SULTAN IDRIS ISKANDAR ROYAL ARCHIVES

5) Humidifying room

Function:
 A place for materials that need earlier re-humidification.

NO EQUIPMENT QUANTITY
1 Door 2
2 Table 1
3 Chair 6
4 Rack 1
5 Air-Conditioner 2
6 Fan 3

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6) Reprographic room

Function:

 A lab that is the reproduction of graphics through mechanical or electrical.
 Room for copying content, such as scanning, xerography and digital printing.

NO EQUIPMENT QUANTITY
1 Door 1
2 Chair 4
3 Table 3
4 Rack 1
5 Air-Conditioner 2
6 Table Lamp 2
7 Computer 2

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7) Meeting room

Function:

 A place where staff will seat together and discus anything that related to Sultan Iskandar
Shah Royal Archive.

 Requires for staff to discuss on how to improve our archive to be better compare the
another archive.

NO EQUIPMENT QUANTITY
1 Door 1
2 Meeting Table 1
3 Chair 10
4 Air-Conditioner 3
5 Television 2

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8) Archivist room

Function:

 A room that are provided for the archivist.
 Room whereby the archivists can rest for a while.

NO EQUIPMENT QUANTITY
1 Door 1
2 Table 2
3 Chair 1
4 Computer 1
5 Rack 3
6 Air-Conditioner 1
7 Cot Stand Hanger 1

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9) Training room

Function:

 A room that are provided for the archive staff.
 A room to train new staff of Sultan Iskandar Shah Royal Archive on handling the

material.

NO EQUIPMENT QUANTITY
1 Door 2
2 Chair 3
3 Table 1
4 Whiteboard 1
5 Air-Conditioner 2

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10) Bindery room

Function:

 A room that can be define as a studio, workshop, and factory where sheets of paper
are fastened together in order to makes books.

NO EQUIPMENT QUANTITY
1 Door 1
2 Chair 5
3 Table 5
4 Laptop 4
5 Table Lamp 5
6 Air-Conditioner 3
7 Rack 1
8 Small Rack 1

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11) Conservator room

Function:

 A room that are provided for the conservator.
 Room whereby the conservator can rest for a while.

NO EQUIPMENT QUANTITY
1 Door 1
2 Chair 3
3 Table 2
4 Shelve 10
5 Air-Conditioner 1
6 Computer 1
7 Sofa 1
8 Cot Stand Hanger 1

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12) Work area

Function:
 Space for the staff to do any work related to Sultan Idris Iskandar Royal Archive.

NO EQUIPMENT QUANTITY
1 Table 4
2 Chair 4
3 Computer 4
4 Dustbin 4
5 Cubicles 4

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13) Preserve and conserve lab

Function:

 A room that is to minimize the physical and chemical deterioration of records and other
artifacts, and to prevent the loss of information content.

 A room that provide media treatment, preserving records or other artifacts in their
original format.

NO EQUIPMENT QUANTITY
1 Door 1
2 Shelve 3
3 Chair 4
4 Table 2
5 Air-Conditioner 2
6 Small Shelve 1

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14) Photographic room

Function:

 A studio is a place to carry a work regarding to photographic such as take, develop the
photo, print and duplicate photographs.

 Photographic training and the display of finished photographs may also be place in a
photographic studio.

NO EQUIPMENT QUANTITY
1 Door 1
2 Table 2
3 Chair 1
4 Computer 1
5 Whiteboard 1
6 Lamp 2
7 Sink 1
8 Air-Conditioner 2
9 Rack 2

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15) Toilet

Function: QUANTITY
 Provide for staff in processing area. 4
4
NO EQUIPMENT 6
1 Toilet Bowl 2
2 Pipe 4
3 Sink 4
4 Dustbin
5 Tissue
6 Hook

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16) Prayer room

Function: QUANTITY
 Provide for Muslim staff in processing area. 2
2
NO EQUIPMENT 2
1 Door 2
2 Carpet
3 Air-Conditioner
4 Rack

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17) Pantry

Function: QUANTITY
 A room for staff to eat and drink. 1
3
NO EQUIPMENT 1
1 Door 1
2 Chair 1
3 Table 1
4 Kitchen Cabinet
5 Dustbin 113 | P a g e
6 Air-Conditioner

8.0 Procedure in archives

Archives management is the area of administration concerned with the preservation and use
of archives. It is concerned with attainment, attention, procedure, portrayal and repossession of
records once they have been removed from creating agency to the archival repository. In
managing archive institution, archivist should not just plummet in and start particle papers or
stuffing boxes without evaluating the archives' current situation and future desires. Our
corporation will receive an authorized privilege which involves examination into some long-
forgotten files so many procedures need to be setting wisely in the archive. Community
archives are well-established but need reorganization to suit our archive mission and objectives.
Nevertheless, these preliminary explanations, the decisive resolution of archives must
encompass beyond any short-term intention. An archive should ensure applicable and long-
lasting maintenance for records of antique value, that one may make archive material accessible
for use both nowadays and for future forward. Adequate to continue a durable ancient program,
our archives essential to create a least average with existing of a qualified form, slightly than
just a storing room. The following recommendations are fundamental to any collection,
regardless of its size or scope. The archivist needs to establish a detailed policy on archives,
clearly identifying its intent and objectives, and the type of material that the policy on archives
accepted and supported by the sponsoring institution or the parent institution should obtain
suitable material, actively collecting documents from the community, agency or institution.
Instead, acquire legal control over the holdings of the archives, recording the ownership of the
documents by the archives. Other than that, gain analytical control over archival holdings,
know what material is in the archives and where it comes from gaining physical control over
archival holdings, store them and protect them against theft, harm and environmental or human
hazards. Last but not least, variety archival material offered for use by authors, contributors
and the general public.

