E-DOCUMENTATION CIMB BANK ARCHIVES

FACULTY OF INFORMATION MANAGEMENT
PLANNING AND DESIGN OF RECORDS AND ARCHIVAL REPOSITORIES (IMR505)

E-DOCUMENTATION CIMB BANK ARCHIVES

PREPARED BY:
HASLEEZA BT HAMIDDIN (2020489386)
MUHAMMAD EKMAL BIN RAMLI (2020818962)
NADZIRAH BT BAHTIAR (2020852912)
SITI HAJAR BT HASAN @ HARUN (2020601722)
SITI SYAMILA AIDA BT JAMRIEN @ AMING (2020852858)

IM2463ST1
PREPARED FOR:
DR. EZZA RAFEDZIAWATI BT KAMAL RAFEDZI

CONTENT PAGES

List of tables………………………………………………………………………………………………………………………………………………………..i

List of figures………………………………………………………………………………………………………………………………………………………ii

Acknowledgement………………………………………………………………………………………………………………………………………….……iv

CHAPTER 1: INTRODUCTION ........................................................................................................................................................................... 1

1.1 The history of CIMB Bank ...................................................................................................................................................................... 1

1.2 Location and address.......................................................................................................................................................................... 1

1.3 Logo of CIMB Bank............................................................................................................................................................................... 2

1.4 Organizational Charts......................................................................................................................................................................... 2

CHAPTER 2: THE CIMB BANK ARCHIVES ....................................................................................................................................................... 3

2.1 Introduction to the CIMB Bank Archive................................................................................................................................................... 3

2.1.1 Vision.............................................................................................................................................................................................. 3

2.1.2 Mission ........................................................................................................................................................................................... 3

2.1.3 Objectives....................................................................................................................................................................................... 3

2.2 Archive logo and description for each symbol or colour ......................................................................................................................... 4

2.3 The location ........................................................................................................................................................................................... 5

2.3.1 The criteria for New Building (Should Be) ....................................................................................................................................... 5

2.3.2 The criteria for New Building (Should Not Be) ................................................................................................................................. 8

2.3.3 Location Address of CIMB Bank Archive........................................................................................................................................ 9

2.4 The building ........................................................................................................................................................................................ 10

2.5 The services and opening hours .......................................................................................................................................................... 11

2.5.1 Opening hours ............................................................................................................................................................................. 11

2.5.2 The services ................................................................................................................................................................................. 11

2.6 The collection....................................................................................................................................................................................... 12
2.6.1 Magnetic collection ....................................................................................................................................................................... 12
2.6.2 Paper based collection................................................................................................................................................................. 12
2.6.3 Photographic collection................................................................................................................................................................. 13

2.7 The rules and regulation ...................................................................................................................................................................... 13
CHAPTER 3: THE BUILDING ........................................................................................................................................................................... 15

3.1 Full Sketch Up ..................................................................................................................................................................................... 15
3.2 Sketch Up (4 different images)............................................................................................................................................................. 16
3.3 Full floor plan 2D.................................................................................................................................................................................. 17

3.3.2 Full floor plan (Homestyler) with labelling)..................................................................................................................................... 18
3.4 Full floor plan 3D.................................................................................................................................................................................. 19

3.4.1 Function of Public and Staff Area.................................................................................................................................................. 21
3.5 Floor plan 2D and 3D for Public and Staff Area.................................................................................................................................... 22

3.5.1 3D Image with labelling (4 different images) ................................................................................................................................. 22
3.6 Floor plan 2D and 3D for Processing area ........................................................................................................................................... 23

3.6.1 Function of Processing Area ......................................................................................................................................................... 23
3.6.2 3D image with labelling (4 different images).................................................................................................................................. 25
3.7 Floor plan 2D and 3D for Storage area ................................................................................................................................................ 26
3.7.1 Function of Storage area.................................................................................................................................................................. 27
3.7.1 3D image with labelling (4 different images).................................................................................................................................. 28
CONCLUSION................................................................................................................................................................................................... 30

