SULTAN IDRIS ISKANDAR ROYAL ARCHIVES

FACULTY OF INFORMATION MANAGEMENT

PLANNING AND DESIGN OF RECORDS AND ARCHIVAL REPOSITORY
(IMR505)

SULTAN IDRIS ISKANDAR ROYAL ARCHIVES

PREPARED BY:
WAN MUHAMMAD ARIF ASYRAFF BIN WAN NIK (2019636888)

NURUL NADRAH BINTI HALIM (2019678942)
NUR ASHIQIN NISA BINTI NORAZLI (2019802106)

NUR HANISAH BINTI HAZIAN (2019802106)
NUR ATIQAH BINTI ABDULLAH SUHAIMI (2019688922)

CLASS:
IM2463A

PREPARED FOR:
MADAM JANNATUL IZA BT AHMAD KAMAL

SUBMISSION DATE:
23 DECEMBER 2019

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TABLE OF CONTENT PAGES
4
NO TITLE 5-8
1 Acknowledgement
2 1.0 Introduction to Organization 9-12

1.1 The important of archival repository 13-15
1.2 Definition of Terms
3 2.0 Background of Archive 16-19
2.1 Vision
2.2 Mission 20-29
2.3 Objectives 2|Page
2.4 Logo of Our Company
2.5 Organizational Chart
2.6 Facility &Services
2.7 Target User
2.8 Types of Collection
4 3.0 Existing Building
3.1 Full Address
3.2 Selection Criteria
3.3 Screenshot Google Maps
3.4 Screenshot Google Satellite
3.5 Photo of Existing Building
5 4.0 New Site
4.1 Full Address
4.2 Selection Criteria
4.3 Screenshot Google Maps
4.4 Screenshot Google Satellite
4.5 Photo of Existing Building
6 5.0 Structural and Design Consideration
5.1 Doors

5.2 Walls 30-38
5.3 Lighting
5.4 Roof 39-112
5.5 Windows
7 6.0 Sketch Up 113-127
6.1 Overview 128
6.2 Floor 2D With Emergency Exit
6.3 Homestyler 3D View 128-129
8 7.0 Space Consideration And Equipment
7.1 Staff Area 130-133
7.2 Public Area 134-135
7.3 Storage Area 136-141
7.4 Processing Area 142-145
9 8.0 Procedure In Archive 146-147
10 9.0 Managing Restricted Archive
11 10.0 Environmental Control 148
10.1 Lighting
10.2 Temperature & Humidity
12 11.0 Security Control
13 12.0 Disaster Planning
14 13.0 Human Research Planning
15 14.0 Transportation
16 15.0 Forms
17 16.0 References

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ACKNOWLEDGEMENT

We have taken efforts in this project. However, it would not have been possible without the
kind of support and help of many individuals and organizations. We would like to extend our
sincere thanks to all of them.
First of all, Alhamdulillah, praise to Allah SWT for giving us opportunity and providing us
everything to complete our E-documentation for Planning and Design of Records and Archival
Repositories (IMR505)
We, as the group member has achieved the vital purpose which are accepting this challenge to
ourselves because it shows our passion by doing this task. For the prospect of build our own
archive, we can practice our ability and interest in other different way, to be guidance to
encourage for becoming succeed in planning archival repositories.
Secondly, we take this opportunity to express our profound thanks and deep regards to our
beloved lecturer, Madam Jannatul Iza Binti Ahmad Kamal for her exemplary guidance,
monitoring and constant encouragement throughout the course of this assignment.
Thirdly, we would like to express our deepest appreciation to our beloved parents for their
continuous encouragements are greatly appreciated. We also would like to extend our gratitude
and special thanks to our classmate from IMR2463A that have directly and indirectly giving
and sharing ideas among classmates which lead us to a better friendship and become excellent
class among all.
Last but not least, we would like to say thank you to our group partner which are Nurul Nadrah,
Nur Hanisah, Wan Muhammad Arif, Nur Atiqah and Nur Ashiqin Nisa for being so tough and
tolerant until we could overcome hurdles that coming towards us in any way.
Thank You.