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8.1 General Management

In record management, there are strong corporate management assemblies. Director manager
of archival institute informs to head of record administration to take any action under his
responsibility. The Director, together with Head of Departments and Regional Directors of
Offices, will form the Archive Management Team. The overall strategy for the archive
institution is given by the Director of Records Administration and the Director of Archive
Repositories in consultation with the team management. Therefore, the director's duty of the
archival institution is to develop the strategy into plans and programs while assist by the heads
of departments and regional archives. Those plans and activities will then be turned into
initiatives for agencies, team groups or individual staff members. Both activities, whether
corporate or individual, should be checked unceremoniously on a daily basis; there should also
be an official guiding procedure, with minute meetings at least four times a year. Regional
office activities should be supervised at quarterly meetings, including the Regional Office
Director and senior staff. Individual projects also should be tracked. All control should be
carried out in compliance with government or corporate procedures. An addition to the
specifics of their tasks, all workers must be presented with black and white job descriptions,
showing clearly what duties they are expected to perform.

8.2 Training

All new associates of Sultan Idris Iskandar Shah Royal Archives in the archival institution need
to attend a training session before practicing archival institution knowledge in our archive. In
the training conference, new employees will be given all the compulsory information
concerning conditions of engagement. The training that determination specified to all new
affiliates of staff in Sultan Idris Iskandar Shah is security operations, the technique to handle
documents, procedures that need to follow regarding preserve and conserve archival materials.
Other than that, the information on distinctiveness and reputation of the archives while in staff
responsibility. Lastly, agreement with industrial safety and health according to the destruction
process will be clarified in a special training program.

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8.3 Forms and registers

Regarding the forms and registers obligation be permitted by the Sultan Idris Iskandar Shah
Archives' organization team previously they can be distributed. The usage and outline must be
comprised in the institution's transactions manual. One of the staff members will be responsible
for the numbering, design, layout and letterpress of all types and registers accepted for use in
the archival institution. Directors of national archival institutions must communicate with the
responsible staff at headquarters to ensure that they have a tolerable supply of forms and
registers. All divisions and regional offices will provide enclosure reports in the annual report
of the archival institution. For the advancement of the study, there should be an annual period
of submission dates. Certain staff will be responsible for communicating the submission dates
on which the material for the annual report is needed and for providing the layout and design
information of the templates. Its data and other statistics for reports will be accumulated as
compulsory followed the manual to reduce retrieving time. Action and agenda for collecting
figures must be established.

Evidence may be accumulated on statistics such as the number of archives occasioned by the
archival organization which are calculated by box, documentation groups, sequences or item
as proper. Next, the number of archives processed as usual by the number of boxes or groups
or series numbers, with appropriate selected code. Then, the number of requests for information
either was from government offices, from in-person researchers or external researchers by
telephone, email, fax or another communication channel. Other than that, the quantity of
reader's tickets delivered, and appointments made, and the quantity of archival substances
composed for reference needed too. Form and register include the number of copies proficient,
the number of inquiries established and responded. Do not forget the number of stuffs well-
preserved and mended. Information and current topics may supply on growth of archive
management such as staffing matters for example project position and responsibility, working
shift or their schedule. After that, training and staff development evaluation and its procedure
like performance appraisal.

Furthermore, significant acquisitions records and statistics that need to prepare in project
milestone stages. Then, finding aids and publications issued by the client or other visitors and

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research. Moreover, the progress in the preservation process that really in an urgent situation.
Outreach activities strategies and annually schedules also need to fix the yearly program. Other
than that, our archive will have exhibitions for the month of independence and theme and its
stated goals need to hold a detailed meeting. Dates arrangement for important visitors or tours
to our archives that have been scheduled weekly. Talks program to other institutions provided
to encourage the awareness of records management. We also will be sent off our staff for
research to the outside country looking forward to digging more about our history before and
Independence Day. Last but not least, the number of items conserved and repaired weekly,
monthly and yearly.

8.4 Accessioning records into the Sultan Idris Iskandar Shah Royal Archives

This purpose is to make sure that those records grasp the establishment and are treated in a
superlative technique that is well-organized and to certifies the secure the records whenever
they need it. This clause does not refer to the accession of library material; these contents will
be distributed separately. Records can come from the record center to the archival agency,
records departments, non-governmental or non-corporate entities, private individuals.
Wherever the records come from, they may have an impact on how they were prepared to
transfer. In all cases, it will be important to note the type of body or person from which the
information has been transferred to the archival institution and precisely what the documents
have been transferred. The particular document was then drawn up on the material by the
archival institution during the period of reception and accession of the material. Such
information is intended to ensure that the repository may account for its behavior and may
reserve details on the derivation of the content.

Repository personnel will be responsible for the non-violent guardianship of documents during
their transition and accession and for ensuring that all documentation is correct and up-to-date.
Both documents must be checked before they are admitted into the archival institution. The

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review of the records transferred from the Documents Center is the responsibility of the
Records Center where the staff working under the direction of the Records Administration are
responsible. The review of documents transferred directly from the establishment of
government agencies is the responsibility of the record office staff in coordination with the
archives or the record administration staff. It is the duty of the archival institution or the
administration of records to review non-governmental documents. Upon accession to the
archival facility, documents become archives and are subject to the specific provisions of the
laws or regulations on archives.

8.5 Arrival of the records

If the documents come from the records center or directly from the transfer agency's records
office, the following basic work should be done by their workers before the transfer will start
from the review and selection of the records after 5 to 7 years before the transfer to the disposal
plan. The next step was cleaning and tidying from destructive elements such as this process to
remove ferrous metal pins, clips, staples, and others that can cause rusty effect and destruction
the histories and, probably, would be swapped by plastic or non-ferrous copper such as
audacity. Labeling of goods with the requisite identifying details during the packing process,
but if the boxes are not available, the content should be wrapped in orderly packages with paper
security. In the meantime, the listing process, by providing the name of the series, the original
Agency file numbers and names, and the dates for the transfer within the agency, can usually
be used by the record center transfer list and can be annotated to display the series and the
transferred pieces.

