Institute for Health Systems Research (E-Documentation)

FACULTY OF INFORMATION MANAGEMENT
UNIVERSITI TEKNOLOGI MARA

KAMPUS PUNCAK PERDANA, SHAH ALAM

BACHELOR OF INFORMATION SCIENCE (HONS.)
RECORDS MANAGEMENT

PLANNING AND DESIGN OF RECORDS AND
ARCHIVAL REPOSITORIES (IMR505)

E-DOCUMENTATION: INSTITUTE FOR HEALTH
SYSTEMS RESEARCH ARCHIVE

PREPARED BY:
MUHAMMAD FIRDAUS ILMI BIN SUZARWADI (2021118067)
NURUL IZZATI WARDAH BINTI ABDUL SAMAD (2021750809)

NUR SYAMIRA BINTI ZAKARIA (2021118507)
TUAN NURNADHIRAH AKMAL BT TUAN ROSLI (2021132287)
WAN NUR AMIRAH NADIA BINTI WAN MOHAMAD NAZRI (2021126035)

GROUP:
IM2463B

PREPARED FOR:
DR. EZZA RAFEDZIAWATI BINTI KAMAL RAFEDZI

SUBMISSION DATE:
28th JULY 2021

ACKNOWLEDGEMENT
First and foremost, we would like to thank Allah SWT for finally allowing us to complete
the assignment that was assigned to us. Each member of the group put in a lot of effort to complete
this task. Apart from that, we would like to express our gratitude to our lecturer, Dr. Ezza
Rafedziawati Binti Kamal Rafedzi, for guiding us by providing useful information and guidance
throughout the process of completing this assignment.
On the other hand, million thanks to all of our dear friend who has always been so
supportive and who has helped us through this task with great effort. It aids in the advancement of
our knowledge and abilities. Not to forget, thanks to our parents for their continuous
encouragement and support. We really appreciate it. Last but not least, thanks to the group
members, Firdaus Ilmi, Izzati Wardah, Nur Syamira, Tuan Nurnadhirah and Wan Nur Amirah for
being tolerant and cooperative in performing this assignment.
Hope all the effort will give a lot of benefits to us also to our group assignment. We learned
a lot by completing this assignment, especially about the planning and design of archival
repositories.

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TABLE OF CONTENT

Content Page
i
Acknowledgement ii
Table of content iv
List of figures 1
1
Chapter 1: Introduction 2
1.1 The history of Institute for Health Systems Research (IHSR) 2
1.2 Location and address 3
1.3 Logo 4
1.4 Organization charts 4
5
Chapter 2: The Institute for Health Systems Research Archive 5
2.1 Introduction to Institute for Health Systems Research Archive 7
2.2 Archive logo 8
2.3 The location 9
2.4 The building 10
2.5 The services and opening hours 12
2.6 The collection 12
2.7 The rules and regulation 13
15
Chapter 3: The building 15
3.1 Full SketchUp (2 different images of the organization archive) 16
3.2 SketchUp (4 different images of organization archive) new building 16
3.3 Full floor plan 2D

3.3.1 Full floor plan (Homestyler) (without labelling)
3.3.2 Full floor plan (Homestyler) (with labelling)
3.4 Full floor plan 3D

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3.5 Floor plan 2D and 3D for Public and Staff area 17
3.5.1 3D image with labelling (4 different images) 20
24
3.6 Floor plan 2D and 3D for Processing area 25
3.6.1 3D image with labelling (4 different images) 28
29
3.7 Floor plan 2D and 3D for Storage area 32
3.7.1 3D image with labelling (4 different images) 33