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1.0 Introduction of Archival Repositories
Archival repositories are, according to (Alison Turton, 1991) is a building or part of a

building where archives are preserved and made available for consultation. It is also known as
an archive where the organizations store their archives. It will consist of strong rooms, and
rooms for processing record accessions and storing materials and equipment required for their
operation may also be integrated. It may be part of a larger building or a separate building.
Based on (Bettington. Eberhard. Loo & Smith, 2008), an archive needs to be stored in order to
keep the material safe and secure and provide an acceptable working environment for archivists
and archival processes. Other than that, archival research is research involving primary sources
held in an archive, a Special Collections library, or other repository. Manuscripts, documents,
records including electronic records, objects, audiovisual and sound materials, or other
materials may be archival sources. Archival research is work that includes primary sources in
an archive, a library of special collections, or another repository. Manuscripts, documents,
records including electronic records, objects, audiovisual and sound materials, or other
materials may be archival sources.

1.1 The Importance of Archival Repositories
The importance of archival repositories is to secure the documents and records in the

archives building. Archives are relevant because they show behavior and tell us more about
individuals and institutions. It also strengthens our sense of identity and cultural understanding.
They are even able to guarantee fairness. Records have usually not been produced for historical
research purposes, so they often provide a less skewed account of events than secondary
sources. According to (Debbie McCauley, 2009) archives are documents that is worth of
keeping that are of enduring value to society. These records record human activity and for
documentation, study, transparency and legal reasons can be important for having an audit trail.
They include state, corporation, entity or individual confirmation of transactions. Documents
such as legal documents, minutes of meetings, correspondence and e-mails, schedules, charts
and maps can be stored as archives as well as personal records such as notes, diaries, wills,
house deeds, birth certificates and photographs. Other than that, within this building, the
archives also housed a chronicle the development, heritage and collective memory of our city
from the first iwi, missionaries, traders and settlers in this area to the present day. Decades of
work have already gone into these collections, creating our collective memory together, a
testimony to the formation of our identities.

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1.2 Definition of Terms

i. Archives
A collection of objects that are evidence of a person's or institution's activities.

ii. Strong Room
Is the place of the ways we try to protect against them is a strong room that is
designated safe space with controlled access.

iii. AV Materials
The combination of auditory and visual materials is audio visual materials. This
may include film, motion picture, video tapes, and recorded sound printed
materials.

iv. Special Collections
Departments of special collections often keep rare books and personal papers
(archives of people who are famous or important locally).

v. Archive Access Corridor
Links with the archival office area with all archive spaces and emergency exit
from all archive spaces is needed.

vi. Electronic Media
Electronic media are media that use electronics or electromechanical audience
to access the content.

vii. Magnetic Tape Materials
Magnetic tape is a magnetic recording medium made of a thin, magnetizable
coating on a plastic film long, narrow strip. Based on magnetic wire recording
also known as system that stores magnetic tape computer data is called a tape
drive.

viii. Finding Aid
A tool that encourages the identification of data in a collection of records and is
also known as a summary of records which helps users gain access to and
appreciate a fondness or archival material collection.

ix. Fonds
An entity, family, or individual's entire body of documents that were created
and collected as a result of an organic process.

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x. Series
Records regularly organized or retained as a unit since they relate to a particular
function or subject, result from the same event, have a particular form or some
other relationship resulting from its creation or from its reception and use. Most
series contain groups of similar papers that can be sub-series grouped together.

xi. File
An ordered unit of documents brought together, usually within a sequence, since
they relate to the same subject, event, or transaction.

xii. Item
An archival unit which can be separated from a group and which in itself is
complete. Objects are normally found in files.

xiii. Provenance
Details about the origin, ownership, and properties of an object or collection of
objects.

xiv. Reference Code
For a given item or group of items, the unique identifier. This code is usually
required in the Archives and Special Collections Reading Room when accessing
archival materials on-site.

xv. Accessions List
Entries in an accession registry are typically ordered by the date of receipt and
may include a unique identification number (accession number), origin, and
other information for the accession's immediate physical command.

xvi. Acid-Free Paper
According to (Roberts and Etherington, 1982) acid-free papers are distinguished
from papers containing a residue of the acids used during manufacture to break
up wood fibers. The residual acid continues to attack the paper fibers, making
the paper brittle over time. Usually, archival papers are made of alpha cellulose,
free of lignin, and often contain an alkaline buffer to prevent any residue of
acids used in manufacturing or environmental acids.

xvii. Active Records
Records that are still used with enough frequency to justify keeping them in the
production office; existing records.

