of cameras and observation of the camera‟s iput on monitoring somewhere.

The word collection development is commonly practiced I archival repository. Hence,
collection development is the process of the building of an institution‟s holdings of
historical material went through the acquisition activities in order to develop the
collection thoroughly. (Merriamwebster, 1998)

Educational services mean training and educational offerings, in which it also
including, but not limited to, public schools, job training, and financial

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literacy services. (Merriamwebster, 1998) Therefore, the educational services has
been placed in our royal archives of Negeri Sembilan in the public area. This can help
the information and knowledge disseminate through this services.

Electronic digital records is a data or information that has been captured and fixed for
storage and manipulation in an automated system and that requires the use of the
system to render it intelligible by a person.(Dictionary,1998). This term is also
commonly been used in archival repository.

Finding aid is meaning by a description from any source that provides information
about the contents and nature of documentary materials. (Dictionary,1998) This
finding aid could help to find information of the collection that provided in an
archival repository. Therefore, finding aids has been placed in the public area also to
make easier for public to access the collection.

Informational value is meaning by the value of records or papers for information
which is containing information on persons, places, subjects, and things other than the
operation of the organization that created them or the activities of the individual.
(Dictionary,1998)

Magnetic tape is one of the collection that provided in the storage of an archival
institution. Therefore, magnetic tape data storage is known as a system for storing
digital information on magnetic tape using digital recording. (Dictionary,1998)

Manuscript is also one of the collection that normally stored and preserved in an
archival institution. Hence, manuscript is a handwritten or typed document which is
including a letterpress or carbon copy, or any document annotated in handwriting or
typescript. (Dictionary,1998).

Furthermore, microfilm can be define as an analog storage medium by using film
reels which are exposed and developed into photographic records using a
photographic process. This typically used to keep paper documents such as
periodicals, legal documents, books and engineering drawings. (Dictionary,1998)

Microfiche storage is provided in the storage area of our Royal Archives of Negeri
Sembilan. Hence, microfiche can be defined as a thin photographic film, which
usually measured with four by five inches and capable for storing information in

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miniaturized form. This technique is practiced in preserving fragile materials such as
archival documents, journals, books, newspapers and magazines, as well as a method
of saving space in archival institution. (Dictionary,1998).

Oral history lab is placed in the public area of Royal Archives of Negeri Sembilan.
Therefore, oral history lab provides introductory, intermediate, and advanced oral
history training by the experts that related and involved in certain field.
(Meriamwebster,1998)

Photographic is a representation that are transformed here, with photographic images
and from a short documentary film made by the author acting as visual references.
(Meriamwebster,1998)

A references service is provided in the public area of Royal Archives of Negeri
Sembilan. Hence, the archival functions of providing information about from holdings
of an archival institution, making holdings available to researchers, and providing
copies, reproductions, or loans of holdings. (Meriamwebster,1998). Furthermore, it
also helps our visitor to gain information about our royal archive through this
reference services.

On top of that. Reprography is the meaning by the reproduction of graphics through
mechanical or electrical means, such as photography. Reprography is commonly used
in catalogs and archives, as well as in the architectural, engineering, and construction
industries. (Meriamwebster,1998)

Seminar hall is placed in the public area. Hence, this seminar hall is often used as a
name for a generic group study or work space. Some seminar hall are more tailored to
a specific topic or field, literally a space designed for a seminar course or
individualized self-study to occur. This seminar hall can help to gather people in one
place and disseminate the information effective and efficiently.
(Meriamwebster,1998)

A server room is a room that used to store, power and operate computer servers and
any related associated components. This room is part of a data center, which typical
houses several physical servers lined up together in different form factors, such as
rack mounted, or in tower or blade enclosures. ( Wikipedia,2005)

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Strong room is important for archival institution because it help o protect valuable
material. This is because, strong room is a room, typically one in a bank, designed to
protect valuable items against fire and theft. (Meriamwebster,1998) For example,
strong room is placed in each of storage room such as microfiche, paper based and
others.

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2.0- BACKGROUND OF ARCHIVES
First and foremost, the name of our royal archive is „Royal Archives of Negeri Sembilan‟.
This is because, this royal archive is located in Negeri Sembilan and it‟s included all previous
royal family of Negeri Sembilan until the latest one. Hence, the collection that included in
this royal archive is primarily focused on the collection that related royal family of Negeri
Sembilan only.

On top of that, the vision of this royal archive is to be leading innovative approaches to
heritage preservation of royal‟s material and collection in Negeri Sembilan while the mission
is to keep and preserve the heritage treasury of royal‟s historical and significant value of
Negeri Sembilan. Apart from, this royal archive has stated with several objectives that needed
to be achieve. One of them is Royal Archives of Negeri Sembilan hold documents that related
to Royal Family of Negeri Sembilan. It can be clearly seen that, any documents and records
that related to royal family of Negeri Sembilan can be transferred to this royal archive.