Conclusion
References

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LIST OF FIGURES Page

Content 2
Figure 1.1: Location of Institute for Health Systems Research (IHSR) in Google
Maps 2
Figure 1.2: Logo of Institute for Health Systems Research (IHSR) 3
Figure 1.3: Organizational chart of Institute for Health Systems Research 5
Figure 2.1: Logo of Institute for Health Systems Research Archive 6
Figure 2.2: Location of Institute for Health Systems Research Archive in Google
Maps (2 x zoom in) 7
Figure 2.3: Location of Institute for Health Systems Research Archive in Google
Earth (2 x zoom in) 12
Figure 3.1: The top view of Institute for Health Systems Research Archive 12
Figure 3.2: The front view of Institute for Health Systems Research Archive 13
Figure 3.3: The view from public and staff area 13
Figure 3.4: The view from future expansion (back) 14
Figure 3.5: The view from processing area 14
Figure 3.6: The view from future expansion (front) 15
Figure 3.7: Full floor plan of the Institute for Health Systems Research Archive 15
Figure 3.8: Full floor plan (Homestyler) without labelling 16
Figure 3.9: Full floor plan (Homestyler) with labelling 16
Figure 3.10: Full floor plan 3D 17
Figure 3.11: 2D image of public area 17
Figure 3.12: 3D image of public area 18
Figure 3.13: 2D image of staff area

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Figure 3.14: 3D image of staff area 19
Figure 3.15: Main entrance, leisure area & gallery in public area 20
Figure 3.16: Research hall in public area 20
Figure 3.17: Library in public area 21
Figure 3.18: Finding aids in public area 21
Figure 3.19: Meeting room in staff area 22
Figure 3.20: Deputy Head of Department room in staff area 22
Figure 3.21: Head of Department room in staff area 23
Figure 3.22: Leisure area in staff area 23
Figure 3.23: 2D image of processing area 24
Figure 3.24: 3D image of processing area 24
Figure 3.25: Receiving room in processing area 25
Figure 3.26: Work room in processing area 26
Figure 3.27: Preservation and conservation lab in processing area 26
Figure 3.28: Dirty room in processing area 27
Figure 3.29: 2D image of storage area 28
Figure 3.30: 3D image of storage area 28
Figure 3.31: Magnetic records 1 in storage area 29
Figure 3.32: Paper-based records 1 in storage area 30
Figure 3.33: Strong room in storage area 30
Figure 3.34: Electronic records in storage area 31

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CHAPTER 1: INTRODUTION

1.1 The history of Institute for Health Systems Research (IHSR)
Health Systems Research is a field of research that focuses on the functions of the system,

which consists of individual units, organizations, and institutions, as well as the complex inter-
relationships between organizations and the health system as a whole. It provides scientific
evidence to policymakers and health managers, allowing them to make evidence-based health
decisions.

To fill a gap in Malaysian health systems research, Institute for Health Systems Research
(IHSR) began as a Unit within the Institute of Public Health (IPH) before growing into a Division.
In November 2002, it was established as an independent Institute. It was previously housed within
the IPH until April 2005, when it moved to its own location.

The Institute consists of six Centres, namely Centre for Health Outcomes Research
(CHOR), Centre for Health Equity Research (CHER), Centre for Healthcare Quality Research
(CHQR), Center for Health Economics Research (CHEeR), Centre for Health Policy Research
(CHPR), and Centre for Health Services Research (CHSR).

The IHSR is one of the Institutes that fall under the purview of the National Institutes of
Health (NIH). In 1988, the Institute was designated as a WHO Collaborating Centre for Health
Systems Research, and it has been redesignated every four years since then. It was named the
WHO Collaborating Centre for HSR and Quality Improvement in 2001, giving it even more
recognition (QI). The current designation period is for 2022-2025.

As a result of this recognition, the National Quality Assurance Secretariat for the MOH
QA Programs was relocated to this Institute. The Secretariat's primary responsibility as the
coordinating center for the development of Quality Assurance Programs in the Ministry of Health.
For its efforts in improving quality in its core business of research, consultancy, and training, the
Institute was accredited for MS ISO 9001:2008 in September 2010 and upgraded to MS ISO
9001:2015 in December 2017.