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List of tables
Table 2.1: Description for every symbol in the logo
Table 2.2: Operation hours

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List of figures
Figure 1.1: CIMB Bank Location
Figure 1.2: CIMB Bank Logo
Figure 1.3: Archival Organizational Charts
Figure 2.1: CIMB Bank Archive’s Logo
Figure 2.2: Sungai Buloh Police Station
Figure 2.3: Sungai Buloh Fire and Rescue Station
Figure 2.4: Thomson Hospital Kota Damansara
Figure 2.5: The Location of Headquarters
Figure 2.6: Sekolah Kebangsaan Sungai Buloh Section 7
Figure 2.7: Gabungan AQRS Berhad
Figure 2.8: MRT Feeder Bus Depot – Sungai Buloh
Figure 2.9 Petron Bukit Lanjan Southbound
Figure 2.10: Burger King Shell Persiaran Sg. Buloh
Figure 2.11: Damansara River
Figure 2.12: Google Maps 2x Zoom
Figure 2.13: Google Earth 2x Zoom

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Figure 3.1: Image from the top view of CIMB Bank Archives
Figure 3.2: Image of the main building
Figure 3.3: Image of front view
Figure 3.4: Image of back view
Figure 3.5: Image of right view
Figure 3.6: Image of left view
Figure 3.7: Full floor plan 2D of CIMB Bank Archives
Figure 3.8: Full floor plan without labelling
Figure 3.9: Full floor plan with labelling
Figure 3.10: Full floor plan 3D of CIMB Bank Archives
Figure 3.11: 2D floor plan of Staff and Public area
Figure 3.12: 3D floor plan of Staff and Public area
Figure 3.13: Front side of Public and Staff area
Figure 3.14: Back side of Public and Staff area
Figure 3.15: Right view of Public and Staff area
Figure 3.16: Left view of Public and Staff area
Figure 3.17: 2D floor plan of Processing area

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Figure 3.18: 3D floor plan of Processing area
Figure 3.19: Front side of Processing area
Figure 3.20: Back side of Processing area
Figure 3.21: Right view of Processing area
Figure 3.22: Left view of Processing area
Figure 3.23: 2D floor plan of Storage area
Figure 3.24: 3D floor plan of Storage area
Figure 3.25: Front side of Storage area
Figure 3.26: Back side view of Storage area
Figure 3.27: Right view of Storage area
Figure 3.28: Left view of Storage area

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Acknowledgement
Primarily, we would like to express our outmost gratitude to Allah S.W.T as we managed to complete our social media portfolio report with
successfully by His guidance and blessings.
Then, we would like to express our thankfulness to University Technology Mara (UiTM) Campus Puncak Perdana, Selangor for giving us
the opportunity to conduct this project assignment.
Next, we would like to express our heartfelt thanks to Dr. Ezza Rafedziawati Binti Kamal Rafedzi, our Planning and Design of Records
and Archival Repositories (IMR505) lecturer for giving us this opportunity to carry out this project assignment as well as giving continuous great
support and guidance to us for the whole semester of our project.
Moreover, our deepest gratitude to our family who tried their best to give their support by giving us a lot of encouragement and provide
the financial for use to pay all cost required from the beginning until the end of our project assignment. Not to forgotten to all our friends who had
supported and share knowledge to us through this whole semester.
Lastly, we would like to thank you to everyone who had involved and contributed directly or indirectly in our assignment project as they
have been shown their effort and initiative until we able to complete this social portfolio report successfully.

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CHAPTER 1: INTRODUCTION

1.1 The history of CIMB Bank

CIMB was established in Malaysia in 1974 and is headquartered in Kuala Lumpur. In addition, the CIMB group includes a well-
established consumer bank, a leading regional investment bank, and an Islamic bank that has served approximately 16,699 employees
as of June 2019. CIMB Bank is the group's commercial bank, which has 234 branches across Malaysia. With approximately 8 million
customers nationally, CIMB Bank is the country's second-largest commercial bank by assets. It provides a comprehensive range of
banking services, from consumer products to SME banking, as well as insurance, investment, and wealth management products and
services. CIMB Bank has branches in Singapore, the Philippines, London, Hong Kong, Shanghai, and Laos, as well as representative
offices in Yangon and Mumbai.