In addition, the Chief Executive Officer of this royal archive is Mr Nick Christopher Jamie
Anak Jang while the Deputy of Chief Executive Officer is Ms Nurul Aida Syahirah binti
Zulkifli. The other position that included in this royal archive is records manager. Therefore,
this position is owned by Ms Farhah Amalia Atif binti Mohd Zaidi. Meanwhile, as for the
records supervisor, Ms Wan Nur Eisya Nadia binti Wan Ismail is the one that responsible for
this position. Other than that, Ms Nurul Izzati binti Hasan is obligated for the position of
senior archivist and lastly Ms Ummul Aiman Hidayah binti Ahmad Hamdan is the one that
responsible for the position as the records officer.

Moreover, this royal archive also equipped several facilities and services. As for instance,
oral history lab. This oral history lab enable people that visited this royal archive to gain
knowledge through orally which is the expert in related field will orally speech and
explained. So that the information can be transferred effectively because they just need to
listen thoroughly to the speech.

Furthermore, one of the targeted users of this royal archive is students. Since this royal
archive is near to academic institution, it enables the students of this institution to seek
information and gained beneficial knowledge which can be implemented in their studies
effectively and efficiently.

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2.1- Vision
To be leading innovative approaches to heritage preservation of royal‟s material and
collection in Negeri Sembilan.
2.2- Mission
To keep and preserve the heritage treasury of royal‟s historical and significant value
of Negeri Sembilan.
2.3- Objectives

i. Our royal archives of Negeri Sembilan hold documents that relate to Royal
Family of Negeri Sembilan.
Royal Archives of Negeri Sembilan is holding the documents that related
to Royal Family of Negeri Sembilan. This is meaning by, our archives is
specifically is a special archives which is a royal archives that held the
records and documents that related to royal‟s family in Negeri Sembilan.

ii. To preserve all the records and documents the royal of Negeri Sembilan.
Royal Archives of Negeri Sembilan is basically preserving the records and
documents that are related to royal‟s family of Negeri Sembilan.

iii. To provide access to non-confidential records or documents royal of
Negeri Sembilan for further research and enhance the knowledge about the
royal family
Researcher and students are accessible to access the non confidential
records or documents of royal‟s family of Negeri Sembilan. This can help
them to do a further research and gained knowledge about the royal‟s
family in Negeri Sembilan.

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2.4- Logo
Basically this is the logo for Royal Archives of Negeri Sembilan. Before we have
come out with this logo, we have considered with many things in order to produce the
logo that is suitable to be used for our royal archives. Hence, the specification of the
logo has been stated as below:

Flag: The flag of Negeri Design: This is the design
Sembilan is used because it that is suitable with royal‟s
is the symbolic of where theme.
the royal archive is placed.
Word: The word of Negeri
Circle: Circle is representing Sembilan is purposely putted
the deal between staff that there besides the flag because it
together contrives to produce can simply shown this royal
high quality of works. archives is for Negeri
Minangkabau’s house: Minangkabau
Word: The word of „ROYAL is simply recognized as Negeri
ARCHIVES‟ is purposely bigger Sembilan. It has become a symbolic of
than other word because we Negeri Sembilan. Since our Royal
wanted to emphasize the idea of Archives is located in Negeri
Royal Archives and put it at the Sembilan, that is why we have
center of the logo. implemented the Minangkabau‟s

Figure 1: Logo of Royal Archives of Negeri Sembilan

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2.5- ORGANIZATIONAL CHART
Figure 2: Organizational Chart
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2.6- Facilities And Services
Basically, there are several facilities and services that provide by Royal Archives
Negeri Sembilan. Apart from, the uniqueness of our royal archives is, it specifically
for the Royal Family of Negeri Sembilan. Therefore, the records and documents that
held by this archive is mainly focused on the royal only. It does not limited on one
royal family only, but it including the entire royal‟s family of Negeri Sembilan.

One of the facilities and services that provided at Royal Archive Negeri Sembilan is
exhibition. The exhibition area is basically placed in the public area. This is because,
this area is non- restricted area in which, and those that visited this royal archives can
easily explore the exhibition. This exhibition is meaning by a public display of works
or items of interest which held in archival institution. Therefore, the information and
display that related to the royal family of Negeri Sembilan were displayed during the
exhibition. However, the information that exposed during the exhibition is non-
confidential so that visitor of this royal archive can gained some beneficial knowledge
based on the information displayed during the exhibition.