Other than that, after completing the accession form, in compliance with the protocols of the
record center, the head of the record center will forward the overview list and the accession
form to the archival institution in advance of the transfer. He or she will then travel to arrange
a suitable date and time for the documents to be delivered. If the documents come directly from
the registry office, the same preliminary work will be done by the record officer's team. A
representative of the record office will arrange the date and time of distribution with the
archival institution. An archivist will be responsible for all transactions involving documents
originating from a non-governmental body or a private individual. When documents have not
been prepared for transfer, personnel must ensure that physical preparation is performed before

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the records are installed at their final home in the archive. This work includes evaluation,
arranging, packaging, marking and listing. As soon as documents arrive at the archival facility,
workers will inspect the material for signs of insect or mold infestation and decide if they need
medical advancement. Checking the documents must therefore ensure that they have been
properly labelled and stored in a safe temporary storage area set aside for new accessions.
Patterned the records against the accessions type and the transfer list or overview list to make
sure that the documents actually refer to those records and that all the things that were to be
included are there. The first stage is complete and accessions form if none has been prepared
beforehand and obtain a signature authorizing the accession from a representative of the agency
sending the records. Second, make an entry in the accessions register with acknowledging
receipt of the accession so that the transferring agency has a record of the transfer. It is
important that our staff key to the correct data in the accessions register should be received
promptly, preferably on the same day, but certainly within five days of the weekday, so that
the formal transfer of custody for the documented records and any problems are immediately
identified.

8.6 Completing the accession form

The accession form is an official document perceiving the transfer of protection of the records
to the archival institute, following the necessities of the regulation or protocols of the
organization. Since the accession form is contracted by both the correspondent and receiver, it
is indication of their arrangement to this transfer of custody. The provision of type itself shall
be securely and indefinitely reserved for future transmission as part of the archival institution's
records. On the back of the accessions, the form is a checklist of the activities that the staff will
continue with for that accession. When workers carry out any of the activities listed must initial
and date this checklist when the action has been taken. For each accession of documents to the
archival institution, whether the material originates from the record center, the record office or
from another source, an accession form should be given. The accessions type should not be
used to connect physical resources to the library. When necessary, the application form will be
made by the person sending the records to the archival institution. The resolution of the process
is kept together with the documents. Otherwise, the form may be sent in advance to act as an
advance notice that the records are coming. If the form has not yet been completed, the archivist
must complete it as soon as the documents enter our institution. For each new accession, a

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separate accession process must be completed in each set of documents. The Archives Division
is responsible for ensuring that documents are transferred to the correct repository of secret
community items, according to their attribution. Complete archival references, such as group
code, sequence, and file or object numbers, will be entered on the accession form immediately.
Records organization management needs to separate records or archives into classes, sequence,
files or objects that resemble the entity used in the original record system.
When documents come from an external source, the archive staff must complete an accession
form for the entire shipment, with ample charitable information to classify the entity and
document its source. References to archives such as community, sequence, files or objects will
be added to the membership form as soon as possible. If the accession is an addition to the
current archive community and contains both a run of consecutive file or item numbers and
other individual files or objects, perhaps formerly lost or held by the ministry, they may all be
put in the same accession form as long as they are part of the same group and sequence. Save
the initial accessions form safely, identifying the acts as their place of revenue. Put a copy with
the records until they have been put at their final location in the repository to remember them.
Once all the action on accession has been concluded, a representative of the archival institution
must sign the back of the initial accession document. Forms should be submitted according to
the number of groups and sequence and within the number of accessions. A copy of the
completed accessions will be sent by the archival agency to the Agency responsible for the
documents or to the owner of the records. When the final list of items is available, a copy of
the list will also be provided, so that the generating entity will have full details of all of its
documents. More detailed lists or descriptions will be sent separately once the process has been
completed.

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8.7 Completing the accession register

The register of accessions shall be the official records maintained by the library and the
organization responsible for the materials and documents. The register of accessions also
acknowledges the transfer of custody of the documents to the archival institution. References
or transfers of entity or depositor, including initial sources. Links to the archive. Including
comments Variations to the legislative span of often 30 years closed or other situations
affecting access. When the date of the operation is finished, the list of accessions will be clearly
labeled and stored securely. It is an internal control device for the archival institution and is not
necessarily open for public inspection. When the volume of the register is complete, it should
be added as part of the institution's archives for permanent storage. Until entering the
accessions register, the staff of the archives shall check that the accession corresponds to the
details on the accessions form and any relevant lists and that the accession is complete. If any
documents are missing and are not accounted for by dummies, the staff of the archives shall
immediately contact the transfer department or the depositor to clarify the situation. All
accessions will be registered in the register of accessions and there will be an entry
corresponding to each accession type. Each entry in the accession register should be allocated
a separate accession number. The number is usually made up of a sequential number and the
year, beginning at' 1' each January. For example, 98/1 refers to the first accession in 1998, 98/2
to the second, and so on. The accession number will be entered at the front of the accessions
form when the accessions registry entry has been made.

It is the responsibility of the archival institution to allocate records to relevant classes and
sequences. If the accession has come from a record center or a record office, the staff member
responsible may be able to decide on the correct series and file or item numbers before the
records arrive. In that case, the complete archival record, such as category, sequence, and file
or object numbers, may be entered in the registry of accessions. If the staff member has not
yet allocated the numbers when the documents are received, he or she will enter ample
information to classify the items and add full archival references later on. In such cases, the
accession number will be used as a temporary control number. The ' Action completed ' section
in the registry of accessions should not be signed until all action on accession has been
completed, including the designation of a collection of documents and the delivery of a final
summary of the records. It is important to make an appropriate entry whenever the accession
action has been completed so that an accurate picture of the outstanding work can be obtained

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at any time. Excellent work is easily overlooked once the materials have been put in the archive.
Once a month, the appointed member of the archives must review the accession registry to
track the accessions have yet to be completed and to schedule the execution of pending
activities within the accepted deadline. No accession should have been done for more than one
year.

With respect to the completion of accessions, the registry archive workers will follow these
instructions. First, make a separate entry for each accession in each sequence and then enter
the following information in each column. Adhesion number at year-end, followed by the next
available serial number, beginning on 1 January of each year, such as 19/1, 19/2 and so onIf
not, provide a short title or definition for the identification of the products. Even enter the dates
and number of boxes or some other quantity representation. The source or depositor must enter
the name of the issuing agency responsible for the products. When they came from the Records
Center, add' (RC)' after the name of the Department. Archival reference data should be
included in the final reference numbers provided to the archives in the accession process,
including category, series and file or object numbers. They should be entered as soon as they
have been determined. For the submission of comments, enter any details of the access
restrictions applicable to the files, or of the items missing from accession or held at the time of
transfer. Include here also any other observations that the archivist finds useful. The initials of
the person receiving the accession and the date by entering the initials of the archivist
conducting the work and the date of completion of the register.