1.2 Location and address

Figure 1.1: CIMB Bank location
The location address of CIMB Bank was located at CIMB Bureau de Change Menara Bumiputra Commerce, 11, Jalan Raja Laut, City
Centre, 50350 Kuala Lumpur, Wilayah Persekutuan.

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1.3 Logo of CIMB Bank Figure 1.2: CIMB Bank logo

1.4 Organizational Charts
ORGANIZATIONAL

CHART OF CIMB BANK
ARCHIVE

Figure 1.3: Archival organizational charts
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CHAPTER 2: THE CIMB BANK ARCHIVES

2.1 Introduction to the CIMB Bank Archive

CIMB Bank is an organization that has a large retail branch network with 1,080 branches around the area. So, no wonder that this
organization always generates records on a regular basis. Why we wish to create the CIMB Bank Archives is to preserve banking records,
documenting people’s banking information, and constitute proof of the inflow and outflow of activity that occurred in the past. Moreover,
the users that we have target of The CIMB Bank Archives is always open for the public, for instance researchers, librarians, and students.
2.1.1 Vision

a) To be the leading ASEAN company.
2.1.2 Mission

a) To provide universal banking services as a high-performing, institutionalized and integrated company located in ASEAN
and key market beyond, and to champion the acceleration of ASEAN integration and the region’s links to the rest of the world.
2.1.3 Objectives

a) To build a high-performing sustainable organization to help advance customers and society.
b) To be amongst the leading ASEAN banks when measured by financial and non-financial metrics.
c) To integrate environmental, economic, and social (EES) considerations into all aspects of our business.
d) To invest resources and work with our stakeholders to create net positive impact on society and environment.

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2.2 Archive logo and description for each symbol or colour

No. Symbols/Colour Figure 2.1: CIMB Bank Archive’s Logo
a) Paper
b) File Description
The paper on the file is symbolize the record itself.
c) Official Logo of CIMB Bank The file of the logo is symbolized records are place in safe and secure
condition in the archive building.
d) CIMB BANK ARCHIVES The logo of CIMB Bank in the central of the file to indicate that our archives
e) White colour (Background) provide full support to the CIMB Bank.
f) Yellow colour (Paper) CIMB BANK ARCHIVES stands for official archives name.
It represents a nice and clean archiving environment.
The yellow colour on the paper indicates the archive also keep and holds
the old records.

Table 2.1: Description for every symbol in the logo

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2.3 The location

a) For archive building, our group has decided and choose a new building, which is located at MRT DEPOT Sports Center, U 4,
40160 Shah Alam, Selangor. Since this site is close to several facilities, for instance fire and rescue stations, hospitals, police
stations, schools, and public transport. Moreover, the location of the new building is saved from the source that can risk to
earthquake, landslides, or tsunamis, and then the location is far from the industrial areas and electromagnetic radiation, and also
not affected by floods as it is far from rivers, dams, and seas.

2.3.1 The criteria for New Building (Should Be)

Figure 2.2: Sungai Buloh Police Station Figure 2.3: Sungai Buloh Fire and Rescue Station

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Figure 2.4: Thomson Hospital Kota Damansara

b) This location for new building was located near to the emergency services. For example, the center of the new building to
Sungai Buloh Police Station is 10.1 km and it only takes 13 minutes to get to the center. In addition, the center of the new
building to Sungai Buloh Fire and Rescue Station is 10.9 km and it only takes 14 minutes to get to the center. And then,
the center of the new building to Thomson Hospital Kota Damansara is 5.7 km and only takes 8 minutes to get to the
center.

Figure 2.5: The location of headquarters
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c) The center of the new building to the headquarters which is the CIMB Bureau de Change Menara Bumiputra Commerce
is 22.6 km and only takes 23 minutes to arrive at the center. And then, it is not too far and easily accessible by the main
roads in front of the headquarters which is Jalan Parlimen. After that, this building is stand-alone with free access to the
entire building perimeter.