On top of that, Record Management Consultancy Services also been provided by
Royal Archives of Negeri Sembilan. This Record Management Consultancy Services
is offered to private organization that related to the royal family of Negeri Sembilan
that keeps their records in our archives. This is to ensure that, they prepare and
implement record management policies, procedures, manual and standards. Moreover,
this Record Management Consultancy also want to ensure that the knowledge,
understanding and skills are derived in which it can enable them implements record
management programs and activities consistent to the fixed laws, procedure and
standards.

In addition, in the public area of Royal Archive of Negeri Sembilan, it also equipped
with education service room. This help students or researcher that visited to this royal
archive to gain information and knowledge. This place is suitable for them to study by
themselves in suitable surrounding and environment. This area also equipped with
table and chairs that are convenience for them to study and indirectly gained
beneficial knowledge and information regarding to the royal‟s family of Negeri
Sembilan.

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Next, oral history lab also act as one of the services that offered by this royal archive.
The area of this oral history lab is placed in the public area. Therefore, it can be
accessible into this area. This oral history is conducting facilities and services in
which, students or researcher that tend to gain knowledge about the history of the
royal family Negeri Sembilan can come to this oral lab history. This is because, this
oral lab history is a room where the experts from related field will orally explained
and story about the history that they were expert in.

On the other hand, Royal Archives of Negeri Sembilan also provided the research hall
in the public area. This research hall is dedicated for providing full access and
publicly to visitor of this royal archive. In our research hall, either the general public,
students or researcher have the opportunity to view the non confidential records that
may be exposed to the public. This indirectly enables them to gain knowledge about
the royal family of Negeri Sembilan.

Furthermore, in Royal Archives of Negeri Sembilan, it also provided the special
library which placed in the public area. This special library is open for those that
interested to use. However, people that tend to enter this special library must have the
permissions first. This is to prevent from any bad circumstances might be happened
such as lost of material or collection that provided in the library. Basically, the
collection that provided in this special library is mainly focused on the royal of Negeri
Sembilan. But it also served with other additional collection that can be used as the
general information. Hence, for those that used this library will be indirectly gained
many knowledges at one time which is about the royal of Negeri Sembilan and also
general knowledge.

Other than that, Royal Archive of Negeri Sembilan also provides the prayer room and
café inside of the building which is located in the public area. This can make ease for
Muslim to perform their prayer since it‟s already provided in the public area which
means it is open to be use. This royal archive also has their own café inside the
building so that people can easily visit this café whenever they want. The souvenir
shop also been placed in the building in the public area so that for those that interested
to have the souvenir can easily walk into this shop. Besides, outside of the building,
there is a large parking that provided for the visitor. This area of parking can

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accommodate many vehicles. Apart from, there is also an OKU parking that placed
near to the main entrance so that it can be easier to enter through the main entrance.

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2.7- Target User
Each of the organization and institution must have their targeted user that may utilize
the facilities and services offered by them. This is because, it is to ensure that the
facilities, services, products and collection that offered by them is beneficial to be
used among their targeted user. Hence, Royal Archives of Negeri Sembilan also has
our own targeted user. This is the reason why, by having the targeted user, we can
know which can be improve so that it can increase the quality and gained trustworthy
among the targeted user.

One of the targeted users of Royal Archives of Negeri Sembilan is students. Royal
Archives of Negeri Sembilan is near to many facilities and one of them is Academic
Institution. Therefore, this is why students from this higher institution can be one of
our targeted users. Since the academic institution is near with our royal archives, it
can open the opportunity for the students of this academic institution to seek
knowledge about the royal family of Negeri Sembilan which can help them to
implement the information and knowledge in their studies.

Other than students, researchers in related field also one of the targeted users for this
royal archive. This is because, the collection and services that provided in our royal
archive is suitable to be used for further research. For example, the manuscript which
related and produced by the royal family of Negeri Sembilan can be used as future
reference. This indirectly can help the researcher to gain information and
implemented them into related field.

On the other hand, private organization such as production documentary is the
targeted user of this royal archive. This is because, this production documentary have
many records and documents that are useful to be included in our royal archive. They
must have done a documentary that related to royal family of Negeri Sembilan.
Therefore, they also can use our royal archive to seek more information in order to
add information regarding to the genealogies and history of royal family Negeri
Sembilan.

