FLIPBOOK

5.6-2. Staff Area

Figure 23: Wood Floor
Staff area has been using wood as our flooring because it is easier to afford and also
to prevent any minor accidents happened in our archives. Not only that, the wooden
flooring is made out of mahogany as it is durable and can withstand any impact of
damaged items. This is also made for our cleaners to remove stains and dirt when
cleaning the staff area.

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6.0- SKETCH UP
Sketch Up is an intuitive 3D modeling application that lets user create and edit 2D and 3D
models with a patented “Push and Pull” method. It is a program used for a wide range of 3D
modeling projects like architectural, interior design, landscape architecture, and video game
design, to name a few of its uses. We used sketch up to create design for our Royal Archives
of Negeri Sembilan. The design we created was based on the criteria set by the lecturers and
based on the notes we learned. So, below we attach the overview of our Royal Archives of
Negeri Sembilan.

6.1- Overview of Sketch up
6.1-1. Top View

Figure 24: Top View
This is top view of The Royal Archives of Negeri Sembilan. Based on the
pictures above, this royal archive can load up to 500 people at a time. Looking
through this view, we can see the whole building. There are four important
parts of this building namely processing, storage, staffing and public area. The
green area is the future expansion for the Royal Archives of Negeri Sembilan.

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6.1-2. Front View

Figure 25: Front View
This the main entrance of our Royal Archives of Negeri Sembilan. For the
main entrance of the Royal Archives of Negeri Sembilan, we installed a boom
gate for our archival security purposes. Therefore, staff or users of the royal
archives of Negeri Sembilan need to pass the security guard at this boom gate
first before entering the archives area. For users, they need to fill in their
names as users first in the visitor‟s book at the security guard while for the
staff or royal archives of Negeri Semblan they only need to show their staff
card in order for them to pass through the boom gate.
After that, users can continue to park their vehicles in the parking lot next to
the roundabout. Parking lots provided for users are located near to the main
archives entrance. for the parking staff, it is located near the staff entrance.
Parking staff and users are different. In front of the archives entrance, there is
a roundabout. This is to keep users and staff on the right track and to avoid
traffic jams.

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6.1-3. Back View

Figure 26: Back view
This is our back gate. This back gate mainly focuses on the exit and entry of
the lorry to send the materials. This back gate is also close to the loading bay
and processing area. This gate is used for the purpose of sending and receiving
archives materials only.
6.1-4. Left View

Figure 27: Left view
On the left of the building, it houses the staff area and the public area. Staff area
can only be accessed by staff using the access card. While in the public area, users
can use all the facilities provided in the area. Staff area building located near to
the parking staff, this is to facilitate the movement of staff in and out.

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6.1-5. Right View

Figure 28: Right view
On the right side of building, this area which is storage area covered 70% of
the whole archival building. This area is the largest because it is a place for
storing archival materials. Based on the image above, there is a green area
which is the future expansion for storage area. The expansion area function is
when the storage area is full so the expansion area will be used to expand the
storage area to accommodate more archival material collection. The red door
in the picture is an emergency exit point from the storage area. In the event of
any emergency, staff will exit through the door.

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6.2- Homestyler 2D View Floor Plan with Emergency Exit

Figure 29: Homestyler 2D View Floor Plan with Emergency Exit
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6.3- Full Floor Plan
Figure 30: Full Floor Plan
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6.4- Homestyler 3D View Floor Plan
6.4-1. Top View

Figure 31: Top View
6.4-2. Front View

Figure 32: Front View

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6.4-3. Back View
6.4-4. Left View

Figure 33: Front View

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6.4-5. Right View
Figure 34: Right View
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7.0- SPACE CONSIDERATION AND EQUIPMENT
As you know, an archive is a place where all value records are stored for future use. Archives
are one of the organizations that helps keep records of value in mind. Most archival buildings
are the most expensive ones because all the equipment used is high cost with high security
features that keep records and archives safe. This is because every record kept requires
sophisticated processing of the records because the records received by the archives are
probably old. As such, archives are often labeled as buildings that require high cost to build.
Each corner of the archive building must be properly planned before it is built. This is
because the building is the focal point for the record being kept. Archival buildings are safe
or away from natural disasters, water resources, gas stations and others that could endanger
the record.

The Royal Archives Negeri Sembilan is one of the high cost archives. We take great care of
our archives before removing them. We chose a large site to build our archives so we have
plenty of space to store records for the future. Our building can accommodate up to 500
people including our employees at the same time. Our Royal Archives of Negeri Sembilan
building also features unique design features that feature government elements.

In addition, the archive building we built complies with the requirement to build an arch. The
equipment used in our archives also complies with the guidelines provided to prevent any
such disasters from fires. Each of the equipment we use is technologically advanced and has a
certificate from the Malaysian government of SIRIM. This is because we do not want our
memories to be at risk of being lost, burned or otherwise. SIRIM is the Standard and
Industrial Research Institute of Malaysia. Every electrical item issued must have a SIRIM
certificate or stamp to ensure that the apparatus complies with the prescribed standards.
Confirmation from SIRIM is a priority for us to ensure that every appliance used, especially
the electrical appliance, is safe.

Royal Archives Negeri Sembilan has a room consisting of a powerful room and will also
include space to process records and store the materials and equipment needed to function.
Our archive may be a building or part of a larger building. Usually stored records do not need
to be inactive or non-current value records for permanent preservation. The archive is usually
stored in the archive repository. There are many things that need to be prioritized in every
room in terms of safety, security, space and environmental equipment that need to be

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carefully considered and done to ensure a safe record in the building. Inside the archive
building are 4 areas that need attention.