8.8 Initial arrangement and descriptions

Arrangement and definition are set out in more detail in Section 4 of this manual. The
information provided here refers to the primary arrangement and explanation of accessions on
receipt in the archive repository. When the documents are submitted, the archivist must
determine whether to add them to the existing series or whether to represent a new series. If
possible, this decision will be taken before the records are transferred so that the archival
references can be written to the records and used to control them right from the start. However,
this is not always possible, and the staff may have to determine which series the records belong
to after their entry. When a new series of records arrives, the archival institution must assign
the next appropriate series number within the category and insert the new number in the

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register. If the archives belong to a new series, the number of the element should start at number
' 1’. In addition to the existing sequence, the first file or item in the accession should be
allocated to the next available file or item number. This number is obtained from the register,
which is updated to show the last item number.

If there is any doubt as to the completeness of the set, the sequence itself should be reviewed
to prevent more than one allocation of the same item numbers. For each collection of
documents in the archival archive, there will be a list of the objects it contains. The list is used
both as a catalog of holdings and as a reference tool. A summary list containing the original
Agency file number and title and the dates of entry for each item will be prepared by the
Records Center or Agency Records Office staff prior to the transfer. This is usually done in the
form of a transfer center list of documents. This collection has already been compiled, where
the archive workers will do as follows. First, check the list to see if it acts as an effective
archival aid and make any changes. Then add the archival references to the list and mark the
items with their archival references. After that, apply the archival references to the accessions
form and the accessions register, but if no summary list has been drawn up by the moving
entity, the archive staff must prepare the documents physically. Whereas it is important to list
the materials and mark the objects with their archival reference and covering the dates, then
add the' closed until' label if appropriate.

Afterwards, enclose the products and enclose the boxes containing the archival references to
the accessions form and the accessions register. In addition, personnel must plan for the final
list to be written, checked and updated. The master copy will be stored securely, and duplicates
will be made for 3 copies and circulated as one in the search room, for public access to the last
agency responsible for the documents and the last copies as a working copy and a reference
copy. In exceptional circumstances, for example, if accession is large and complex, it may not
be possible to complete and list it quickly. In that case, accession should be enclosed and
labelled with the accession number and any other action on accession should be taken.
However, the accession should not be marked off as completed in the accessions register. It
will also ensure that the staff of the archives does not overlook the fact that research is still
needed.

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8.9 Storage of new accessions

If the records show signs of insect infestation or mold growth, the workers must ensure that
they are handled before being stored in the repository with other items. Both paper records
should be sealed to shield them from the normal causes of decay, such as water damage, light
damage, rodents and dirt. Boxes should be of sufficient quality and strength to survive several
years of use. We must comply with the requirements of archiving; where we must be made of
materials that do not damage or discard the archive. The forming board of the boxes should be
at least 1,5 mm thick and not too acidic, with a PH value between 5 and 8. Other than that, the
staples and fasteners should be rubber, brass or non-ferrous metal that does not oxidize. If the
documents cannot be boxed because they are of a size or shape that is not appropriate for
packaging or because there are no boxes available, the archive staff will need to pack the
components into bundles and provide an alternate protective cover. Typically, this means
covering them with good quality paper and sealing the packages with cotton tape. The packets
will be labelled with archival references in the same way as the boxes are labeled so that the
contents are transparent. All boxes and packages must be clearly labeled to display the product,
the series and the range of item numbers inside. Printed labels should be used where available;
otherwise; Labels should be labelled in clear black writing with an approved style. If necessary,
position maps and plans flat in the chests. If this is not possible, wrap it inside a safe cardboard
or cloth and cover it with a cotton tape. Hold microfilm or film spools on plastic reels, inside
plastic or rustproof metal cases. Place images in acid-free files, or in individual acid-free
directories, and then inboxes.

Once the records have been washed, numbered, identified, boxed and reviewed, they are ready
to be transferred to the storage location. Space by sequence is the normal configuration of
documents in the archival institution. Under this method, the entire series will be stored
together, in the numerical order of files and objects, if necessary. Nevertheless, not all series
in a group may be stored together, as this would entail a constant rearrangement of the boxes.
In some cases, it may not be possible to store the entire series in a single location. For example,
the archive staff will isolate the series and store it in more than one location. Furthermore, if
the accession includes items missing from earlier accessions as well as a new block of item
numbers, the items that were previously missing should be placed in their correct place in the
sequence of item numbers and the dummies removed. The appointed staff member will be
responsible for deciding where each accession should be held, using the position register and

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the repository area floor plans. Specific storage provisions will be made for archives to be
closed for more than 30 years or another statutory duration. A special label will be attached to
these materials in order to denote the year in which they will be opened, using the wording '
CLOSED UNTIL. ' An additional mark should be affixed to the package or packet to signify
that it includes materials to be closed for longer than the statutory date and for how long. If the
accession contains objects that are particularly sensitive and require, in particular, safe storage,
these materials will be stored in a secured storage area.

To order to find these things later on, the staff will either make a separate entry for the items
in the location log or put dummies in place of the items, leading the staff to them. When the
archives are held, the workers must record their place in the location log. Staff will also update
the repository floor plan to show how much space is still available and where. The floor plan
will demonstrate the layout and location of each shelving bay. Once all the shelves in the bay
have been used, the staff member will mark the cross box for the bay (X). If some shelves in
the bay are still bare, the box will be labelled with a half cross (/). To refresh the affluence, he
or she should use a pencil to make these points. When the accession is ready for storage,
workers can use the floor plans to find out where there is ample free shelving. When the
accession is placed on the shelves or the records are transferred from one location to another,
the workers will need to change the floor plan. Notice that some shelving should be reserved
for overnight storage of archives in the repository closest to the search space, which users
would like to use again the next day. Once the records have been deposited and the information
on them entered in the position registry has been registered, the substantive review of the
accession process has been completed. The annual inventory process will help workers locate
any issues, including faulty boxes, stickers, and recordings.