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xviii. Microfilm
xix. Microfilm may typically be in rolls, microfiche plates, strips in tops, or chips in
xx. opening cards. Standard roll film widths range from 35 mm to 16 mm. The
xxi. photos may be produced by microfilm using gelatin silver or vesicular
xxii. processes.
Archival Storage Conditions
xxiii. A good atmosphere for protecting products from hazards such as theft, burning,
flood, particulates, insects, or vandalism, and from spikes or variations in
temperature, relative humidity, or light.
Microfiche
A sheet of transparent film arranged in rows and columns with micro images,
usually with an area at the top for an eye-readable definition.
Computer Graphics Metafile
A standard (ISO / IEC 8632) that specifies a mechanism between systems for
storing and transferring picture description information.
Electronic Record
According to (Digital Preservation Testbed 2003, p. 13) electronic records may
include both analog and digital formats of data, although the term primarily
applies to information stored in digital computer systems. Electronic records
most commonly refer to records produced in electronic format native digital but
is sometimes used to describe record scans in other formats native digital or
born analog. Electronic records are often similar to paper records email to
emails, report files for word processing and other documents. There are often
more complex types of electronic records, such as databases and geographic
information systems.
Manuscript
Handwritten, manuscript collection is often used to include mixed media sets in
which unpublished materials predominate. Typescripts, photographs, diaries,
scrapbooks, news clippings and printed works may also be included.

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2.0 Background of Royal Archive Sultan Idris Iskandar
2.1 Vision
Collect, Preserved & Dissemination
2.2 Mission
1. Aims to continuously the legacy of His Majesty
2. Established to collect, preserved, and make accessible record and document on
the royal family of Perak
3. To generate income
2.3 Objectives
1. To purchase and provide the best services
2. To educate people about history
2.4 Logo

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I. LOGO DESCRIPTION
a) Colour
Sultan Idris Iskandar is from Perak and the colour in the logo symbolize
the state of Perak.

b) Building
The building in the middle of the logo represents our archive, which is
Royal Archive Sultan Idris Iskandar.

c) Black Circles Around the Building
It represent that all the collections in the archive are safe and secure.

d) The Royal Aigrette
The symbol of sovereignty.

e) Crescent
Symbolizes Islam as the official religion.

2.5 Organizational Chart

DIRECTOR

Wan Muhammad
Arif Asyraff

DEPUTY DIRECTOR SENIOR ARCHIVIST PRESERVATOR CONSERVATOR
Nurul Nadrah Nur Ashiqin Nisa Nur Hanisah Nur Atiqah

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2.6 Facility and Services
Facility
1. Toilet OKU
A suitable and comfortable toilet special for special people. It comes with a
special toilet bowl for people with disabilities.
2. Education Room
The room that has equipped with amenities such as desk, chair, whiteboard and
a TV LCD.
3. Seminar Hall
Hall that can be used for other purposes.
4. Theatre Hall
Hall for large scale use
5. Discussion Room
Fully equipped room for a place to make discussion
6. Surau (Prayer Room)
A very comfortable room with a large area for praying
7. Research Hall
A very huge hall for research purposes
8. Finding Aids Room
A room for finding an information or materials
9. Gallery Area
Provide information, potret, memory and illustration of Sultan Idris Iskandar
and His Family

Services

1. Finding Aids
A system for finding an information or material

2. Borrowing & Receiving Book
A collection from our library

3. Discussion Room
A room provided for researchers to do discussion

4. Exhibition
Provide materials loans for exhibition purposes

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5. Research
Provide a space for researcher to do their research

6. Seminar Hall
A hall provided for education and sharing knowledge purposes

7. Souvenir Shop
A shop for visitors to have a souvenir before going back

2.7 Target User

1) School students
Students from primary and secondary school

2) University students
Students from any institution but more focuses on students who their courses
and subject has related with history and archive

3) Family
A family who interested in history

4) Researchers
People who doing their research that related to the sultanate of Perak

2.8 Types of Collection

1) Diaries
A personal diaries from Sultan Idris Iskandar itsef

2) Letters
A collection of letters that he had throughout his reign

3) Manuscript
A collection of document and book that has been written by Sultan Idris
Iskandar

4) Ephemera
A collection of flyers, programs, and other materials intended to be discarded
after use