7.1- Staff Area
This is the floorplan for the staff area that can show the space that has been provided
for the staff to work in Royal Archives of Negeri Sembilan.

Figure 35: Staff area
Staff area is the only area where only Archives staff can been access to this area. The
staff area can been fill for up to 50 people. This staff area actually not in large space
because only a few staff that been work at the staff area. Mostly others staff will be
having their own office or work at other areas. In the staff area there are many types
of room provided for staff including the CEO's office, the Deputy Office Room, PA
and other room staff. Other facilities are available in the staff area such as a pantry,
prayer room, toilet and meeting room as well as discussions. The room provided has a
different size depending on the room. The CEO's office is a small room away from
other employees because the CEO is a big person who needs to be given priority and
the CEO also needs a large amount of space to keep a lot of records in his own room.
Other public offices are quite similar because they don't need much space to keep
records. In addition, the equipment used in the staff area is more technologically
advanced such as using an access card to enter the staff space because people do not
want to enter the staff room as it is considered a private space for an organization.
Each room is equipped with computers such as computers that allow all staff to work
without barriers. For every office and room there we provide a complete equipment
and furniture for example, chair, desk, computer and also shelves for our staff use.

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The staff area is a place where staff members worked in making documents and
discussing reports and statistics of the current archives. It is also a very important
place for to work privately away from the public. Our staff area is consisting of many
rooms including meeting room, training room and leisure room.
i. Meeting room

Figure 36: Meeting area
A room filled with eight chairs and a large table. Functions of meeting room is as a
meeting point for discussion of current trends. Anything activities for our archive
such as planning or make decision making, we use this room to brainstorm the idea
for something. Next, we use this room for make interview meeting for recruitment.
When we open interview session, we use this room for the candidate to make an
interview so that we can focus with this session without any distribute from outside.
Lastly, we use this room for have some meeting with others organization for outside.
It can be meeting with the National Archive Malaysia to make sure all the procedure
that we make for our archive is follow with the standard that are given by the National
Archive.

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ii. Training room

Figure 37: Training area
A room filled with tables, chairs and whiteboard. Function of training rooms are much
more than spaces where employees come to sit and learn – they‟re dynamic
environments where people meet, learn, share ideas and collaborate. When designing
a space to accommodate such a wide range of activities, it can be hard to decide
which aspect of the design should take priority.
iii. Leisure area

Figure 38: Leisure area
A room with a television, couch and bookshelves. Functions of leisure area is a place
of socialization among staff, workers and trainees. This room can use for the staff to
make a good relationship among of them. Sometimes they are not enough time to
meet between them but through this room they can meet can socialization among of
them. Besides that, this room also for a place of relaxation and entertainment of our
staff to relieve stress. All the staff in Royal Achieve of Negeri Sembilan can use this

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rea as a place for release their stress from work. Their can use this area in lunch time.
Sometimes they can use it if they not feeling well. Lastly, they can use leisure area as
a place of quiet reading for our staff whom are avid readers and bookworms. If they
have sometimes especially in lunch time, they can use this area for reading book
because this area do not have any distribution they can read in relax environment.

7.2- Public Area
For the public area, this is the main area that needs to be emphasized as well as the
equipment placed in the public area. The public area of the Royal Archive of
Sembilan can accommodate about 300 people at a time. Public area expansion is very
important for the comfort of the attendees. The public area has a variety of facilities
and rooms as well as functions. Here is a floorplan for the public area of Royal
Archives of Negeri Sembilan.

Figure 39: Public area
Each room has a different area. The largest room is the research hall. The hall has
several rooms reading room for large scale materials, audio visual digital records and
discussion room. All of these rooms are dedicated to reading archival materials. hence
the size of the hall is larger as it is the main place for users to come. This area is
mostly users visit to make a research so that the reason why research hall is most we
consider the space because we want the users can be easy to access all the materials or
records for doing the research. In addition, we also provide the seminar room and

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auditorium for users wants to make some activities. Seminar and Auditorium Hall is
also large rooms that can accommodate up to 70 users. This hall suitable for make
activities that involved with large amount of people like talk session. The space for
research hall, seminar hall and auditorium hall we always consider because to fit
many people on the room at the same time. In addition, the equipment used is also
sophisticated and up-to-date, especially in the research hall. This is because, the
research hall is used to read materials and every archive material should be used
correctly and in a safe way to prevent damage. To read such materials requires
different equipment such as electronic or digital records using a television computer
to read the contents of the material. Advanced equipment is also used at Exhibitions
and Gallery to attract users to the exhibits we provide. Our public area is consisting of
including:
i. Finding aids room

Figure 40: Finding aids
Finding aids room is collection of the records are been grouped together and the
records have been accessioning. Finding aids also knows as a tool for the users use to
search anything about the information that they want. In finding aids they have many
information have been provide such as the published and unpublished inventories,
index, register number and the instructional. All the records that put in the finding
aids have been accessioning before put on the storage. We provide finding aids in the
electronic formats which is the users can use the computer that we provide in the
room to search any types of records that our archive provides. In this room have
security system to make sure the users not do anything like plagiarism the
information.