8.10 Completing the location register

Our Archival personnel follow these instructions to complete the list of locations:

i. Use a separate page for each group of documents.

ii. Make a separate entry for each sequence, ordered in a numeric order.

iii. Type positions in the form below; repository number / bay number / shelf letter.
4/217B, for example, is Repository 4, Bay 217, Shelf B

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iv. If the entire series is stored together in a continuous shelving cycle, enter the serial
number and the location of the first and last objects. RG 1/2 3/598A-E, for example.

v. If the sequence is split between more than one location, enter each location
separately, giving the number range for each piece.

For instance, RG 1/2/1-72 3/516A-E RG 1/2/73-914 3/42A-72C

8.11 Completing action on an accession

Once all of the above actions have been completed, the Authorized Person who is an Archivist
will confirm the completion and sign the back of the accessions form indicating that the work
is being done. The accessions form will then be copied, and a copy sent to the responsible
record department, such as the government ministry that transferred the documents or the
private individuals that donated the materials. The initial accessions type will be separated into
binders by sequence and accession numbers.

8.12 Records received from external sources

If collecting documents from sources outside the government or the company, the employees
of the archives will have to negotiate the terms and conditions of acceptance of the items. Such
terms and conditions should be laid down in the form of accessions or in a separate agreement
signed by the depositor and the archival institution. The following points should be clarified:

 Whether the possession of the items remains with the depositor or is passed to the
archival repository.

 Arrangements for assessment, either before or after the move, including who will make
the final decision.

 Disposal of items that are not considered worthy of permanent preservation.
 Arrangements and limits on public access to archives
 Arrangements for the provision of copies to searchers, including copyright ownership

and permission to publish.
 Arrangements for the use, publishing and copyright of aids to be sought.

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 Whether or not the archives can be used in exhibits or other outreach programs at the
discretion of the head of the archival institution.

The director of the archival institution should consider the possibility of obtaining an agreement
from the depositor that, in the event that the materials are withdrawn by the depositor, some
compensation will be granted to the institution for storage, storage, description or cost of
production. In return, the Director may wish to confirm a commitment to provide resources for
this work. Consignments from non-government sources are usually made up of a whole group,
although a particular group may be obtained in more than one shipment. There are two steps in
the accession process for products from external sources.

i. Identify the nature and whereabouts of the materials. This phase may involve initial planning
followed by some research and a program of reviews. It concludes with visits to the site and
the negotiation of conditions for the transfer.

ii. Prepare the materials for transfer. This phase may involve arranging and describing the
materials, cleaning them and carrying out physical preparation, boxing or packing. Since the
creator of the records may not have followed a formal records management program, the
archival institution may have to omit some or all of the preparatory procedures and make other
arrangements to handle the records when they arrive.

8.13 Accessioning copies of archives

Microfilm and other copies of original archives held by other repositories should be
accessioned in the same way as originals. Archives staff will allocate appropriate numbers and
list and describe the records in the institution's finding aids, clearly identifying them as copies.
Microfilm and other copies of original archives held by the archival institution itself need not
be accessioned in the same way but will be entered in the register of copies of archives.

The register of copies of archives contains details of copies made of materials in each group of

records. The following information is recorded:

 Reference number of the originals
 Item number

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 Type of copy (such as microfilm or photocopy) and number
 Location.
The register of copies of archives should be labeled clearly and kept securely.
8.14 Completing the register of copies
The archivist may follow these instructions to complete the register of copies of archives.
1. Use a separate page for each record group.
2. Make a separate entry for each series (if the whole series has been copied) or each piece or
range of consecutive items (if only part of the series has been copied).
3. Enter the details in the following columns:
1. Reference number of the originals
2. Item number (each reel of microfilm or other types of copy should be given a single

running number in the sequence)
3. Type of copy (such as microfilm, photographic negative) and number (if the copy is

marked with a number)
4. Location in the repository.

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9.0 Managing restricted archive

The building and collection must be protected and secured during and after normal working
hours. Unauthorized access to the collection must be strictly prevented. Every access to the
records must be controlled to ensure the safety of records. Building can be secured into a few
methods. For instance, hire the security guards or installation of an automated security system
in every area of the archival repository can be categorized as expensive methods. We hire
security guard at the front entrance and back to ensure the archive always secured 24 hours.
Also in the archive have security investigation system to control the movement of the workers,
public and collections. However, inside the building also should be secured by the security
during and after working hours. Beside, in term of the security of the collection, most archive
should have a security room which is in Sultan Idris Iskandar Royal Archives is public area.
The function of the security room is to control all activities that occur within the archive.
Especially in the public area. As we know, everyone can enter the public area. So in terms of
security it should be strengthened to keep the archive from being intruded by any outsider.

10.0 Environmental control

Control of temperature and relative humidity is the most important part in the preservation of
archival collections. This is because if the level of temperature not suitable for the collection
or material, it can lead to the deterioration of materials. Furthermore, the growth of mold and
insects normally due to high relative humidity and temperature. Thus, it need to be controlled
to prevent the materials from damage. However, provided air-conditioned space in the archive
is not enough. The archival repository should be completed with the dehumidifiers in order to
keeping the recommended storage environment. The function of dehumidifiers is to control the
relative humidity in the archival storage effectively. Furthermore, to reduce pollutants and dust
in the air, the air-conditioning system must be installed with effective filters. Indirectly, the
archive will have a positive air pressure.

The used of lighting in the storage should be ultraviolet-free. The intensity and duration of
lighting should also be minimized as far as possible. In addition, light and pest management
need to be alert in term of environmental control. Environmental control in archive need to be
consider on a few factors;

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10.1 Lighting
Light speeds up the oxidation of paper and deteriorate of the material can be faster
as usual. Controlling light in archive are important. Next, in the storage area it is not
recommended to put window because this area need least lighting and it can damage
the records if have excessive lighting. This is because ultraviolet is most harmful
light. Staff in charge will ensure that light in the archive is in controllable. Other than
that, light in the storage area should be switch on when the staff need to find the
records otherwise the light should be off. Further, controlling light towards records
will protect the records from damage thus protect the value of the record and
maintain the originality. In Sultan Idris Iskandar Royal Archive, the light of
important area which is storage must less than 100 lux.