5) Script and screen play
The drafts that are never published from the writers and working copies used by
the production team

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3.0 Existing Building
3.1 Full Address
Our existing building is located at Lot 83, Jalan Templer, Petaling Jaya, 46050, Petaling Jaya,
Selangor, 46000.
3.2 Selection Criteria
We choose the site because the position of our existing building is quite important for our
collection of archives. The land is quite wide and the structure of the building is far from being
designed. As previously stated, the position is far from the industrial area that may influence
our collection of archives. In terms of the internal location we select, there is also a lot of space
that can be used to store our materials in our loading bay and a lot of space can be made. The
building has 3 floors to store and is quite large.
3.3 Screenshot (Google Map)

Figure Show the Maps of Our Existing Building

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3.4 Screenshot (Google Satellite)

Figure Show the Google Satellite of Our Existing Building

Figure Show the Google Satellite of Our Existing Building
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3.5 Photo of Our Existing Building
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4.0 New Area
4.1 Address
Lot 17, Jalan 216, 46100 Petaling Jaya, Selangor
4.2 Selection Criteria
The reason why we choose this location as our stranded land is because it is a very strategic
location to build our archive. Besides, this location is a very big stranded land with the
land acres of 749, 232 acres. So, of course with this size of land, the archives can be built
successfully. This stranded land also near to the main road and also federal highway. So it
will easier for us whenever we want to receive the materials or doing other business. This
location also have a good water drainage. So, from that we are sure this location are good
enough. Other than that, this location also is not an airplane route. As we know, in order
to build an archive, we must make sure it is not an airplane route in order to ensure the
safety of the archive and their collections. Our selected stranded land also far from petrol
pump and other things that can lead to natural disaster and become dangerous to our future
archives.

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4.3 Screenshots Google Map
4.4 Screenshots Google Satelite

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4.5 Photo (New Area)
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5.0 Structural and Design Consideration
5.1 Door

a) Entrance

Figure : Door For Entrance
Door is the most important thing in your archive as it represent the uniqueness and also the
special and beautiful of your archive. Each door have they own function and why it is been
selected as the door. Each door have they own material and design that fit the interest and
purpose of it. Most of archive consider a very strong door that not easily to broke or damage
while emergency is occur as it highly potential to prevent the archive material inside the door
are safe from outside threat such as intruder. As for our archive we choose a metal type of
aluminum as it is strong against fire and not easily to broke, and it is also not easily to get rusty.
It is a suitable choice for the archive emergency exit. It also can hold a fire up to five minute
which is allow most of people to evacuate in a assembly ground. Each door is different from
the other door. Main entrance door is been made by a glass to make it more beautiful and
interesting. This can attract people to come to our archive.

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b) Staff

Figure: Door For Staff
We choose this type of door for our archives. Only staff can entrance this door. This door is
special for staff which is the staff must have the card to access the door. This door is very strong
and loud. . For the staff door, its completely metal with biometric scanner attach to the front
door. We choose a complete metal for staff door as it is the most important area in the archive
and have a lot of valuable stuff in there. Staff area is like a hearth that move the archive and
storage area is the brain that make the whole archive functioning and alive. Each the door inside
the archive building made by a metal and thick glass for safety measurement . For safety
measurement, we choose glass door and metal door.

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c) Emergency Exit

Figure: Emergency Exit Door
We choose this double door for our emergency exit door. As usually, this door color is red.
This is because, will make easier for anyone to detect this emergency door to facilitate
movement for exit. This door is loud and fireproof. This door is for the visitor or staff to escape
their self from the distress in archives. For the emergency exit we choose aluminum type of
metal as it is not easy to burn or damage.

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d) Loading Dock @ Loading Bay

Figure : Loading Dock
At our archives we have a loading dock. Loading dock or loading bay is a building area that
loads and unloads good vehicles (usually road or rail). For particular, commercial and
industrial buildings and warehouses are commonly found. Loading dock may be outside,
flush or fully enclosed with the house. These are part of the service or utility system of the
building, usually providing direct access to the storage area, storage room, and scary
elevators.
OVERVIEW
Loading docks are the arrival and departure point for large shipments brought to or taken
from a building by trucks and vans. The loading dock space type described here includes a
shipping and receiving dock for trucks and vans, a staging area, and at least one office space
for dock supervisors or managers. This space type does not include light industrial spaces
or warehouse spaces, although these spaces can be related programmatically.