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ii. Research hall

Figure 41: Research Hall
Research hall used for the users to use or reading our archive materials. This area also
has a high security supervision by our staff and also security system to make sure all
the records have been used in proper way. Our staff also guide the users about safety
regulation in handling the records to make sure the records are not damaged. Research
hall also used to make sure the movement of the records are be reduced and the
records cannot be taken out from this place. In this research hall have been provide
complete equipment and furniture that be adjustable for the users to use this area
without any problems. This area also in low noise environment because we want to
keep the comfortable environment for our users and also to keep our records in save
condition. In this area we also provide some specialized reading room according to
the types of records. First, large scale records reading room for the materials in large
size such as maps. Second, electronic or digital records room for materials in
electronic formats such as tape or movie cd. Third, audio visual or computer records
reading room for records in audio visual such as music or the voice in mp3 formats.
Lastly, discussion room for the users who wants to make a group discussion,

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iii. Oral history lab

Figure 42: Oral history hall
Oral history lab is room used for the users to get know about the history based on the
true story by people itself. This oral history knows as a story telling about true events
that happens in the past. But not all the people give the story is from the past maybe
some of it from this generation that have been made some researchers outside our
building. The story has been told not only story from the past it can be events that
happen now days. We make this room to give the users to more understands about the
history that happen in our country especially in Negeri Sembilan. This can give more
emotions to the users after listen the whole story. We make this especially for the
younger generations to make them more love with our country and we also wants they
protect all the origin our country for the next generations. In this room, we provide a
complete equipment and furniture to make our users feel comfortable using this room.
This room also have been security supervisions by our staff. The staff will make sure
the users use this room in proper and not damaged this room.

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7.3- Storage Area
The Royal Archives of Negeri Sembilan has 10 rooms for record keeping. Storage
area is the largest area and the strongest control area. There are seven rooms for
storing records such as electronic records, large scale records, and more. In addition,
there are two rooms for paper based. Each room has a Strong Room to control all the
rooms in the storage area.

Figure 43: Storage area
Storage area is the most important area of area because keeping records requires a
large and safe area. As a result, all organizations provide extensive storage areas
including the Royal Archives of Negeri Sembilan. We need a lot of space to keep all
the records we have. Most of the records we receive are large scale records,
microfilm, visual audio and even photographic. As such, we need a large area where
we can store all the records in our archive. The records we receive will be stored in
our storage area. The space storage area can accommodate up to 1,000 for all types of
records. All stored records require different rooms due to different temperatures and
humidity. Paper Based Rooms need to be used as separate buildings meaning Paper
Based cannot be close to other rooms. This shows that the storage area has the most
space among the other areas to keep the records in good shape for the future.
The equipment used in the storage area is also very important as every record kept
must be careful not to damage the records. Every bill and space in the storage area has
a security system such as CCTV to keep the records. In addition, the storage area does

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not have any kind of furniture made of wood because the wood has acid that can
damage records especially in the form of paper. The door used was to buy a double
door iron to allow 2 carts through the door and an iron door to keep the record from
accessing the wrong person. The floor is also a floor with no acidic material that can
damage the records. Shelves for storing records are a safe type of iron for storing any
kind of record. It is also possible to read records in microfilm such as Machine-
Readable Microfilms. This shows that the storage area is the most important area for
making space consideration and the equipment placed in the area. Our storage area is
consisting of including:
i. Microfilm storage

Figure 44: Microfilm storage
Microfilm bears well past paper, hard drives, optical plates and attractive media. This
area has their own humidity to control the material from damage or anything bad
happened to the material. It constant 40% until 50% average relative humidity,
68°F/20°C average temperature, regardless of weather or season. Microfilm vaults are
dehumidified and temperature controlled to our specific needs.

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ii. Paper based storage

Figure 45: Paper based storage
For the paper-based storage it only contains material like paper only. our royal archive
contains two rooms for this paper-based area. We have paper based one and two.
paper based one size of the room larger than paper based two. In this also we have
double wall and double. This is to prevent any bad thing to the record. The
temperature for this storage is 50-degree Fahrenheit which is 10 degree Celsius and
30% humidity. In addition, for paper based that need occasional rapid less than one-
hour access for researchers or for other work that requires handling, it is better to store
these documents in closed stacks at a slightly higher environment of 60-degree
Fahrenheit

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iii. Magnetic tape records storage

Figure 46: Magnetic tape storage
- Magnetic tape record storage. The use of magnetic media room is to keep the

magnetic tape which is contain magnetic tape that record and store numeric and
textual information, sound, motion, and still images. On the other hand, their
special
- long-term storage

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7.4- Processing Area
The processing area is where all newly transmitted records will be cleaned from all
harmful materials such as paper clips, dust and even paper fungi. The Royal Archives
Negeri Sembilan provides a total processing area of up to 11 rooms for processing the
records.

Figure 47: Processing area
Loading bay is the first place where the records in the next transfer are taken to the
receiving room for the new record to be temporarily placed before being transferred to
another room. After that, the records will be taken to the treatment room where the
records will be cleaned and fumigation with the fumigator machine. The room for
preservation is larger than the other room because it requires a lot of space to do
record preservation work and the machine used is also a factor in the preservation of
the room larger than any other room.
For equipment, each room is equipped with equipment and furniture such as desks,
chairs, computers, whiteboards and so on. In addition, the processing area also has a
security system such as CCTV for each room. Processing areas also have advanced
technology tools such as fumigator machines to remove fungi on paper so that they
are safe and harmless when stored in storage areas. This shows that the Royal
Archives of Negeri Sembilan has state-of-the-art equipment to ensure that the records
kept are in good shape for future use. Our processing area is consisting of including:

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i. Loading Dock

Figure 48: Loading dock
- Loading dock should provide enough direct line space for easy maneuverings

of trucks in and out of the space into a street without putting parked cars and
other elements at risk. At this area, usually we use to receive or transfer our
materials through the lorry or van. This area has fully security system to make
sure the materials have been safe when doing the process. We provide at least
two Lorries can use this loading dock at the same time.
ii. Treatment area

Figure 49: Triage room

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Figure 50: Dirty room

Figure 51: Work room

Figure 52: Humidifying room
- Treatment area is use to make sure the materials have been received is clean

safe before the records have been keep in our storage area. All the process has
been done in four room. First, triage room is room for temporary storage area
for incoming materials where accessions records are generated and decisions
are made. All the records will be kept in this room after received. Secondly,

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dirty room is a space with negative air pressure where infested collections can
be placed without fear of infecting other collections in the building. Is the
place where materials known to be contaminated are placed as quickly as
possible upon learning of their condition. Thirdly, work room is where
contaminated materials are cleaned and determined to be safe to introduce into
the processing / collections area. Lastly, humidifying room is used for
materials that require re-humidification prior to processing or use. Other
materials will need humidification to change their set prior to use (such as
tightly rolled maps that may also be fragile)

iii. Reprographic lab

Figure 53: Reprographic lab

- Reprographic or often referred to as reprinting is a process whereby graphical
records are reproduced in new graphics by means of electromagnetic or
mechanical methods such as photography or xerography. Photography or
printing is one example of the tools for making a reprographic process.
Reprogramming is the process of recreating new graphics such as graphical
images and text documents that are either print or electronic. In this room have
been provide enough space for put the equipment for the whole process of
reprographic. Beside that, this lab also has been providing a complete furniture
such as chair desk and so on. other facilities like such as computer and internet
also have been provide for the staff to use it when doing the process if it
require to access the internet.

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8.0- PROCESSING IN ARCHIVES
Processing in archives require many steps or processes to make sure the records have been
transfers is fulfilling the requirement that our archives wants. All the records that been
transfers to our archives should be appraisal. Appraisal is very important to make sure all the
records have the value that can be used for the future and we also determine either the records
is easy for us to handle or not. Before we make appraisal processes that have another process
should be done which is:

i. Acquiring materials:
Acquiring materials is the way how we get the records or materials. Royal Archives is
most difficult to builds because of the materials. Records about Royal is most difficult
because not many people have the materials, if they have the records it is may be difficult
to our archive to get the records because of the procedures and authority. Sometimes the
records may be in bad condition because it is from past. But we still to builds Royal
Archives because we want to keep the origin of Negeri Sembilan. So, we get the materials
through the few ways.

Firstly, donation. Sometimes our archives open to the public to give their records to our
archives but we only accept the records according to our mission and vision. Donation is
records from local citizens, private institutions or other. Donation is most low cost
because we not buy the records but they are willing to give the records to use. Mostly,
the records from the donation process is from the origin residents of Negeri Sembilan.
This records mostly in photographic materials such as picture and sometimes in paper
such as letter or newspaper. All these records are from past people that know history
about Negeri Sembilan and also Tanah Melayu. All these records have the value that
should be keep for the future and our generation. We as the archivists not sit at the
building, we try to attend any events or programs held in Negeri Sembilan because we
want the communities know about our Royal Archives of Negeri Sembilan.

Secondly, transfer. Transfer is the most process that archives use to get the records. All
the documents or materials can be transfer to archives in regularly or sporadically.
Usually, the records have been transferring to our archives is the organization wants to
make the records management which is the records that have not been used but still have
the value, they will transfer it to our archives to make the records is been keep for future
use. The organization might have some problems with the space so, their tried to reduce

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the space for storage buy transfer it to our Royal Archives. But we only accept the
materials about the Royal of Negeri Sembilan. For example, like production company
will be transfer the materials like video about Royal or any special events about Royal.
Thirdly, loan. Sometimes we make a loan the materials in our archives. The materials we
loan sometimes we cannot get it so we only can loan the materials. Loan can in two
categorized. First, temporary loan which is loan for a specific purpose such as copy or use
for exhibition. Second, indefinite loan which is use for research for the archives. Mostly
we make temporary loan when we make some events about the Royal in Malaysia so we
just loan the materials from others organization if we cannot afford to get it. With this
way we easy to get all the collect form many organizations to show or give information
for other people to get know about the Royal history in our country.
Lastly, purchase. Purchase is last ways we use to get the records or materials. Usually
purchase is requiring the high cost because the price of the materials may be too
expensive for our archive to purchase. We only use this method if the records are having
the high value and the records only one in the world. We purchase all the records at the
auction events held by the private organization. We only choose the records that related
with our archives policy.
This is all the methods that we use to requiring the materials for our archives. We use all
these methods to requiring the materials but suitable with our condition and policy to
make sure the records that we get is very valuable and do not spend to much cost to
requiring the records because we more spends cost to our archives to store the records.
After requiring the materials, we make a next process which is to appraisal the records
before keep it in our archives.

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ii. Appraisal
Before accept or keep the records in archive, we should make appraisal to determine
either the records are related with our archive policy. This is the archivist responsible to
appraisal the materials. There have several criteria that we see on the records before keep
it on our storage.

Firstly, physical quality. During the appraisal process, this first thing that we need to
appraisal. Majority the records for our Royal Archive of Negeri Sembilan is records for
the past. Sometimes the records from the past might been age which is the records in the
poor condition. We as archivists will avoid to keep the records in the poor physical
condition because the risk for the records to been more damaged is high and this also
require a high cost to preservation. But a few of people or organization still have the past
records in good physical conditions. This means the records in good physical we will be
keep for the future because the records still can be used by the users for the references.
Records with good condition also can make our archivists easy to readable the records.