10.2 Temperature and Humidity
Temperature and relative humidity need to maintain to preserving all the collections.
In Sultan Iskandar Idris Royal Archive there are variety of records. Since our archive
is focus on royal, the material mostly about Sultan Iskandar Idris. Which is mean,
the value of the records should be proper caring. Thus, each of the records need
different temperature and humidity. Ideal temperature is18 - 20 degree Celsius and
not above 20 degrees Celsius while ideal relative humidity is 35 - 40 and not above
50%. In Sultan Idris Iskandar Royal Archive, the temperature set for paper and
parchment records is 16 Celsius (+ - 1°C) and the relative humidity is the 55-65%
(+ - 5%.). For the staff and public area minimum temperature is 19°C and the relative
humidity is 40- 70%.

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11.0 Security Control
In Sultan Idris Iskandar Royal Archive, we do have security control to protect the collections
and building itself. Closed circuit television (CCTV), emergency alarm, emergency exit, and
access card are the security control in the archive.

11.1 Closed Circuit Television (CCTV)

Picture shows (CCTV)
Closed Circuit Television (CCTV) is a system that similar to camera that specifically
used to record or monitored any activities in certain area within the building itself. By
installation of CCTV in the building, it can be an evidence if anything happens in future.
In Sultan Idris Iskandar Royal Archive CCTV located at every area. Such as processing
area, public area, staff area and storage area. The Closed Circuit Television (CCTV) are
controlled by the security investigation system. This is to make sure the archival
repository is secured in every situation.

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11.2 Emergency Alarm

Picture shows Emergency Alarm
Emergency alarm defines as an alarm which design to give immediate response and alert
to human and actions need to be taken directly. Emergency alarm also located in every
area to make sure all the staff or visitor being warning if anything happened in future.
There are various types of emergency alarm.

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11.3 Emergency Exit

Picture Shows Emergency Exit
An exit route is a one of a sign that show or lead the staff or visitor within a workplace
to a place of safety. This is one of the effort to save people in the building if anything
happened unexpected. In Sultan Idris Iskandar Royal Archive, it has nine emergency exit
designed in every path of area in archives. Every area in archive has its own emergency
exit. So, if emergency happen people in every area can use the emergency exit without
going to main entrance.

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11.4 Access Card

Picture shows Access Card
Access card defines as a card with a microchip or magnetic strip. In the access card, it
contained the data that is read by passing the card through or over an electronic device.
The function of the access card is to identify the people before entering any area or room
that can be define as private and confidential. In Sultan Idris Iskandar Royal Archives,
the access card normally used by the staff to enter specific place such as staff area and
storage area. Access card being used in every area but in staff area and storage area it is
fully used. This is because storage area is the most important place in archive and must
be protect securely. In staff area, the access card also used in order to enter the parking
lot specially for staff. Thus, in staff area also have a door with access card. This is to
identify the staff before entering the staff area. This is shows that our archival repository
if fully secured in order to taking care the archive as well as possible and to prevent the
people outsider to enter no entry area.

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12.0 Disaster Planning
The existence of archives gave value to the entire world whether to the country, nations,
communities and individual itself. Normally, archives are a place that collect, preserved and
dissemination the evidence of activities which occurred before. Other than that, they tell stories,
document people and identity. This kind of information is valuable to certain people or
researcher in the specific fields. Archive also captured important event of the community,
cultural and be kept as the memory place. Same goes to Sultan Idris Iskandar Royal Archives.
The impact of risks can be reduced by disaster planning for example arrangements for major
incident such as a flood or a fire. Taking action as soon as possible is essential to reduce damage
caused by such incidents.

 In Sultan Idris Iskandar Royal Archives disaster plan involve four stage which is:
 Prevention
 Preparedness
 Response
 Recovery

Stage 1: Prevention
Prevention in Sultan Idris Iskandar Royal Archives is to spot and keep down the risks cause
by the archival repository including its appliances. Below is the following prevention carry
out in Sultan Idris Iskandar Royal Archives.

 Install automatic fire detection and extinguishing systems.
 To provide copies of vital records. For example, collections details.
 To supply better power supply to protect computers and data of the archives.
 Have protection or insurance cover for the building and its collection itself.

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Stage 2: Preparedness

This stage prepares us to get ready with any consequences. Below is the following
preparedness carry out in Sultan Idris Iskandar Royal Archives.

 Develop a written preparedness, response and regaining plan.
 Keep the plan up to date and analyze it.
 Keep together supplies and appliances required in a disaster and maintain them

such as the basic one fire extinguisher.
 Train all the staff and how to response during the disaster. Training include the

identification of emergency exit.

Stage 3: Response

This is the critical stage where we need to response during the disaster. Below is the
following response carry out in Sultan Idris Iskandar Royal Archives.

 Follow the official emergency policy for raising the alarm, move out the staff and
design the disaster site safe.

 Approach and notify the people who in charge for the disaster.
 Do not enter the place without permission.
 Set up area for minor treatment for the collections.

Stage 4: Recovery

This is the process to get everything in normal. Below is the following recovery carry out
in Sultan Idris Iskandar Royal Archives.

 Assign a team to repair the disaster site and collections.
 Dispose of items unworthy retaining and return to its place or rebind items.
 Immaculate and reconstruct the disaster site.
 Restore treated material in the refurbished site.
 Explore the disaster and be make sure the disaster plan gets improve than before.

Since our archive is focus on royal, it is important to develop disaster plan in archives or
any organization exist. Thus, disaster planning is a kind of basic security archives, for their
staff and their collections. It is an essential part for the archives where it can respond
efficiently and quickly to an emergency.

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13.0 Human resource planning
Human Resource Planning (HRP) is the process of forecasting the future management teams’
requirements of our organization and determining as to how the remaining human resource size
of the organization that can be utilized to fulfill these requirements. Thus, focuses on the
straightforward economic concept of demand and supply in context to the human resource
capacity of the organization. The HRP process which may help our management in problem-
solving and meeting for future demand in human resource of the organization with the supply
of the suitable position and determine the number of employees required at the right time and
place. Further, proper analysis has to be done before human resource requirements can the
process of recruitment and selection be initiated by the management. Human resource planning
is a crucial element to achieve success in our organization's strategies and objectives. In fact,
with elements of organizational strategy and long-term objectives widely associated with
human resource planning today, human resource planning has now become a strategic human
resource plan. Though human resource planning may sound as simple process of handling the
numbers in terms of human resource requirement of the organization, yet the genuine activity
may involve the human resource manager to face many roadblocks owing to the effect of the
current work in the organization, compression to meet the business objectives and dominant
workforce market condition.