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Functional / Operational :

Adjacencies : Loading docks must be located for easy access by service vehicles and should be
separate from public entrances to the building, public spaces, and other light
industrial or warehouse zones. Loading docks must be convenient to freight elevators so that
service is segregated from the main passenger elevator lobbies and public corridors. The
service route from the elevator should accommodate the transport of large items. Separate or
dedicated docks should be considered for food service areas.

Accommodating Vehicles: Loading docks must accommodate various sizes and types of
vehicles used to deliver or pick up materials from the building. If the bed height of vans and
trucks varies more than 18 inches, at least one loading berth should be equipped with a dock
leveler. Typical docks are built 55 inches above grade level to accommodate most trucks.

Lighting: Each truck position should be equipped with adjustable lighting fixtures for the
illumination of the interior of trailers.

Edge Guards and Bumpers: Loading docks should be protected with edge guards and dock
bumpers.

Exterior Doors: Easy access overhead coiling doors are preferred for loading docks. These
doors should be able to close completely and lock after business hours. At least one well lit
personnel door should be provided in addition to the overhead doors.

Noise Exposure Mitigation: Noise reductions in the dock and noise transmission out of the
dock are different design considerations. Mass and limpness/flexibility are two desirable
attributes for a sound transmission barrier. Unpainted heavy masonry walls provide mass.
Absorptive acoustical surfacing will reduce the noise level in the dock but will have little effect
on the transmission outside it. Noise levels in the dock should be moderated to promote
communication among users.

Flooring: Resilient flooring should be used in offices adjacent to utilitarian spaces such as
loading docks. See WBDG Materials.

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5.2 Walls

Figure : Wall

We use this kind of wall for our archives. This is because this wall for archives is unique and
nicely to look. The structure is solid and strong and also making it difficult for buildings to
collapse. Choosing a wall also a basic thing yet very crucial to the archive building. What we
really need to consider is, how is that wall protecting our archive material inside the archival
building. So, the thing that must be taken care of is the positive pressure and negative pressure
inside the building. When we choosing a wall, we need to think about positive pressure.
Positive pressure is happen when the pressure inside is much more higher then outside. Which
is mean that it only keep a good air inside the building and prevent the bad one to enter the
building. Next is negative pressure. Negative pressure is happened when the air pressure
outside much more higher than the inside which is it will trap the air inside and it cant go out
from that area. This is to prevent the other area or room from being infected by the negative
air. Next thing that we need to consider is, how much strong that wall for upcoming 25 year
from now. We need a really strong wall that can withstand pressure for a longer period and not
some half heart wall . As we know anything can happen to our archive building such as flood
and fire that may occur, we really need a wall that can withstand fire and not get burn or damage
easily just by a fire. We choose red brick as our main wall in archive building. For the wall
inside the building, we choose a carpet that can easily blocked air from entering the area in
inappropriate way. It is because the safety of the archival material is our main priority. We
make sure that there is no gap between the wall for the air to came in and out of the area.

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5.3 Lighting
Figure : Lamp On The Wall

Figure : Floor Lamp

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Lighting is one of the item that need to be consider and must have in our archive. Archival
institution must have a very good lighting as it will affect the record and material inside the
building. What we really consider when choosing the lighting is lighting should be cheap and
not increase overall energy user and it also must dedicate to green status which is still safe and
clean to use. Lighting in some certain room must filtered and controlled especially in storage
area. This is to make sure that the archival material in that area have a maximum life expectancy
of sensitive archive and limit the deterioration. Therefore, lighting must optimize use of the
building features, services and holdings. Lighting must serve the purpose of supporting the
facilities environmental, security, safety and accessibilities goals. To conclude that, in each
area of our archive building have the own lighting that been set to make sure that it will totally
not affect the archive material inside the building. For example in storage area or stack area the
lighting level in lux between 200 – 500 lux and the maximum UV level in microwats per Lumen
is 10.