Secondly, uniqueness. Appraisal have been made to make sure the records have been kept
have the value and also unique which means one of a kind. Have been mention before, we
willing to purchase the records even the cost for purchase is expensive. Records with
these criteria is very hard to search in the world because it one has one copy and it is
origin. So, we are willing to get the records because of these criteria. For our Royal
Archives, we want to provide a records and complete information to our users. Between
records with uniqueness and age records. We will be taking records that have uniqueness
even the cost is expensive because we only spent the money for purchase rather spent
money in many times for records in poor conditions.

Thirdly, accessibility. We also consider the records either it is can be easy access by the
users or not. We want our users Royal Archive of Negeri Sembilan can easy to access any
types of materials for doing their research. All the records have been created sometimes
may have some regulations and policy before to access it. This regulations and policy also
can give us some difficult to get the records because it is difficult to access. Some of the
Royal materials is difficult to be access by other people and also our archive because the
records may have the secret about Royal‟s family so the public cannot know the
information about that. But mostly, our Royal Archive of Negeri Sembilan get the records

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from the public or private institution that allow anyone to access it so it makes our users
easy to get the information in our archive.

Lastly, quantity. Sometimes the records we want are not in large quantity because we also
consider with the space for storage the records. If the quantity of the records id to much,
we try to cut off the quantity by choosing others records that have a small quantity. We
want to keep the records but we also consider the space for storage others new records
that we want to keep in.

iii. Accessioning and de-accessioning
This is the last step processing in our archive. After requiring and appraisal the all records
that want to keep. We move to next process which is accessioning or de-accessioning the
records. Before that, the records that arrive in our archive should be place in treatment
room. In treatment room, all the records will clean from any dust, damage items or fungi.
All the records should be go through all the four room which is triage room, dirty room,
work room and lastly humidifying room. All this room to make sure the records is been
clean before put in storage. After the records have been clean, all the new records should
be accessioning.

Accessioning is put the records under the physical and legal control according to our
archive. All the records have different group or accession. For example, records from AR
film in one accession and records from BG film in one accession. Accession is like a
number that have the uniqueness foe every number because it uses to identify what types
of the records is. Accession can be in alphabetical or numerical or can mixed. All the
accession number that we created will be put on at the box to make our archivists easy to
recognize the records. We also put the accession number at the finding aids to make sure
the users can find what types of the records they want to use. With this accession number
make our archives easy to retrieve the records without any problems because the number
for each record is different. Through this number also make or records to be arrange
systematically and it can decrease the risk of misplace or loss records.

De-accessioning is removing the records permanently from the archive storage and also
knows as disposal. Records that our Royal Archive keep will be disposal when it is not
been use. Sometimes the records have been kept maybe not been used so it should be
disposal to give the space to other valuable records. The records that not been used will
be send back to the organization or storing the materials in basement. All the records that

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wants to be disposal should have the schedule to make the process of the disposal is
systematic and also to make sure the period use of the records is expired. All the records
that wants to be disposal. All this process should be followed with the archive policy to
make sure do not have any mistake in managing and disposal the records.
iv. Processing the materials in archives
All the records that we get can be in any types od materials and any size. All the materials
should be managed very well to prevent the records become damage. The process for
manage the records based on the types of materials because different materials have
different step for manage it. In our Royal Archive of Negeri Sembilan have many types of
materials such as electronic materials, large scale materials, magnetic tape materials,
photographic and microfilm.

i. Paper form.
- Handling Paper. For handling the paper, we make sure the user or our archivists‟

hand‟s is clean. If the records are been used by users, archivists will make a mark
at the box by using pencil to make sure the records are not loss. If the paper has
some clips or staples make sure all these things should be removed from paper
because it can damage the paper. The users can use any types of notes to attach it
at the records. Avoid using any types of tape especially adhesive tape because the
tape may be containing some acid that can damage the records.
- Acidic paper. We can detect the paper have the acidic by see some characteristics
such us the paper become yellow and brittle. So, we deal with these materials by
make copy into the archival quality paper.
- Folded papers. Sometimes paper in the letter form that put in envelope or folded
should be open carefully the folded to prevent the paper tearing. We want to
transfer the paper to the acid free folders.
- Oversized paper. All the paper in large size should be store in separated place
such as boxes or cases to prevent the paper become damage.

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ii. Enclosures.
- Binders. The acid from the paper can make the metal clips at file become rust and

it can damage the records if no take the action.
- Plastic sleeves. Plastic also is not safe to store the materials because sometimes

plastic also have some acid on it. Types of plastic such as polyester.
iii. Photographs.
- Handling. To handle the photography, we use cotton gloves to make sure our

fingerprints not on the surface of the materials. The negatives photography will be
store in protective sleeves that made of archival quality plastic. We also use soft
pencil to make some mark on the materials.