Figure 2.6: Sekolah Kebangsaan Sungai Buloh Section 7 Figure 2.7: Gabungan AQRS Berhad

d) In the same way, the location of the new building is easily accessible to educational institution and the potential users. For
instance, the center of the new building to Sekolah Kebangsaan Sungai Buloh Section 7 is 8.2 km and only takes 11
minutes to get to the center, then the center of the new building to Gabungan AQRS Berhad is 9 km and also takes only
11 minutes to arrive at the center.

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Figure 2.8: MRT Feeder Bus Depot – Sg. Buloh

e) In short, our location should be easily accessible by public transport. For example, the center of the new building to MRT
Feeder Bus Depot – Sg. Buloh is 1.0 km and only takes 2 minutes to get to the center. This makes it easier for the public
to access to the center.

2.3.2 The criteria for New Building (Should Not Be)

Figure 2.9: Petron Bukit Lanjan Southbound Figure 2.10: Burger King Shell Persiaran Sg. Buloh

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Figure 2.11: Damansara River
a) First and foremost, the center of the new building is far from a petrol station, which is Petron Bukit Lanjan Southbound that

is 7.5 km. Moreover, the center of the new building also far from Burger King Shell Persiaran Sg. Buloh which is 8.8 km. In
short, the center of the building far from the Damansara River, which is 16.6 km away.
2.3.3 Location Address of CIMB Bank Archive
The location for our new building is MRT DEPOT Sport Center, U 4, 40160 Shah Alam, Selangor. So, the distance between
CIMB Bureau de Change Menara Bumiputra Commerce which is the headquarters and the center of the new building is only 22.6
km.

Figure 2.12: Google Maps 2x Zoom
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Figure 2.13: Google Earth 2x Zoom

2.4 The building
For all that, our group has decided to choose a new building as our archive. It is because we had planned something special for

the new building, and we make it in the new building by designing the interior and exterior of the building. After that, the decoration and
the arrangement of all furniture we also plan to make it more interesting. As a result, we also can decide to decorate the new building to
look modern and up-to-date. In addition, there are the other reasons why we choose a new building than the existing building is we do
not have to incur high costs in renovations and maintenance. For the new building, we only cover the costs of building construction and
maintain the piping and drainage if something happens.

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2.5 The services and opening hours
2.5.1 Opening hours

Within the scoped of archival institutions' operation hours, Bank CIMB's archives have selected an appropriate time to
carry out services in order to provide the best possible service to researchers and visitors to the archives.

Day Time
Monday-Friday 9:00 am-5:00 pm
Saturday-Sunday
Public Holiday Closed
Closed

Table 2.2: Operation hours

2.5.2 The services

In terms of services, our archives provide a bare minimum of services that can help banking institutions improve their
archive functions. As a result, if scholars and archival visitors want to use our services and materials as a primary research tool,
it's also a good idea. The following are some of the services that CIMB Bank Archives provides to its customers:

i- Keep all CIMB Bank records in an archive so that researchers can access them.
ii- For information on banking records, conduct research and offer documentation.
iii- Advisory and consultancy services are available to CIMB customers and staff.

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iv- Referring services assist researchers in locating and selecting suitable materials for their projects, as well
as referring to archival material.

2.6 The collection

In comparison to the National Archives, the CIMB Bank archives have fewer resources and materials. The CIMB Bank archive
collection is divided into numerous forms, including magnetic, printed based, and electronic collection.

2.6.1 Magnetic collection

The CIMB Bank Archives Institute houses magnetic media. Magnetic tape, hard drive, and other similar devices are
examples. Because of the vast size of the collection, certain records will need to be maintained in magnets. Magnets can also
cause data loss on a tape or disc if they are used too near to the time the data is encoded on the magnetic media. As a result, we
must manage and handle this material with extreme caution.