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The Institute helps to facilitate decision-making at various levels, particularly at the policy
level inside and beyond the Health Ministry. IHSR intends to strengthen this position by increasing
its capacity and capability in knowledge translation (KT), transforming KT into a two-way
exchange medium for researchers and other parties interested in using the knowledge further.
1.2 Location and address

Figure 1.1: Location of Institute for Health Systems Research (IHSR) in Google Maps
Address: Blok B2, National Institutes of Health (NIH), No. 1, Jalan Setia Murni U13/52, Seksyen
U13 Setia Alam, 40170 Shah Alam, Selangor 40170 Shah Alam, Selangor.
1.3 Logo

Figure 1.2: Logo of Institute for Health Systems Research (IHSR)
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1.4 Organizational charts

CHER CHPR CHSR
(Centre for (Centre for (Centre for
Health Equiry
Research) Health Health
Policy Services
CHOR Research) Research)
(Centre for
Institute for CHEeR
Health Health (Centre for
Outcomes Systems
Research) Research Health
(IHSR) Economics
Research)
CHQR
(Centre for

Health
Quality
Research)

Figure 1.3: Organizational chart of Institute for Health Systems Research

Vision

To position NIH as a leading health research organization towards enhancing the health
and wellbeing of the nation.

Mission

 To conduct effective and high impact health related research, training and
consultancy to improve quality of life.

 Govern and manage research in the country to address national health priorities.

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CHAPTER 2: THE INSTITUTE FOR HEALTH SYSTEMS RESEARCH ARCHIVE

2.1 Introduction to Institute for Health Systems Research Archive

The Institute for Health Systems Research Archive is a dedicated archival repository for
storing and preserving the Institute for Health Systems Research’s archives. By storing and
preserving the IHSR’s archives, it is possible to provide scientific evidence to policymakers and
health managers, allowing them to make evidence-based decisions on health issues. The archival
building was established with a vision to be a leading archival repository by developing resources
and programs to pro-actively document the history and development of the Institute for Health
Systems Research.

This archive's mission is to maintain and preserve materials pertaining to IHSR health-
related research and scientific evidence. Furthermore, the archive's mission is to provide expert
guidance on effective record keeping throughout the institution and to the general public, as well
as to contribute to the development of health research in the country through systematic record
management. Its primary goal is to ensure that archival materials are managed systematically and
effectively in accordance with the rules and standards set so that archival materials can be
preserved. Apart from that, the archive also has a goal to protect the privacy data and information
of the health system. It also seeks to ensure that the important records of the Institute for Health
Systems Research are managed and maintained in an orderly and secure manner.

The responsible team for maintaining and preserving the archive of Institute for Health
Systems Research is lead by the Head of Department which is Tuan Nurnadhirah Akmal binti Tuan
Rosli. The Head of Department will be assisted by the Deputy Head of Department, Wan Nur
Amirah Nadia binti Wan Mohamad Nazri. Under the supervision of the Deputy Head of
Department, there is a Records Specialist, Nurul Izzati Wardah binti Abdul Samad, Senior
Archivist, Nur Syamira binti Zakaria and Document Control Specialist, Muhammad Firdaus Ilmi
bin Suzarwadi. In general, they will be in charge of accommodating all services related to the
preservation and conservation of the IHSR’s archive.

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2.2 Archive logo

Elements Figure 2.1: Logo of Institute for
IHSR letters Health Systems Research Archive
Black building
Description
White color Representing the Institute for Health Systems Research
Symbolizes the archival repository for IHSR which houses
all of the institution's archive materials
Signifies archive's purity, cleanliness, and safety in
managing archival materials.

2.3 The location

The location of an archival repository should be strategic and away from potential sources
of danger. Therefore, rather than selecting an existing building location, we have decided to select
a new site location at Taman Wawasan, 47100, Puchong, Selangor. After comparing the new
location to that of the existing building, we determined that the new location is more suitable for
the development of the Institute for Health Systems Research Archive because it satisfies a number
of criteria.

First and foremost, the location is remote from natural sources such as rivers, underground
water, dams, the ocean, and water mains, all of which can cause flooding in the area. This location's
landscape is not only safe from floods, but also from other natural disasters such as tsunamis,
landslides, and earthquakes. Furthermore, it is located far from potential sources of fire and
explosion, such as an airport and a gas station. the site is not located in an industrial, agricultural,
or installation area that emits harmful gases, smoke, or dust that could harm the archive collection.
Besides that, the location was discovered to be free of high voltage electrical power transmission
lines, which are a source of electromagnetic radiation that can cause problems with electronic
records.