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9.0- MANAGING RESTRICTED ARCHIVES
The Privacy Act 1974, as amended, 5 U.S.C. 552a, balances the need for governments to
store information about individuals with individual rights to protect against unlawful
intrusion into their privacy that may result from the collection, maintenance, use and
disclosure of federal agencies with personal information about them.
The purpose of this Act is to regulate the collection, maintenance, use and dissemination of
personal information maintained by the government, as well as to protect the privacy of
individuals with respect to the information retained by prohibiting unauthorized disclosure of
certain types of information.
The Privacy Act is governed by the regulations of Department 10 of CFR Section 1008. In
addition, two clauses, FAR 52.224-1 - Notice of Privacy Act and FAR 52.224-2 - Privacy
Act, govern the application of the Privacy Act to contracts entered into by the Department.
Both clauses are used when designing, developing, or operating a record system on an
individual basis to achieve agency functions.
Under FAR 52.224-1, "Notice of Privacy Act," contractors must design, develop, or operate
an individual records system, in order to perform agency functions in accordance with the
Privacy Act 1974. Violation of the Act may involve criminal penalties.
(Chapter 9: Records Management, revised April 18, 2006)

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10.0- ENVIRONMENTAL CONTROL
Environmental Control can be defining as to control all the disasters that effect the archival
building whether it is natural or man-made. It is also use to control the security in our
archives and preventing any crime activities occurs. To support this, most archives are
damaged easily after being exposed to hazardous disasters especially crime rates. For our
archives, Negeri Sembilan Royal Archives, we are disaster-free from environmental dangers.
We choose Labu, as our disaster-free zone because it is near to the Uitm Negeri Sembilan
Campus, free from natural disaster such flash floods open burning, and also a strategic
location for our people of Negeri Sembilan to access our archives.

10.1- Lighting
For our archives, lighting is very important in our daily lives. To add this, its function
is to give passage to people in our archives and to prevent any damages to the special
collection of records. There are few types of lighting that we had chosen for our
archives.

Type of lighting Name Function
LED Ceiling Light For public and staff area
Diffuser
in the office and
passageway.

Ceiling Lamp To provide light for
storage room.

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Ceiling Light For office related staff
working area.

Wall light To reduce the mite dust
affecting the records

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10.2- Temperature and humidity

Device Name Function
To check the temperature
Thermostat of certain records that are
sensitive to humidity in
the archives.

Air-conditioner To reduce the heat waves
that causing people to
suffer heat exhaustion.

Temperature is important to preserve our archival materials to avoid any damages
affected by temperature. Not only that, it is also used to check how low the amount of
temperature and the humidity of storage based paper. For example, if the temperature
is at 15*C, that means its suitable to store records that are sensitive to high humidity.
For our archives, we chosen to use a thermostat and energy saving air-conditioner to
measure the temperature of the room and also to avoid any damages occur in the
archives. Air-conditioners are useful to reduce heat waves in our archives as most
people suffered heat exhaustion from the blazing sun. To support this point, people
are often sweat a lot when doing their work such as arranging boxes filled with
records, preserving records and researching. Thus, temperature is important for our
archives.

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11.0- SECURITY CONTROL
Security measures must be taken in archival facilities to protect the collections from
unauthorized access, change, destruction or other threats. Archives must be rigorously
protected against theft, burglary, vandalism, terrorism, unauthorized alteration, other criminal
acts and casual damage or disturbance caused by inexpert or careless handling.

11.1- External Security
These facilities must be connected to all types of facilities nearby to our Royal Archives
Negeri Sembilan. For example, a fire station, police station and a nearby hospital for fear of
something unexpected.

11.1-1. Perimeter:
The perimeter and all parts of the facility must be secure against unauthorized
entry and vandalism. The perimeter of an archival facility should have:

i. A secure buffer zone around the repository
ii. Fences
iii. Security gates
iv. Clear illumination in the hours of darkness
v. One visitor entrance Doors, elevators, stairways, windows, and

ventilation should be designed to protect against unauthorized entry
into the building.

11.1-2. Building systems

To limit pointless access by upkeep staff, all structure frameworks must be fit

for being disconnected and controlled freely. All warming, ventilating and

cooling (HVAC), water and waste funnels and electrical controls must be

situated outside the stacks/capacity and must not give direct access to the

stacks. Different administrations, for example, gas, oil and sewage must be

situated outside the stacks. Locks must be introduced on all ace lighting or

electrical boards, with the goal that no unapproved work force can kill the

lights.

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11.2- Physical Security Systems
Royal Archives Negeri Sembilan has been using physical security systems which
consist of:

i. Locks
- Since the majority of recorded entries into a facility occur through doors, a

quality locking system for both exterior and interior doors is crucial to facility
and collection security. To achieve door security, Royal Archives Negeri
Sembilan have proper-fitting, windowless, hollow metal door located where
an intruder cannot use a broken adjoining window to unlock the door from the
inside. We also decided to install Inward-facing hinges to make sure that our
royal archives provide high security locks with multiple pin tumblers,
deadlock bolts, interchangeable cores and serial numbers.
ii. Doors
- A magnetic door contact switch consists of current running through two
contacts, one attached to the frame and one attached to the door. When the
contact is broken, the alarm sounds. Door prop alarms sound if the door has
been left or propped open longer than a set period of time.
iii. Walls, Windows, Doors
- Vibration detectors sense movements in walls, windows, doors, skylights etc
when an intrusion is attempted.

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12.0- DISASTER PLANNING
Based on the references that we have referred before this, Royal Archives Negeri Sembilan
were advice on all aspects of the long-term care and preservation of manuscripts. This
advisory memorandum contains summary advice for the private owner on preparedness for,
and recovery from, disasters which stop short of the total loss or destruction of the records.