2.6.2 Paper based collection

In the CIMB Bank Archives, we provide paper-based collections for consumers to use as reference material. There are two
paper-based collection stores in our archive. Collections consisting of CIMB Bank establishment information, CIMB Bank financial
information, and others are stored in Storage for paper-based collections 1. In addition, collections consisting of annual reports,
minutes of meetings, and financial reports of CIMB Bank are stored in storage for paper-based collection 2. The humidity levels in

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this collection's storage facilities are extremely high. Visitors can use a range of printed materials relating to banking and other
themes while visiting our archives, including books, documents, banking records, and more. We've also kept all of our records for
quite some time. As a result, researchers may find it easier to locate reference material.

2.6.3 Photographic collection

Photographic collections are also housed at the CIMB Bank Archives. Photographic collection is material that has been
kept in a computer, such as CIMB Bank customer information, and comes in a variety of formats, including scans, black and white
photographs, and color photography, unless it has already been digitized. The goal of archiving records electronically is to enable
long-term access to information while also saving space for archivists.

2.7 The rules and regulation

Of course, each archive has its own set of regulations. To keep the archives in good shape and secure, CIMB Bank Archives has
established a set of norms and regulations. Among the rules and regulations that we have established in the archives of banking
organizations like ours are the following:

I. When visiting the CIMB Bank Archives, researchers and tourists must present picture identification such as a passport or
driver's license at the service counter.

II. All goods submitted to the reader are completely the responsibility of the reader, including the loss of CIMB Bank documents.
III. To prevent material theft, bringing any form of bag inside the archive is banned.
IV. While reading or researching in the archives, all mobile phones must be turned off or set to vibrate. This is to prevent any noise

from disturbing other users.

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V. In the archive research hall, no food or beverages, including mineral water, are permitted. This is to avoid any damage or dirt
from affecting the material.

VI. It is not permissible for visitors to take notes on the material.
VII. After using the item, visitors must return it to its rightful location, not leaving it on the table.

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CHAPTER 3: THE BUILDING

3.1 Full Sketch Up

Figure 3.1: Image from the top view of CIMB Bank Archives Figure 3.2: Image of the main building

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3.2 Sketch Up (4 different images) Figure 3.4: Image of back view
Figure 3.3: Image of front view

Figure 3.5: Image of right view Figure 3.6: Image of left view

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3.3 Full floor plan 2D 3.3.1 Full floor plan (Homestyler) (without labelling)

Figure 3.7: Full floor plan 2D of CIMB Bank Archives Figure 3.8: Full floor plan without labelling

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3.3.2 Full floor plan (Homestyler) with labelling)

STORAGE AREA

PUBLIC AND
STAFF AREA
PROCESSING

AREA

Figure 3.9: Full floor plan with labelling

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3.4 Full floor plan 3D

Figure 3.10: Full floor plan 3D of CIMB Bank Archives
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Figure 3.11: 2D floor plan of Staff and Public area Figure 3.12: 3D floor plan of Staff and Public area

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3.4.1 Function of Public and Staff Area

Public areas are open areas that can be entered by visitors and staff during office hours provided by the archive management.
Only public areas can be visited by visitors with permission. Public areas are intended to display archival material that can be seen and
as a gathering place for visitors.

The staff area only allows staff and archive management to enter, while visitors are also allowed to enter with permission.
Visitors can use computers and sit in public and staffed areas. Staff area where staff do their work and seek references. The chair that
used also a comfortable chair because have wheels to make the movement easily. Comfortable seating in public is chosen like sofa
and chair for guests can wait for their hosts to take them the document or record they need and also to rest a while from doing their
research.

The wall colour in the public area and staff area is light pink, which is suitable to make it more attractive and comfortable. In
addition, related to the colour that symbolises the colour of the CIMB Bank logo. We also hung frames about with pictures of CIMB
Bank’s history in public areas and staff to make the archive interesting. In addition, we also put a television in to liven up the relaxed
atmosphere and attract the visitors present.