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Other factors that influenced the decision to build an archive in this location include its
proximity to emergency services such as hospital, police station as well as fire and rescue station.
In general, the nearest hospital is found to be located only 2.3 kilometers away namely Columbia
Asia Hospital while police station is only 2.1 kilometers away which is the Balai Polis Bandar
Puteri. The nearest fire and rescue station to the chosen location, on the other hand, is the Puchong
Fire and Rescue Station, which is only 2.2 kilometers away. In fact, this location is very strategic
because it is easily accessible by main roads, Lebuh Puteri, which is only four minutes and 1.1km
away from the location, making it also accessible by the public transportation. Overall, this
location is ideal for the Institute for Health Systems Research Archive as it is strategic, safe and
spacious.

Figure 2.2: Location of Institute for Health Systems Research Archive in
Google Maps (2 x zoom in)

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Figure 2.3: Location of Institute for Health Systems Research Archive in
Google Earth (2 x zoom in)

2.4 The building
Before we decide choosing between existing building and new building for our archive,

there are some point we need to consider in order to choose the right decision. There are many
differences between new building and existing building. For existing building, there are some
problems will likely happen such as the building is too small for our archive to keep our record.
Besides that, the existing building is maybe in bad state of repair this will costs our archive. The
next disadvantage of existing building is building whose interior structure is incompatible and
building which is badly situated with difficult access. This will be troublesome for our archive in
managing of all the record. So, because of that, we choose new building as our archive building.
There are some reasons why we want new building to build our archive. Our archive located at
Taman Wawasan, 47100 Puchong, Selangor.

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The location between our archive and our parent organization is only about 30.4km and it
only take about 31 minutes only to reach and also stand-alone building. We choose this location
to build our archive because it meets the criteria that we need. First of all, the layout of our building
is rectangle shaped. It is because to help and ease the constructions. Area for future extension area
also provided in case we want to expand the building. Other than that, the building is more
functional than existing building because all requirements of the brief can be easily transferred to
plans for a new building. Besides that, it is possible to use all sorts of modern techniques for
constructions, without modifying earlier layouts. We also can overcome archive prejudice by using
new style building. There are also four main areas available which is the public area, staff area,
storage area and the processing area.

2.5 The services and opening hours

a) The services

Our archive aims to provide the best services for our user. There are services that
provided in the Institute for Health System Research Archives. The first service available
is references finding aid for researcher. Finding aids are created by archivist to give
researchers a description of items in the collection and where to locate an item within the
collection.

Besides, we provide consultation services in our archive to help users to get the
information that they want to know about the archive. The consultation services will be
provided by our professional staffs.

Furthermore, we also provide the preservation and conservation services. This
service important to preserve and conserve the materials from being damaged and increase
the lifetime of the records.

Besides that, we provide the record keeping services. Record keeping is the services
of tracking of the history of organization’s activities that is Institute for Health Systems
Research, which is generally by creating and storing consistent, formal records.

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Lastly, we will explain the rules or regulation because our main users that is
Institute for Health Systems Research. We will explain in detail about the rules or
regulation of our archive before allowing users to access the record and also provided the
tour in our archive to users by our staff to explore our archive.

b) Opening hours

Day Time
Monday - Friday 8:00 a.m. – 5:00 p.m
Saturday - Sunday 8:00 a.m. – 3:00 p.m.

2.6 The collection

In terms of collections, Institute for Health Systems Research Archive had divided into two
types of collections which is paper based and magnetic records. Besides that, our archive also has
four area for storage consist of paper-based 1, paper-based 2, magnetic records 1 and magnetic
records 2 according to their types and preserving requirements.

For the paper based 1 and 2, our storage stored a collection based on paper such as
information of health patterns, annual reports and many more. Speaking of that, paper-based area
has its own level of relative humidity and temperature based on types of paper-based storage. For
instance, long-term storage, limited access storage, mixed-used storage and mixed-used spaces for
exhibit environment.