On top of that, general public of Negeri Sembilan is also can be consider as our
targeted user. This is beause, some of them do the donation to our royal archives
because they might have the beneficial materials that are valuable and related to royal
family of Negeri Sembilan. This can be transferred to the collection of our royal

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archive. Moreover, instead of giving donation, they also can add up their knowledge
about the royal family of Negeri Sembilan

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2.8- Types Of Collections
Basically, Royal Archives of Negeri Sembilan is the place where the royal‟s family
kept their records and documents. Records and documents that are no longer use are
transferred to this royal archive. That is why, this royal archive has variety types of
collection that provided in Royal Archives of Negeri Sembilan. Moreover, we also
have the enough space to accommodate the collection and each space has been
divided according to the types of collection. This is because, some collection of
material is flammable so that it must be deported from others materials.

One of the collections that provided in this royal archive is paper based records such
as newspaper collection. This is meaning by, a large current newspaper collection
that produced related to the royal‟s family of Negeri Sembilan is kept into the
collection of this royal archive. This is to provide future reference in any related field.
In addition, special collection like manuscript that related to royal family is also one
of the types of collection that collected in this royal archive.

Moreover, large scale material such as the maps collections which is the previous
maps of Negeri Sembilan and related to royal of Negeri Sembilan is also one of the
types of collection that collected in this royal archive. This is beneficial to be kept
because, it can be used for further research. This is the reason because, by keeping
these kinds of materials, it can act as a evidence to support the existence of the
country and also the royal‟s family of Negeri Sembilan.

Photographic materials also been provided in this royal archive. Therefore, this means
that any picture that has been photographed by the previous people in the previous
life of Negeri Sembilan is transferred to this royal archive. This to show the previous
living of royal‟s family in Negeri Sembilan in sequence so that it can be easily
recognized and give knowledge to general public of Negeri Sembilan about the royal
family of Negeri Sembilan.

Digital and Electronic records has been included as the collection of this royal
archives. The examples of these electronic records that has been stored in the Royal
Archives of Negeri Sembilan are like magnetic tape, optical media such as CD, DVD
and hard drives. This kind of collection requires amount of monitoring to protect from
the environment degradation. Therefore, it is significant to consider the humidity,

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light level to prevent from any bad circumstances might occur in which can affected
to our royal archive
Apart from, magnetic records also provided in this royal archive. Film-based records
require specific preservation environments depending on their material composition
and physical condition. Sensitive films must are placed in other partition in storage
area because it must be separated from others material. This is because, it is easily
flammable that might be harmful. As for instance, the type of magnetic records or
film records that kept in this royal archive is inkjet print, glass plate, photographic
paper prints and others.

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2.9- SWOT ANALYSIS
SWOT Analysis is a strategic planning technique which used to help an organization
to identify their strength, weaknesses, opportunities and threats towards their
organization. It is also to analyze the external and internal factors that can give
impact. This method can also be considered as best for decision making because it can
show the strength that should maintained and improved and also the threat that should
be prevent or improvised thoroughly.

As for Royal Archives of Negeri Sembilan, the strength of our royal archive is it has
variety of collection. This royal archives will be only preserve and stored any
documents are records that related to royal of Negeri Sembilan. Since, all the records
that kept in this royal archives, it can show the culture, activities, the generation of
royal family of Negeri Sembilan and more. For example, photographic collection
regarding to royal family of Negeri Sembilan starts from the previous ones until now,
manuscripts, diaries by the royal family itself and others.

Furthermore, this royal archive is also unique because in Negeri Sembilan, they don‟t
have a royal archive. Therefore, the existence of this royal archive in Negeri Sembilan
helps to preserve and stored the documents and records that related to royal family of
Negeri Sembilan efficiently. From the preservation of these collections, it could help
to provide evidence about the royal of Negeri Sembilan. Hence, it indirectly exposed
the public of Negeri Sembilan with the existence of this royal archive. Apart from, it
also helps to give better exposure and understanding towards royal archive because
royal archive did not receive wide exposure unlikely like other archives. The location
itself is strategic because it is near to many facilities such as academic institution and
the main road. This can help to get the attraction of nearby people around the royal
archive.

Moreover, other than the collections, our royal archives also offered with many
facilities and services. As for the internal, it can be clearly seen in the public area of
the Royal Archives of Negeri Sembilan, which it has education services room, oral
history lab, research hall, library and many more. These services that provided in this
royal archive can help researcher, students, general public and other to understand
more about the royal archive and the royal of Negeri Sembilan. From these services,
they now can be exposed and gained more beneficial information related to royal of

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Negeri Sembilan. Meanwhile, as for the external, the parking facilities have been
provided widely that can accommodate many vehicles at one time. In addition, the
parking for bus also provided if there is any academic visit to our royal archives.

However, in SWOT Analysis there is also stated about the weakness. Hence one of
the weaknesses of our royal archive is lack of exposure. Since this is the first royal
archive that builds in Negeri Sembilan, it may have less attention among the people in
Negeri Sembilan. As a result, many people will still not aware the existence and the
function of this Royal Archives of Negeri Sembilan.