Archives are vulnerable to many forces, ranging from unthinking neglect, to natural disasters
such as storm or flood, to deliberate criminal acts such as burglary, arson or terrorist attack. It
is emphasised that this memorandum does not cover all eventualities. In many circumstances
it will of course be necessary to seek the professional guidance of an archivist and/or archive
conservator. Where the emergency services have to be called in, care should also be taken to
inform them of the nature and vulnerability of the material.

A number of useful books have been published, mainly aimed at professional custodians of
archives in record offices, libraries and museums, covering strategies for identifying and
minimising risks, and giving practical guidance on preparedness for disasters and on recovery
if disaster strikes (including, for example, lists of equipment which it is useful to have to hand
in an emergency). Some are listed at the end of this memorandum.

Private owners (both institutions and individuals) who wish to retain custody of their archives
should be aware of the steps which they can take now to minimise the risk, as well as the
appropriate action to take in an emergency. Businesses and corporate bodies may need to
provide for their archives as part of a wider strategy against disasters, and to designate a
manager for this purpose. Neighbouring businesses may wish to consider joint strategies.

Owners requiring guidance on storage accommodation for their archives are invited in the
first instance to contact Archives Sector Development ([email protected]) which
will then either advise direct, or put the owner in touch with an appropriate local or national
record office or centre of specialist information. General advice on the good housekeeping,
care and preservation of archives and manuscripts, including storage conditions and
equipment, environmental controls, protection against fire, and first aid in the event of damp,
is given in the free pamphlet, The care of records: notes for the owner or custodian (from the
British Records Association or from The National Archives).

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Much can be done in advance to prepare and protect against disasters, in particular by
assessing the risks. The following sections make some suggestions:

i. Flood
Where, and in what circumstances could water get into the premises? Consider in
particular risks of storm, burst pipes, blocked drains or gutters, and water generated
during fire-fighting Study the location of doors and windows, drainpipes, hot and cold
water tanks and pipes, sewerage services, and internal or external drains. Carry out a
periodic check on the general soundness of the fabric including the roof, especially any
flat roofs or valley gutters.
Suggestions:

i. Avoid basement storage whenever possible
ii. Check that there is a means of egress for any water that may get in
iii. Raise the bottom shelf of any storage at least 150mm off the floor
iv. Leave a small gap between any shelving and outer walls so that documents or

the boxes in which they are contained do not touch the wall.
v. Do not leave documents piled on floors or beside windows
vi. The provision of acid-free archive storage boxes offers considerable

protection. Your nearest record office should be able to recommend a supplier
vii. In premises where no other emergency lighting is available, keep a powerful

torch to hand for use in an emergency
viii. In premises where there is an obvious risk of flooding, it may be worth

installing flood alarms if these can be monitored out of hours.

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ii. In the event of a flood
Quick remedial action is necessary, to prevent the growth of mould which may occur
within 2 to 3 days of water damage. But first make sure that the premises are safe and that
the affected area is not 'live' from the electricity supply.

If the flooding is localised, undamaged materials may be protected temporarily (if
necessary) using polythene sheeting. Rescue any affected items and remove them to a
dry, preferably cool room, starting with material on upper shelves. For relatively
undamaged materials gentle first-aid may be attempted with clean cloths, or by inter-
leaving with clean blotting paper, but note that items on coated paper require swift
professional attention, and in all other cases if inks or dyes begin to run or dirt to spread,
the items should be left for urgent professional attention. Damp but not saturated volumes
may be stood upright with the pages slightly fanned out to dry naturally. If air-blowers are
used to assist the drying-out process, they should be kept on a cool setting, as heat may
promote mould growth. Saturated materials can be very susceptible to damage and should
be handled with care. They should not be piled on top of one another, nor should any
attempt be made at this stage to separate pages that are stuck together. Seek professional
advice on packing for transport.

After draining the disaster area, ventilate it well and if necessary hire a portable
dehumidifier until the relative humidity has stabilised within the range 45-60%. Keep an
eye on apparently.

Unaffected items, which may suffer longer-term damage if the flood has seriously altered
the relative humidity level.

If the flooding is more serious and especially if large quantities of documents are
involved, contact your nearest record office for advice. Remedial treatment may include
freezing the damaged material until such time as it can be safely dried out. Some record
offices now have small freezers for this purpose, or standing arrangements with external
contractors. There may be a charge for this service. Items which are to be removed from
the premises for treatment should be individually wrapped in polythene bags or cling-
film, and an inventory of them should be kept.

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iii. Fire
How and in what circumstances could a fire begin and/or take hold either in the storage
area itself or elsewhere in the property, spreading to the archive store? Consider in
particular the proximity of any open fires, or other sources of flame or heat such as
kitchens or workshops, electrical short-circuits and lightning, or other potential sources of
risk such as stored inflammable materials.
Suggestions:

i. Where possible choose sturdily-built storage rooms with good fire-resistance, and
ensure that doors and windows are tightly shut when the premises are unattended

ii. Check that all wiring is sound and up-to-date, and all cabling insulated. Out of
hours switch off, and preferably isolate, all inessential electricity

iii. Install smoke detectors. In the case of large and valuable collections of documents
it is desirable to have these linked automatically to the fire brigade or a security
firm

iv. Depending on the size of the storage area, provide one or more hand-held carbon
dioxide fire extinguishers for use in the event of a small fire in the storage area.
Water-based extinguishers are useful in adjacent rooms and corridors. In the case
of larger collections of archives, where it might be appropriate to fit an automatic
fire-extinguishing system, the advice of the local Fire Officer should be sought

v. Do not permit smoking
vi. Keep loose papers to a minimum and avoid litter
vii. Seek the guidance of the local fire brigade on how precautions might be improved