Human resource planning, thus, helps the organization in many ways as follows:

 Human resource managers are in a stage of forestalling the employees' necessities rather
than getting surprised by the change of events.

 Prevent the business from falling into the deception of shifting workforce market, a
common concern among all industries and sectors.

 Work proactively as the expansion in the workforce market is not always in
conjunction with the workforce requirement of the organization in terms of professional
experience, talent needs, skills, and many more.

 Organizations in the growth phase may face the challenge of meeting the need for a
critical set of skills, competencies, and talent to meet their strategic objectives so they
can stand well-prepared to meet the human resource needs.

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 Considering the organizational goals, human resource planning allows the
identification, selection, and development of required talent or competency within the
organization.

Therefore, it is suitable on the part of the organization to determine for human resource
planning to prevent any unnecessary hurdles in its workforce needs. A human resource
consulting firm can provide the organization with a comprehensive human resource assessment
and planning to meet its future requirements in the most cost-effective and timely manner.

An Human Resource Planning process simply involves the following four broad steps:
 Current human resource supply: Assessment of the current human resource availability
in the organization is the foremost step in HR Planning. It includes a comprehensive
study of the human resource strength of the organization in terms of numbers, skills,
talents, competencies, qualifications, experience, age, tenures, performance ratings,
designations, grades, compensations, benefits, etc. At this stage, the consultants may
conduct extensive interviews with the managers to understand the critical HR issues
they face and workforce capabilities they consider basic or crucial for various business
processes.

 Future human resource demand: Analysis of the future workforce requirements of the
business is the second step in HR Planning. All the known HR variables like attrition,
lay-offs, foreseeable vacancies, retirements, promotions, pre-set transfers, etc. are taken
into consideration while determining future HR demand. Further, certain unknown
workforce variables like competitive factors, resignations, abrupt transfers or
dismissals are also included in the scope of analysis.

 Demand forecast: The next step is to match the current supply with the future demand
of HR, and create a demand forecast. Here, it is also essential to understand the business
strategy and objectives in the long run so that the workforce demand forecast is such
that it is aligned to the organizational goals.

 Human resource sourcing strategy and implementation: After reviewing the gaps in the
human resource supply and demand, the human resource consulting firm develops plans
to meet these gaps as per the demand forecast created by them. This may include

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conducting communication programs with employees, relocation, talent acquisition,
recruitment and outsourcing, talent management, training and coaching, and revision
of policies. The plans are, then, implemented taking into confidence the managers so as
to make the process of execution smooth and efficient. Here, it is important to note that
all the regulatory and legal compliances are being followed by the consultants to
prevent any untoward situation coming from the employees.

Diagram 1: Organization Chart of Sultan Idris Iskandar

Hence, a properly conducted process of human resource planning by a human resource
consulting firm helps the organization in meeting its goals and objectives promptly with the
right human resource strength in action.
In our archives, we have top management, middle management and lower management who
have their responsibility in managing Sultan Idris Iskandar Royal Archives. Therefore, our
Director manager is Wan Muhammad Arif Asyraf Wan Nik, who make high-level decisions
about policy and strategy, develop and implement operational policies and a strategic plan, act
as the primary spokesperson for the company, develop the company’s culture and overall
company vision, help with recruiting new staff members when necessary, create an
environment that promotes great performance and positive morale, oversee the company’s
fiscal activity, including budgeting, reporting, and auditing, work with senior stakeholders,
chief financial officer, chief information officer, and other executives, assure all legal and
regulatory documents are filed and monitor compliance with laws and regulations, work with
the executive board to determine values and mission, and plan for short and long term goals,

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identify and address problems and opportunities for the company, build alliances and
partnerships with other organizations, oversee day-to-day operation of the company and work
closely with the human resource department to ensure great hiring. Other than that, his role and
responsibility are to ensures that the record of the inquiry is comprehensive and well ordered,
establishes a secretariat that has responsibility for the operational management of the inquiry
record. Then, transfers custody of the inquiry record to a government department or The
National Archives after the inquiry

Then, our deputy manager is Nurul Nadrah Binti Abdul Halim who has equivalent responsible
as Director manager while assisting him in the managerial affair. Furthermore, she has to trains
and becomes a mentors to records administrator, as needed, and provides consulting support to
clients on records and information management, performs database searches, retrieves
reference material, prepares reports for end-users, analyses business processes and provides
recommendations to improve workflows and creates efficiencies through process automation
and performs other duties as assigned. Deputy Directors must supervise an organization's
records from their creation and preservation through to disposal. Typical responsibilities
include in establishing new records management systems, developing, maintaining, verifying
and evaluating existing systems, overseeing the switch from paper to electronic record-keeping,
writing reports and publications, dealing with inquiries and requests for information from both
internal and external clients, ensuring that financial, legal or administrative requirements and
regulations are complied with, ensuring that data received from client is protected, classifying
and indexing records, ensuring that records kept in Sultan Idris Iskandar Royal Archives are
easily accessible when needed and also providing training to staff who require access or have
responsibility for maintaining records. Other than that, it guides in identifying and soliciting
funds, including grant proposal writing, as appropriate. Performs miscellaneous job-related
duties as assigned regarding to achieve our archive vision, mission, objectives, and long-term
goals.

Furthermore, our senior archivist, Nur Ashiqin Nisa Binti Norazli who responsible for
accurately, securely and effectively managing information received and produced by a wide
range of public and private sector organizations. Develops, arranges and describes archival
collections under accepted standards and practices. Creates finding aids using contemporary
tools following national standards and ensures the quality of finding aids created by other staff.
Creates online finding aids using Encoded Archival Description (EAD) or other contemporary

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tools. Develops and implements procedures for the acquisition, processing, digitization, and
preservation of archival materials. Advises and assists researchers in the use of archival
materials in research activities; interprets requirements and consults on archival information.
Interacts with donors of archival collections both internal and external to the organization.
Appraises potential collection additions and makes recommendations for the acquisition of new
collections and de-accessioning of existing collections. Participates in the development and
implementation of policies and standards for the archives. Hires supervises and trains lower-
level staff, student employees, volunteers, and/or interns, as appropriate. Promotes collections
through online exhibits, publications, presentations, instructional sessions, and other outreach
activities. Maintains professional knowledge base and skills through continued education
and/or research; may represent the library at conferences and meetings.