The weaknesses of this royal archive, it also included about the lack number of skilled
staff. Since Royal Archives of Negeri Sembilan is still new, it has low number of
staff. The staff can be considered as the backbone of an organization. Therefore, it is
important to have enough staff that equipped with enough skill. Apart from, this royal
archive has lack number of staff which can consume to weaknesses of this royal
archive. This is because, the progression of work cannot works smoothly since there
is not enough manpower to handle each task efficiently.

As for the opportunities, Royal Archives of Negeri Sembilan will enhanced the
security of the building. This is meaning by, the security system will tighten to ensure
that our royal archive is safe from any bad circumstances. This is important because
this royal archives held and preserved significant records and documents that related
to royal of Negeri Sembilan. Therefore, it is crucially needed to improve the security
level of this royal archive so that any records kept in the storage can be safely
preserved.

Furthermore, the other opportunity of this royal archive is about the collection. It is
better and good if our royal archives can store variety types and unique collections to
be preserved in our royal archives as it not only limited to royal only. This indirectly
help to make exposure for public of Negeri Sembilan to get know about their history
of Negeri Sembilan itself.

In addition, well trained staff can be also improvised. This is because, by having well
trained staff and it is better to employ staff that related to this field because they
already been exposed and involved in this field. So that, they can use the knowledge

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that they have and implement them towards the productivity of work. This indirectly
help to improve the quality of productivity of work produced.
Moving on to threat, the location of the Royal Archives of Negeri Sembilan can be
exposed to insect. Hence, this can be considered as a threat because there are many
pests that attracted to paper. Therefore, it can lead to threat towards the collection in
this archive because it can cause damage to the collections.
Other than that, environmental surrounding can threaten this royal archive. Even
though the environmental area of this royal is far from the natural disaster but still it
has probability of getting involved to natural disaster. This is because, natural disaster
can be happens beyond expectation. This is why, it may affected the royal archive if
anything bad circumstances occur.

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3.0- EXISTING BUILDING
Basically, the exiting building of our Royal Archives of Negeri Sembilan is located at Jalan
labu, Mambau 70300 Labu, Negeri Sembilan, Malaysia. We have chosen Labu Negeri
Sembilan as our existing building because the location is suitable to place our existing
building of Royal Archives of Negeri Sembilan. The location and this country are strategic to
locate our existing building.

Before we choose the best building for our existing building, we do many considerations in
many perspectives such as from the internal criteria and external criteria. This is significant to
consider first the criteria of the building from the inside and also the outside of the building.
This is because, it can prevent from any bad circumstances that might occur towards the
building. Therefore, we have considered from the internal and external of the existing
building. Hence, the internal criterion of this existing building has been measured through
their spaces in the building. It is important to have enough space in the building. Meanwhile,
as for the external criteria, we have ensures that this existing building is far from the
industrial area to prevent from damage to our collection.

3.1- Full Address
Jalan labu, Mambau 70300 Labu, Negeri Sembilan, Malaysia. We have chosen Labu
Negeri Sembilan as our existing building because the location is suitable to place our
existing building of Royal Archives of Negeri Sembilan. The location and this
country are strategic to locate our existing building.

3.2- Selection Criteria
Before we choose the best building for our existing building, we do many
considerations in many perspectives such as from the internal criteria and external
criteria. This is significant to consider first the criteria of the building from the inside
and also the outside of the building. This is because, it can prevent from any bad
circumstances that might occur towards the building.

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3.2-1. Internal
Furthermore, the other criteria that we also been considered for our existing
building is also the space. Large amount of space can help to increase the
productivity and quality of work. This is because, when a building has an
enough space, it can accommodate with many important things. For example,
if the space provided is large enough inside the building, it can improve the
quality of work between staff because by having enough space, it can be easier
to conduct work effectively and efficiently. As for our existing building, the
space provided is just enough to conduct works. However, it is better if the
space provided in our existing building is larger so that it can accommodate
more collection and equipment in the storage area.

Floors in buildings provide strong level surface to support occupants,
furniture, and other equipments. Hence, this is one of the internal criteria that
has been considered is about the strength of the floor in the building. The
strength of floor structure should be adequate to carry dead load of the floor,
finishes, fixtures, partitions, services and expected imposed loads of
occupants. Reinforced concrete floor, which might be used for providing
strength and fire resistance (Theconstructor,2016) Therefore, as the storage
area, mostly this kind of floor has been used in the area of storage because in
the storage area requires strong strength of floor that can support the collection
because the collection is added each day. Furthermore, the floors need to
support and accommodate ventilation, water, electrical, heating services
without causing detrimental effect on the stability of the floor.