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13.0- HUMAN RESOURCE PLANNING
13.1- Director Manager
Director Manager supervises the maintenance, preservation, storage and exhibition of records
deemed culturally or historically important. To help achieve their professional objectives,
they frequently collaborate with technicians and other personnel on collection acquisition,
long-term and temporary exhibits, media presentations, public tours, workshops and lectures.
Director Manager may also conduct research on the significance or authenticity of a
collection, or on the best method for long-term data storage and access. Director Manager
Work in a variety of settings, including:

i. Colleges and universities
ii. Museums or zoos
iii. Libraries
iv. Private or public corporations
v. Government agencies
vi. Cultural or historical organizations
Most Director Manager focus on a specific time period (such as the early 20th century) or
subject matter (like government or business). The extent of their knowledge base may vary
depending on their particular work environment and responsibilities. Continuing education
programs are available for archives directors through professional organizations or sometimes
directly through employers.

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13.2- Deputy of Director Manager
i. Provide leadership and expertise in the ongoing development and implementation
of an innovative and effective University records and information management
program.
ii. Research, develop, and communicate best-practice management and preservation
strategies for physical, digitized, and born-digital records maintained in
distributed and diverse environments.
iii. Engage and collaborate with internal business, IT, program and compliance
experts in all aspects of the records and information management program as
needed.
iv. Oversee and coordinate records and Information management services in
cooperation with other RIMS staff across the University.
v. Work closely with the University Archivists and assist in the identification and
transfer to archival custody records (in all formats) of enduring value.
vi. Assist and provide expertise in developing, updating, and disseminating policies
and procedures related to managing records and other information resources,
including research data.
vii. Provide supervision and oversight to other personnel and perform other duties as
appropriate for an Deputy of Director Manager.
viii. Perform other related duties and participate in special projects as assigned.

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13.3- Records Manager
Records managers oversee an organisation‟s records from their creation and preservation
through to disposal. Typical responsibilities include:

i. Establishing new records management systems
ii. Developing, maintaining, verifying and evaluating existing systems
iii. Overseeing the switch from paper to electronic record-keeping
iv. Writing reports and publications
v. Dealing with enquiries and requests for information from both internal and

external clients
vi. Ensuring that financial, legal or administrative requirements and regulations

are complied with
vii. Ensuring that data is protected
viii. Classifying and indexing records
ix. Destroying or archiving finished data/records
x. Ensuring that records are easily accessible when needed
xi. Providing training to staff who require access or have responsibility for

maintaining records.

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13.4- Records Supervisor
i. Supervises a team working in the company records department and information
management programs.
ii. Responsible for overseeing the storage, backup, maintenance, reproduction,
protection, and disposition of all records.
iii. Evaluates and recommends media formats and storage requirements to be used for
records/information.
iv. Provides training and guidance to end users. May require a bachelor's degree.
Typically reports to a manager.
v. Supervises a small group of para-professional staff in an organization
characterized by highly transactional or repetitive processes.
vi. Contributes to the development of processes and procedures. Thorough
knowledge of functional area under supervision. Typically requires 3 years‟
experience in the related area as an individual contributor.

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13.5- Senior Archivist
To time be required to act in the role of Manager. They may also manage and lead more
significant projects including the oversight of activities carried out by a project team.
Responsibility for projects such as:

i. Establishing recordkeeping standards for government agencies • Facilitating
training programmes for community archives

ii. Establishing data improvement plans for internal working groups
In addition a Senior Archivist will be required from time to time to undertake some of the
following:

i. Demonstrate leadership skills by co-coordinating and influencing other staff
ii. Mentor and train others
iii. Develop new procedures and systems
iv. Make decisions about complex issues which may require in depth knowledge or

the interpretation and adaptation of rules and guidelines
v. Bring strategic thinking and specialist knowledge to the role • Supervise, guide

and direct other staff in the absence of the manager
vi. Represent Royal Archives Negeri Sembilan in the wider community
vii. Participate actively in the archives professional community

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13.6- Records Officer
As a records officer you will be responsible for the creation & storage of a company‟s
recorded information; you are also in charge of retrieving and disposing of this data. This
information can come in a number of formats including photos, film, paper or digital.

i. Creating & maintaining company databases to ensure quick retrieval of information.
ii. Developing record distribution and storage policies.
iii. Auditing the information that is created and stored within the company.
iv. Analysing your company‟s information needs and developing procedures to ensure

these requirements are met.
v. Referring to policy & legislative requirements in order to determine the length of time

company records are kept.
vi. Potentially overseeing the transition from paper to electronic management systems.
vii. Providing the necessary support to ensure the accountability, transparency and

regulatory requirements of the company are met.
As a records officer you will be required to work closely with all company staff to ensure the
organisation‟s existing information systems provides them with the data they need to perform
their duties.

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14.0- TRANSPORTATION
14.1- Lorry

Figure 54: Lorry
This is the lorry that been used by Royal Archives of Negeri Sembilan. This lorry
will transfer our record in a big quantity. we use this lorry because they can send and
move records safely and securely. Plus it also can go further distance if there is a
record to send or take it a little further away from our location
14.2- Mini Van

Figure 55 :Mini van
We also provide lorry for the transportation. Our mini van we used when we send and
move the record at nearest location. This mini van also can be used when the records
or material are in small quantity. Using mini van also can save our transportation cost.

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14.3- Car

Figure 56: Car
These Mpv car only been used by staff or archivist when meet client neither there are
from public or private organizations.

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