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5.4 Roof

Figure: Roof
We choose this type of roof for our archives. One of the reasons why we choose this roof is the
roof sloping. Roof roofing is the best used in Malaysia which is received rainfall. This type of
roof is able to drain the water faster than the building element. Absorption, reservoir and
rainwater load can be reduced. This type of roof also have the air conditioning in the middle.
It helps reduce or cool heat before it is absorbed into the ceiling of the building. However, you
should also look at the projections of the roof, so that is not too long. Especially the house id
located in high hills and highland, opening and receiving strong wind capacity such as along
the coast and hills. The higher the roof, the colder the house but the higher the roof load. Of
course you need to check the placement and size of the building poles to avoid structural cracks.
The higher the roof, the higher the wind resistance. In archive it is important that the roof must
durable, long–lasting, and non-combustible materials. The design of roofing membrane and
flashing designed to be easily accessible for replacement during the life of the building. Roof
drain not run over or through any archival space because it could affect the archival material
inside it if there were sudden leaking. Roof design also must prevent any water leaking because
it was the bigger threat for the archive.

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5.5 Windows

Basically in every archival facilities should have few windows as practically as possible. In
Stack area or storage area we didn’t put any window in there. In Exhibition Hall area/room no
window or skylights. In processing area also got now window in there. In public area we got
several window with secured double glazed ( with strengthened glass ) and filtered. Every
windows secure with bars, grills, toughened glass, metal roller shutters, intruder sensors. Each
and every door in our archive have window installed.

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5.5.1 Awning Windows
A window consisting of several top-hinged sections arranged in a vertical series, operated
by one or more control device that swing the bottom edges of the sections outward, and
designed specially to admit air while excluding rain. Our archives have installed it around
public and processing area. For the ladies and men toilet, six windows have been installed and
three windows at the receiving room to make sure better airflow.

Figure: Awning Window

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6.0 Sketch up
SketchUp in 3D modelling computer program for a wide range of drawing applications suc as
architectural, interior design, civil, and mechanical engineering, fil and video game design and
available in a freeware version, SketchUp Make, and a paid version with additional
functionality, SketchUp Pro. Sketchup is currently by owned by Trimble Navigation, a
mapping, surveying and navigation equipment company. The company was independent from
2000 to 2006 and owned by Google from 2006 to 2012. The program’s authors describe it as
easy to use. There is an online open source library of free model assemblies, 3D Warehouse
which users may contribute models. The program includes drawing layout functionality, allow
surface rendering in variable “styles”, supports third-party “plug-in” program hosted on a site
called extension Warehouse to provide other capabilities and enables placement of its models
within Google Earth.

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6..1 Overview
6.1.1 Top View
From the top angle, there are four important which is public area, staff area, processing area,

storage area and future internal expansion.

Figure : Top View

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6.1.2 Staff View
From this view, there is special gate that staff need to access to parking their transport.
Otherwise, staff need to access their office by using special entrance that behind the parking.
However, there is blocking wall to separate staff and processing area.

Figure : Staff View

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6.1.3 Processing Angle
Below is processing area that has security post to access this area. Processing staff need to
use this entrance because our archives have provided their parking at there. However, there is
entrance for them to access their workplace. Moreover, this entrance also used for loading
bay area which receiving and sending the record to our clients. Lorry will be parked nearest
to the loading dock to sending and receiving document. At the right of security post, there is
garbage room and electrical power house.

Figure : Processing View

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6.1.4 Internal Future Expansion View
This area does not have any building and free space from any objects. This is the future
preparation area for our archives if another area doesn’t have enough space to keep records
and documents. Another than that, there is emergency exit if anything cases happened so that
staff can use the emergency exit.

Figure : Internal Future View

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6.1.5 Storage Area
This area covered 70% percent from the whole archival building. It is because our archives
keep numerous records and document and there is emergency exit placed.

Figure : Storage View

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6.2 Floor Plan

6.3 Homestyler 3D View

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6.3.1 Top View
6.3.2 Front View
6.3.3 Back View

6.3.4 Left View

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6.3.5 Right View
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7.1 STAFF AREA