Moreover, the strength of walls is depending by strength of material that used
to build the wall and how materials are fitted together. Hence, the stability of
wall greatly depends on stability of its foundation, temperature effects, natural
disaster such as earthquakes and changing in moisture (Theconstructor,2016).
Furthermore, walls also should have enough resistance against moistures that
might penetrate through foundation walls by absorbing water from the ground
or by falling of rain on the walls. In addition, we also have considered the fire
safety requirements of walls inside of the building. Hence, the restrictions are
carried out by providing fire resistance for walls and specify level of
flammability of materials used to cover inside walls and floors. Besides, walls

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that provided in our building must contain heat and prevent its loss because it
leads to obtain cost effective, and comfortable thermal conditions in the
buildings. Hence, it is suitable to implemented wall that thermally insulated to
avoid too much loss of heat just like the wall that used in this existing
building.

Electrical wiring needs expertise attention to every building project. Hence,
the completion and implementation of electrical wiring is one of the most
important criteria inside of the building. This is because, if any short circuit
happened to the wiring of the building, it can be harmful because it can cause
bad side effect such as fire explosion. Therefore, the experts of conducting this
electrical wiring must be carefully placed the electrical wiring to avoid any
bad circumstances occur inside of the building. This indirectly also can lead
the collection of our royal archives to damage.

On the other hand, piping system is also important when it come to internal
criteria. This is because, piping system cannot be placed easily but must have
a strategic planning first. For example, water resources cannot be places next
or near to storage of the royal archive. This to prevent from damage might
occut from the leakage of the water resources. That is why, toilet and anything
that related to water resources must be place far from the storage area to
prevent any bad circumstances happen.

3.2-2. External
One of the external criteria for existing building is location. It is important to
choose the location wisely. Basically, there is several type of location that can
build the building. For instance, ground level and above ground level
construction, below ground construction and cave storage. Therefore, the
existing building of our Royal Archives of Negeri Sembilan is built on the
ground level and above ground level. This is the common form of construction
with a foundation on the ground.

Furthermore, the other external criteria are also the environmental
surrounding. It is important to survey the surrounding before deciding to place
our royal archive there. This is because, the surrounding of the building must
be far from the natural disaster that could happen. For example, landlsides,

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flooding and more. That is why it must be far from the mountains and river or
nay water sources so that it can decrease the possibility of any natural disaster
could occur. Therefore, as for the surrounding of our existing building, it is far
from the area of mountains or cliffs. So that, it can prevent our existing
building from the natural disaster that might be happen.

On top of that, the other criterion for the external of our existing building is far
from industrial area. This is significant to place our existing building far from
the industrial area because it can be harmful to our collection because of the
air pollutant by the industrial factory. Some collection are sensitive and can
damaged if they are not keep properly, so that is why it must prevent the
collection from near to the industrial area because it might harmful the
collection in our royal archive.

First and foremost, the first internal criteria that we have considered towards
the existing building are about the size of the building. The sizing of the
building for this existing building must be large enough for the future
expansion. This is because, records are made day by day. These additional
records need more spaces in the archives. Other than that, the external of the
existing building must have sufficient parking lot for staff and visitor. In the
area of loaing bay, it must also have enough parking for the entrance of the
lorry to transfer the records to this existing building. By having sufficient
parking lot for staff and visitor and also in the area of loading bay, it could
help ease the progression and easier for visitor to park their vehicles
efficiently.

Moreover, it is also important to ensure that the existing building is near to
facilities. This is because, with the short distance between the existing
building and the facilities, it can increase the awareness among people of
Negeri Sembilan to aware with the existence of this Royal Archives of Negeri
Sembilan. As for instance, the existing building must be near to police station.
This is the reason why, if anything bad circumstances happens towards the
existing building, it can immediately get help and reported the situation. So
that it indirectly secure the existing building of Royal Archives of Negeri
Sembilan. Apart from, our existing building also near to the main road which

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it can make accessible towards people in Negeri Sembilan to easily recognize
our existing building of Royal Archives of Negeri Sembilan.
3.3- Google Maps

Figure 3: Maps location of existing building

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Figure 4: Satellite location of existing building
Figures above showed the maps and satellite of Royal Archives of Negeri Sembilan‟s
existing building. This existing building can be clearly seen from the maps that the
building is far from the water resources such as river. Apart from, from the maps, it
also shown that our existing building is near to the main road which is it can be
advantages for our Royal Archives of Negeri Sembilan‟s existing building because
near to this kind of facilities which can expose the existence of this royal archives
widely.