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3.5 Floor plan 2D and 3D for Public and Staff Area
3.5.1 3D Image with labelling (4 different images)

Figure 3.13: Front side of Public and Staff area Figure 3.14: Back side of Public and Staff area

Figure 3.15: Right view of Public and Staff area Figure 3.16: Left view of Public and Staff area

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3.6 Floor plan 2D and 3D for Processing area

Figure 3.17: 2D floor plan of Processing area Figure 3.18: 3D floor plan of Processing area

3.6.1 Function of Processing Area

I. Processing area
The archivist uses the processing area to do their tasks such as preservation and conservation, packing and labelling, classifying,

inventories, and more. This room has a receiving area that used to receive material that recently arrived through the loading bay.

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II. Chair and table
The presence of a chair and table is essential so that employees can conveniently complete their tasks when records or archival

materials arrive at the CIMB Bank Archive.
III. Shelves and cabinets

The processing areas shelves and cabinets are utilised to temporarily hold incoming archive materials before storing them in
storage. The records or archival materials that come at CIMB Bank Archive will be thoroughly reviewed by the staff to ensure that the
correct archival materials are received.
IV. Sink

The existence of the sink is very helpful for the staff because they can use to clear the contaminated things before they placed the
records in the storage areas.
V. Washroom and toilet, prayer room and pantry

The washroom and toilet are important for the staff that they can use anytime. Prayer room also provide to staff that they can pray
and there is also a pantry for staff can rest with brew drinks or eat comfortably.

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3.6.2 3D image with labelling (4 different images)

Figure 3.19: Front side of Processing Area Figure 3.20: Back side of Processing Area

Figure 3.21: Right view of Processing Area Figure 3.22: Left view of Processing Area
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3.7 Floor plan 2D and 3D for Storage area

Figure 3.23: 2D floor plan of Storage area Figure 3.24: 3D floor plan of Storage area

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3.7.1 Function of Storage area

I. Paper based 1 and 2 storages

The area for storing and preserving paper-based documents or records that have value in relation to public health records is known
as paper-based storage. Paper based storage which have two storage areas divided into paper based 1 and paper based 2. These
two areas have some function that is to store and preserve important paper-based documents or records related to CIMB Bank
Archive.

II. Magnetic storage
Magnetic storage areas which serve as stored and keep the form like CDs, DVDs and Video Tapes in good condition by ensuring

good temperature and humidity. There are smart access doors on all of the storage units. It can only be accessed and entered by
those who are allowed, such as archive employees. One of the functions of storage records is to keep magnetic records in good
conditions by ensuring good temperature and humidity in the storage location, as well as to protect the records from authored
individuals by smart access.

III. Photographic storage
Photographic storage areas, which have photographic colour and photographic black and white storage areas. This area provides

a safe and secure environment for archival materials. There are also have a few filings cabinet in this room to keep the data and
document of CIMB Bank Archive.

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3.7.1 3D image with labelling (4 different images) Photographic colour
Photographic black and storage
white storage
Magnetic storage
Paper based 2 storage

Paper based 1 storage

Figure 3.25: Front side of Storage area Paper based 1 storage
Magnetic storage Paper based 2 storage

Photographic colour Photographic black and
storage white storage

Figure 3.26: Back side view of Storage area

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Magnetic storage Paper based 1 storage

Photographic colour
storage

Photographic black and
white storage

Paper based 2 storage
Figure 3.27: Right view of Storage area

Paper based 1 storage Paper based 2 storage

Figure 3.7.1.3: Right view of Storage area Photographic black and
white storage

Photographic colour
storage

Magnetic storage

Figure 3.28: Left view of Storage area

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CONCLUSION
In conclusion, the CIMB Bank Archives is one of the archival institutions that plays an important role in preserving and protecting all

records owned by CIMB Bureau de Change Menara Bumiputra Commerce. For all of that, as a student in records management, it provides our
group with a wealth of information. And then, we have learned many things, such as choosing the right furniture for our new building, and we also
studying to create a sketch up for our building. In addition, we obtaining a plethora of ideas in completing this given task. Thus, based on our own
experience, we need to always work in groups and make plans in each task, so that we can accomplish the successful.

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