Figure 1,2 and 3 shown the 2D, 3D and full design of staff area
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Staff area is one of important expanse in archival institution that can be access by all of staff
in the archive. In our archive it can be load of 50 people in one time with 740.46㎡ space

include 21 office room plus 2 meeting room, 2 prayer room, a pantry and 2 staff toilets. Even
if we look that this area quite big but staff area only takes 10 percent from the whole archive
building because the larger areas were storage area that consist 70 percent, 15 percent was
public areas and the smallest areas is processing areas with 5 percent from it. This employed
area divided by 3 section whereas starting from the emergency exit normally used by staff as
staff exit. Basically, every staff have their own room especially Director that have his own
room with toilet and personal assistant room in front of his room. Besides his room there will
be a deputy director and accountant that crucial team in this archival. Therefore, first meeting
room was setup at the right side of accountant room and left side of server room. After that, to
simplify the recovery and maintenance process in the staff area, opposite of the server room,
we provide technician room that can fit 2 expert staff in repair the crashed system. At the right
side of the technician room it will be registry that keep current records of daily staff operations.
Our archive also provides 2 prayer space for man and women workers connectedly with
wudhu’ part. In front of these space there were toilets that separated for man and women beside
public area exit.

In the middle of the staff area, there was training room that assist visitors or new worker to
have a training or study deeply about how staff manage these institution function to the other
areas. Furthermore, it was design near to the leisure area and clerk station that can be reach
right after visitor enter the entrance door. Next to the room, it was another one meeting room
that can be use and attend by all staff in this area. It also big and close to record officer room,
store at the left side. The best thing is the right side of the second meeting room is lounge to
staff having a banquet and alongside it was a pantry face to director room. Then, at the left side
of exit door it was human resources room that was opposite to the director’s personal assistant
room and besides it is marketing room and legal room. Lastly, right after visitors enter the
entrance door, they will see discussion room at their right side and receptionist in front of them
and at their right was leisure area that close to toilet and prayer room but cannot enter to the
working area because it has biometric identification doors that need access card to enter. These
doors were set up besides receptionist along with discussion and training room and between
meeting room 2 and prayer room exit to working area. Next, between toilet and prayer alley
exit to public area.

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1. Director room

Figure 4 and 5 shown the design of Director Room

Description

Director room is the largerst employee room in staff area seem as it was a higher
position in the archival instituition . In this room it consist bathroom inside the toilet
thst seperated with personal assistant room besides it. It happen to assist director
manager while stay over night at office. Personal assistant need to be close to director
in order to manage director meeting schedule and help him in the daily office activites.
It was considered near to exit door that face staff parking lot that make short access to
the director too reach hs room. Its also near to management team room that make him
monitor the staff movement in the the staff area. His position constructed room to be
bordering to their staff working area. Director room have its own concept with blacky
wooden floor and the wall filled up with soft brown wallpaper. This room become more
elegant and pretty with cream for base and blck flower carpet mixture and grey
furniture. Table below shown the equipment and facilities in the director room that
make most important person like director become comfortable and excited in all the
work he do.

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NO EQUIPMENT QUANTITY
1. Door 1
2. TV 1
3. Slide Window 1
4. Cabinet Shelves 1
5. Rack 1
6. Sofa Set 1
7. Table 2
8. Chairs 3
9. Carpet 1
10. Dusbin 1
11. Clock 1
12. Elegent lamp 1
13. Study Lamp 1
14. CCTV 1
15. Air Conditioner 1
16. Laptop 1
17. Frame 2
18. Flower Vase 1
19. Tissue 1
20. Book 2

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2. Personal Assistant Room

Figure 6 and 7 shown the design for personal room

Description
Personal assistant is imperative person to the director so her room must be close to
director room. Visitors who need to see director need to pass his personal director first
by making an appointment or before seeing director. Therefore, the design of this room
must be simple and arrange orderly so several important equipment required by a
personal assistant, table below will be shown the accommodation that filled in this
room.

NO EQUIPMENT QUANTITY
1. Door 1
2. Mirror 1
3. Computer 1
4. Shelves 1
5. Sofa Set 1
6. Table 1
7. Chairs 3
8. Dusbin 1
9. Clock 1
10. Celling Lamp 1
11. Air Conditioner 1
12. Frame 1
13. Flower Vase 1
14. Tissue 1
15. Book 3

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3. Director Toilet

Figure 8 and 9 shown the director ‘s toilet structure

Description

As we know that director normally working over night so toilet and bathroom will help
him then. It is because the staff quite far from his room, so he need special
accommodation to encourage him working properly and relaxed. Table below show the
facilities provided in this toilet. This figure shown 3D of director wash room, it contains
90 feet square toilet and 29 feet square bathroom. In this toilet it was complete with
wash room facilities as listed below:

NO EQUIPMENT QUANTITY
1. Door 1
2. Mirror 1
3. Sink 1
4. Tissues 1
5. Pipe 1
6. Toilet bowl 1
7. Toilet Hanger 2
8. Window 1
9. Lamp 1
10. Dusbin 1
11. Bathroom 1
12. Shower pipe 2
13. Toiletaries 1

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4. Deputy Director Room

Figure 10 and 11 shown design of Deputy Director’s room

Description

Deputy director is a right-wing person for the Director manager that in charge of

communication and finance management so that her room are between Director room

and Accountant room. The colour of this room wall is cream, and brown floor with

wooden design, the door chosen also dark brown that make the room bright and large.