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3.4- Photo Of Existing Building

Figure 5: Entire of existing building from the front
Figure 6: Main entrance of existing building
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Figure 7: Staff‟s parking
Figure 8: OKU‟s parking

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Figure 9: The area of loading bay at the back of existing building
Figure 10: The back of existing building
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4.0- NEW SITES FOR ROYAL ARCHIVES OF NEGERI SEMBILAN
Previously, the Royal Archives of Negeri Sembilan already had an existing building
at Jalan Labu, Mambau 70300 Labu, Negeri Sembilan, Malaysia. Since the existing
building did not have enough space to store all the materials, we decided to construct
another one in the new area. The new site of Royal Archives of Negeri Sembilan we
choose is a very large area and has the capacity to accommodate existing collections
of archival materials as well as new archival materials.

4.1- Full Address
Jalan Sungai Ujong, 70200 Labu, Negeri Sembilan,Malaysia. We have selected Labu,
Negeri sembilan as a new area to establish the Royal Archives of Negeri Sembilan as
it is a rapidly developing city and it is also a strategic place to build archives since the
region is very spacious. Besides, Negeri Sembilan also has no archive of its own.

4.2- Selection Criteria
Before we choose the best area for our new site, we do many considerations in many
perspectives from the external criteria. This is significant to consider first the criteria
of the new site. This is because, it can prevent from any bad circumstances that might
occur towards the archival repository.

First and foremost, the first criteria that should be consider is the location which is
avoidance of hazards. The site for an archival repository should not be near to an
industrial or agricultural facility or other installation emitting harmful gases, smoke
and dust. Based on our new site, the area is located far from the industrial area. Since
it is far from industrial, it is free from air pollution. As we know, bad air can affect
buildings and the collection of archival materials. Due to the internal requirements
such as air tightness, light protection, and moisture resistance, the air mobility in the
archive is very poor, so harmful substances are easily generated and accumulated. The
air pollution not only affects the security of archival information but also threatens the
health of archivists. Since several collections are delicate and can easily be
deteriorated if they are not properly maintained, archival repository must be stopped
from being build close to the industrial area as it could affect the collection in our
royal archive.

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Moreover, the size of the archive should also be large enough such as for future
expansion because records are created every single day and the current space might
not be big enough when the time has come and the management will have to expand
the current design of the storage room. The archive should have sufficient parking lot
for staff and visitors especially at the loading bay areas as to smooth the movement of
the lorry carrying the records. Since our new area is very large so the future expansion
for storage area is huge too.
Besides, as for the floodplains requirements, it is a must to not build an archive near
to a river or lake as flooding might occurs. It is advisable to have minimum of 5 feet
above and 100 feet away from floodplain area. Based on our new site, we were told
that the place had never been flooded before because the area was high and the water
was not easy to access despite the heavy rainfall. So, looking at the above factors, it is
very safe to build an archive there.
Furthermore, the location should be outside of natural phenomena such as landslides,
earthquake, and most importantly away from any risk that is come from fire especially
when building archives with housing or industrial surrounding it. It is also advisable
to not build archive near to the gas station. This is because the likelihood of fire
occurring is very high. If fire, landslide and earthquake occur it would cause serious
damage and would endanger the lives of the staff. Not only that, the collection of
archival materials will also be destroyed and thus we will lose valuable and historic
things about the country. Therefore, for this new area we have already identified these
kinds of things from occurring and our study findings indicate that the area is very
safe to build an archive and protect from such incidents.
Last but not least, the external criteria that need to be considering in the construction
of the archive is the location should be located within a short response time of
emergency services. For instance, police station and fire station. This is to make it
easier for the authorities to act in case of unwanted things like theft and fire happens.

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4.3- Google Maps

Figure 11: Maps Location of New Site
This is the direction to the new site of the Royal Archives of Negeri Sembilan. From
Puncak Perdana to Labu, Negeri Sembilan it only takes one hour and five minutes
which is 72.2km.

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4.4- Google Satellite

Figure 12: Satellite Location of New Site
The figure above showed that satellite location of the new site of Royal Archives of
Negeri Sembilan. Our new site can be seen on the satellite map and through this view;
we can figure out that the new site is far from water resources, gas station and
industrial area. Our new site is accessible by main roads, public transportation,
accessible to potential users and cultural plus educational institutions. Our new site
also located near to mall which is 5.7km from Aeon Mall, 37.5km from UiTM
Seremban and near to other facilities to facilitate users and staffs.

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4.5- Photo of New Sites
Figure 13: Area of the Royal Archives of Negeri Sembilan's New Site

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5.0- STRUCTURAL AND DESIGN CONSIDERATION
In order to build archival repository, structural and design consideration is essential to
facilitate the process of division of the area within the building. Detailing structural and
design consideration issues, we can determine the size of the site for each room and how it
should be designed. We need to emphasize the design consideration for each part of the
archive as each has different requirements for doors, walls, floors and lighting.