Sultan Idris Iskandar Royal Archives also has records of specialists and experts. Our
preservation of material specialists is Nur Hanisah Binti Hazian. Her duties similar to
archivists' duties that include acquiring and appraising new collections, arranging and
describing records, providing reference service, and preserving materials. In arranging records,
archivists apply two important principles: provenance and original order. Moreover, her roles
related to the formulation and implementation of policies, standards, guidelines, and
procedures about records management. Meanwhile, maintaining the confidentiality of
information contained in all organization files develops and delivers training departmental and
organization-wide training sessions on records management. It was related to the topics,
prepares, sorts, scans, and indexes retained records in designated records management systems.

The last stated position in our archive is Nur Atiqah Binti Abdullah Suhaimi who an archive
conservator is responsible for the preservation and conservation of archives. Her responsible
for a wide range of materials such as manuscript books and documents, seals, maps,
photographs, film, and possibly magnetic recordings and machine-readable records, such as
computer punch cards. A massive amount of job fulfillment can be gained from handling and
repairing unique historical materials and helping to preserve for posterity items that would
otherwise not survive. The skills that our archive conservators have are a unique combination
of assistance. A high level of manual dexterity is obviously necessary, as is an understanding
of chemistry and a lot of patience and concentration. As Conservators, she also needs to be
forward-thinking where conservators need to assess new treatment options and the physical

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demands of new technologies on archives. Other than that, become open-minded while
choosing appropriate treatment, conservators must resolve the often conflicting needs of the
document and the user. Moreover, analytical which is conservators need to investigate the
history and makeup of documents. The techniques and materials that are available for their
treatment and how these affect the document in the long term. Last but not least, technology,
she must be comfortable with rapidly evolving ICT (Information Communication Technology)
packages and systems.

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14.0 Transportation
14.1 Truck

First of all, every archive must have they own mean to transport an archive material.
It’s an essential thing that must have in archival institution or else the archive itself can’t do
their function very well. In our Royal archive Sultan Idris Iskandar, we got our own
transportation to take our archive material from record creating agency or from record
repository. We provide cargo truck that been used to transport and take all the archive material
It also waterproof which is we can use it anytime without worrying what kind of weather it
maybe. Our truck specification is most of it from class 3 to class 6. Most of the truck that been
use is class 3 which is a medium truck with 10 001 - 14 000 pound ( 4 536 – 6 350 ) Nissan
ISUZU NPR. Truck mainly been use to take and transport archival to our archive institution.

Figure : Example Of Lorry

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Figure: Lorry from sketch up
14.2 Car

We also provided a car for our staff. For those that didn’t have any car or any mean of
transportation, we can rent them a car for the purpose of working, as long as their working in
our archive the car will always available to rent. Of course, they cancel the rent anytime they
want as long as they can go to work on time. This car also serves the purpose our archive
official assignment or meeting or whatever activity that might need a mean of transport to do
the job. This is to make sure that everything that been plan working smoothly as it can. This
also can save time and money as the car always be ready to use anytime when we want. For
the official work, every fee and expense will be cover by our archive institution itself. For the
unofficial work, the expense and fee will be pay by the staff and do by themselves.

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Figure : Example of car

Figure : Cars from sketchup

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14.3 Bus
Buses is also provided in our archive. This bus serves as a transportation for the staff

that working in our archive institution. It is almost same as the car but there were a slightly
different between this. The purpose is the same but buses much more convenient in many ways.
For this bus, it can be used to transport the staff if they have an official field trip or meeting in
a large group as this can save much more time and money. It is also make it the staff much
comfortable and relax as they can enjoy the ride without them doing the driving thing.

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15.0 Forms at Our Royal Archives
1. Issues Sticker at Our Royal Archive Sultan Idris Iskandar

Name:
Address:
Telephone:
ON LOAN FROM QRC
PLEASE RETURN AS SOON AS POSIBBLE
Box Number: _____________________________________

Royal Archive Sultan Idris Iskandar Issues Sticker

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2. Our Archive Request Form
SULTAN IDRIS ISKANDAR ARCHIVE REQUEST FORM

PROTEXUM BERHAD REQUEST FORM

Box Number _________________________________ Location ______________
Records Office Code Number ____________________

Agency / Unit _______________________________________________
File Number _______________________________________________
File title or description of record required
_______________________________________________________________________
Date loaned _____________________________________________________________
Signature of issuing officer _________________________________________________
Signature of receiving officer ________________________________________________
Reminder from sent _______________________________________________________
Second reminder from sent _________________________________________________
Reported to records center management ______________________________________

Date returned _____________________________________________________________
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16.0 References

Emergency Exits in the Workplace: Kisi Security. (n.d.). Retrieved from
https://www.getkisi.com/guides/emergency-exits.

Free 3D Home Design Software & Floor Planner Online. (n.d.). Retrieved from
https://www.homestyler.com/int/.

Function of Registry. (2016, December 9). Retrieved December 22, 1019, from
https://www.cia.gov/library/readingroom/document/cia-rdp78s05452a000100030024-8.

IRMT. (n.d.). Retrieved from http://www.irmt.org/.
Rouse, M., Pedersen, L., Rouse, M., & Rouse, M. (n.d.). What is CCTV (closed circuit

television)? - Definition from WhatIs.com. Retrieved from
https://whatis.techtarget.com/definition/CCTV-closed-circuit-television.
Research Guides: Articles, Books, and . . . ? Understanding the Many Types of Information.
Found in Libraries: Archival Materials. (n.d.). Retrieved from
http://guides.library.ucla.edu/content-types/manuscripts.
The national Archives (2014), Roles and responsibilities. Retrieved from
https://www.nationalarchives.gov.uk/information-management/manage-
information/public-inquiry-guidance/roles-responsibilities/
UNM Job Descriptions (2019), Archivist-job description-Human Resources: The University
of New Mexico. Retrieved from https://jobdescriptions.unm.edu/detail.php?v&id=H0004.

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