Table below are listing the equipment in this room:

NO EQUIPMENT QUANTITY

1. Door 1

2. Notes board 1

3. Computer 1

4. Tissues 1

5. Flower vase 1

6. Table 1

7. Chair 3

8. Shelves 1

9. CCTV 1

10. Air Conditioner 1

11. Study Lamp 1

12. Dusbin 1

13. Celling Lamp 1

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5. Accountant Room

Figure 12 and 13 shown the Accountant room’s design

Description

Accountant is the most significant position that manage financial affair. Therefore,
her/his room should be clean, and the arrangement must be neatly. For those requests,
we chose soft grey colour of wall and combination stripe of dark grey and soft grey
for background wallpaper. To match up the wall and floor colour was soft blue floor
design. Other then that, two selected shelves design which are dark blue hanging
hexagon rack and white with brown lane shelves to keep vital finance record. This
design may help accountant to be more comfortable and fresher every day.

NO EQUIPMENT QUANTITY
1. Door 1
2. Sticky note board 1
3. Computer 1
4. Tissues 1
5. Flower vase 1
6. Table 1
7. Chair 3
8. Shelves 2
9. CCTV 1
10. Air Conditioner 1

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11. Dusbin 1
12. Book 2
13. Carpet 1
14. Celling Lamp 1
6. Meeting Room 1

Figure 14 and 15 shown the concept used for meeting room 1

Description

Meeting room 1 is one of room for management team gathering to discuss all the matter
about our archive operation and achievement. There was an important please that
directors and teams decide a big decision for their further business. This room provided
complete accommodation to prepare a discussion. Below table will list all the facilities
delivered there.

NO EQUIPMENT QUANTITY
1. Double Door 1
2. Sliding door 1
3. Glass Window 1
4. TV 1
5. Frame 1
6. Table 1
7. Chair 11
8. Microfon 11
9. CCTV 2

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10. Air Conditioner 2
11. Dusbin 1
12. Clock 1
13. Celling Lamp 2

7. Meeting room 2

Figure 16 and 17 is the design developed for meeting room 2
Description
Meeting room 2 was designed as gathering space to all staff in this department to
discuss all the matter about our archive procedure and accomplishment. The function
run as meeting room 1 but it was acceptable to gather all workers here. The colour
chosen is greyish pattern for wall and floor that shown combination of English-Malay
concept. Below table will list all the facilities delivered there.

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NO EQUIPMENT QUANTITY
1. Double Door 1
2. Exit Door 1
3. Long Table 2
4. TV 1
5. Frame 1
6. Celling Lamp 3
7. Chair 48
8. Air Conditioner 2
9. CCTV 2
10. Dusbin 1
11. Clock 1
12. Plants 2
13. Tissues 2

8. Sever Room

Figure 18 and 19 shown the arrangement of server room.
Description
Server room is a room that control all the system and electricity in this staff office. In
order to make sure it operates most of the time, it was setup at the end of this department
that connect to all room inside staff area. The facilities also not too much but it cost a
huge price because the amount of the server needed to refuge the office requirement.

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NO EQUIPMENT QUANTITY
1. Door 1
2. Server 90
3. Air conditioner 2
4. Switch 12
5. Plug 4
6. Temperature Control 1
7. Lamp 6

9. Technician Room

Figure 20 and 21 shown the technician room’s design

Description

Technician room was located in front of server room to make sure server operates
systematically. 2 professional staff will maintain the lack of the system or damage wires in
the server so that their room must be nearest the server room. Technician room might see too
small but it comfortable for 2 person and it stuffs. The greyish and creamy concept also used
in this room to sustain historical environment. Therefore, below was a table listing equipment
setup in this room to accommodate our technician staff.

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