5.1- Doors
5.1-1. Processing Area

Figure 14: Loading Dock Doors
We have been using double doors for the use of receiving room, triage room,
dirty room, humidifying room, meeting room and training room. Meanwhile
for the steel door. We have decided to place it at photographic room,
reprographic room, conservator, preservation, bindery and film preservation.
There are parts of in the requirement that have stated that need to be use in our
Royal Archives Negeri Sembilan.

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5.1-2. Public Area

Figure 15: Glass Door
This is our main entrance. We using this door because it looks not too
crowded and it is suitable to put at the main entrances because the size of the
door can make many people go through at the same time. We use the glass
door to make it more simple and expensive looks to our archive. The glass we
use is very high quality that can make our archive still in high security. This
glass also used to make our archive look more elegant, bright, modern and
also eye catching.

5.1-3. Staffing Area

Figure 16: Double Door

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We have been using double doors at the emergency exit, the near the parking
lot, the discussion room, training room, C.E.O office, Deputy C.E.O office,
Accountant Office and meeting. Meanwhile, for the single door made out of
mahogany, which is a strong wood, we had used on leisure area, technical
department near to the server room, storage area, registry, pantry, prayer
room, toilet, Personal assistant, legal office, Human Resource Department and
near the entrance to the public area.

5.2- Walls
5.2-1. Public Area

Figure 17: Pink-coloured Wall
We used this wall because it looks simple and not crowded. Besides that, the
color that we used also to show the environment calm. This also make the
space looks wide.

5.2-2. Sketch Up

Figure 18: Concrete Brick
For wall of the building, we used concrete brick. It is constructed as a load
bearing structure to transfers loads from floor to the wall below or to the
foundation, in addition to divide spaces in multi-storey buildings. Moreover,

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concrete wall is a desirable structural element in earthquake prone areas since
it exhibit satisfactory performance during earthquakes. Last but not least,
concrete bricks are one of the longest-lasting and strongest building materials.
5.3- Lighting
5.3-1. Public Area

Figure 19: Pendant Lamp
We used this lighting because we want to give our archive good images and
this is also given an elegant touch. We used this lighting also to make the
environment in archive look bright. If we do not use these types of lighting,
our archive will be looks like dim.

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5.4- Roof

Figure 20: Roof

The roofing membrane and flashing should be designed to be easily accessible
for replacement during the life of the building. Due to the reason, The Royal
Archives of Negeri Sembilan used roof that durable, long-lasting and
noncombustible materials.
Moreover, we also installed roof slope. This is intended to avoid any water
ponding and so that water drains away from archival storage areas.
Furthermore, roof drainage systems are essential to safeguard many buildings
from the unexpected and costly water damages. Rainfalls occur every year
and, if not properly rainproof, our archives could be among the stats of
damaged properties. Over time a roof can collect too much water which will
cause it to flood, to prevent this we install a roof drain. It is works to remove
rain water. We installed the roof drain because we want to ensure that no
water leaks to tamper with our archive‟s electrical wiring. If not attended to,
water can make the walls wet, weaken the foundation, basements, lead to mold
growth, and cause more related problems that could end up costing the
exorbitant repair costs.
Last but not least, as we have been told that water leak through the roof are
threats to archival collections. So to fix that we have water leak prevention
installed. The reason we installed the water leak prevention is to avoid from
molds. This is because molds can appear once the surface is exposed to
moisture. This can lead to foul smell around the archive which makes it
unlivable and unbearable for those residing in the archive. It also can even
have negative effect on the quality of the around the archive and can damage
archival collections.

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5.5- Windows

Figure 21: Double Glass Window
For window, we decided to install double glass window at the staff area, public area
and processing area. For processing area, those windows were secured with double
glazed and filtered against excess light and ultraviolet radiation. For staff area and
public area, those windows were secured using double glazed with strengthened glass
and filtered. There is now window was installed at the storage area due to the certain
archival collections cannot be exposed to the sun, if exposed it can cause damage to
the materials. Not only that, archive materials should not be exposed to the public as
private files are also stored there. This is also to prevent theft and sabotage by
outsiders, so the storage area is not fitted to windows for the purpose of preserving
archival materials.

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5.6- Floors and Tiles
5.6-1. Processing Area

Figure 22: White and Brown Tiles
The processing area has been using white and brown tiles only. This is because, it
makes the movement of the trolley to pass over again and again very smoothly and it
is very suitable for the use of in processing area. Other than that, the floors must be
constructed of steel reinforced concrete. We have been choosing these tiles because to
make sure that the heavy loads placed upon them by the archival materials and its
shelves.

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