Meanwhile, for magnetic records, our archive had stored a collection consist of magnetic
tape, hard drive which are magnetic collections. Furthermore, magnetic records or film-based
records also necessitate specific preservation environments based on their material composition
and physical state in order to protect and preserve the records. Magnetic records also have its own
temperature and relative humidity based on the type of magnetic records such as CD, DVD, in
order to store the digital data on hard drives.

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The details below show the four areas of storage within its collection:
a) Paper-based 1
This storage used to store a collection consist of health system information such as the
research and innovation in technology, information related to administration,
information of current health system and information of health patterns in Malaysia.
b) Paper-based 2
This storage used to store a collection consist of annual reports, minutes of meetings
and finance reports of Institute for Health System Research.
c) Magnetic records 1
This storage used to store magnetic collections such as health x-ray film, hard drive of
Institute for Health System Research Archive.
d) Magnetic records 2
This storage used to store magnetic collections such as magnetic tape, organisation CD-
Rom DVD and VCD.

2.7 The rules and regulation
This is our best practice guidance for conducting research with our archival collections.

Institute for Health System Research Archive rules and regulations.
a) For access and use:

i. Researchers will be required to produce an official photographic identification
such as driver's license, employee identification, or passport.

ii. Appointments to consult all archive material should be arranged in advance.
Use of resources held in the Archives Reading Room does not require an
appointment.

iii. Researchers must leave coats, book bags, briefcases, and other personal items
in the designated area provided by the Archives.

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iv. Food, drinks, tobacco, sharp objects, and ink pens are forbidden in the reading
room.

v. The Archives may restrict the use of some records because of fragility, special
format problems, or proprietary rights.

vi. Personal computers, cameras, and scanners are allowed as long as they do not
damage the records or disturb other researchers.

vii. All cell phones must be silenced or in vibrate mode. Researchers are asked to
leave the reading room to answer calls so as not to disturb other researchers.

viii. All requests for access to the Archives' holdings must be made on the forms
provided and signed by the applicant.

b) For publications:
i. Ensure hands are clean and dry.
ii. Wear the cotton gloves when depending on the materials.

iii. Use a pencil to take or jot the notes. Any inks, pens or markers of any kind are
not permitted in the reading room.

iv. Do not make any changes or deletions to archive materials.
v. Nothing should be placed on archive documents.
vi. Keep maintain everything in the original order.
vii. Be cautious of the fragility of the artefacts and avoid resting or leaning on

archive materials.
viii. Items should not be separated from their folders.

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CHAPTER 3: THE BUILDING
3.1 Full SketchUp (2 different images of the organization archive)

Figure 3.1: The top view of Institute for Health Systems Research Archive

Figure 3.2: The front view of Institute for Health Systems Research Archive
12

3.2 SketchUp (4 different images of organization archive) new building

Figure 3.3: The view from public and staff area

Figure 3.4: The view from future expansion (back)
13

Figure 3.5: The view from processing area

Figure 3.6: The view from future expansion (front)
14

3.3 Full floor plan 2D

Figure 3.7: Full floor plan of the Institute for Health Systems
Research Archive

3.3.1 Full floor plan (Homestyler) (without labelling)

Figure 3.8: Full floor plan (Homestyler) without labelling
15

3.3.2 Full floor plan (Homestyler) (with labelling)

Figure 3.9: Full floor plan (Homestyler) with labelling
3.4 Full floor plan 3D

Figure 3.10: Full floor plan 3D
16

3.5 Floor plan 2D and 3D for Public and Staff area
a) Public area

Figure 3.11: 2D image of public area

Figure 3.12: 3D image of public area
17

This is the overview of the public area floor plan for the Institute for Health System
Research Archive building. Our public area is open to both staff and the public to enjoy and relax.
By presenting a new and calm architecture, we hope to shift people's perceptions of archival
buildings. Our space in this area is ideal for visitors of all ages. First and foremost, once the visitors
have arrived, we have the receptionist’s section where they need to register first. There is a leisure
area and a small gallery to the visitor's left and right where they can rest. We also have a finding
aids room to help visitors to find information. Visitors will also have access to a special reading
room where they can conduct study in a comfortable, peaceful environment. Not to forget, we have
a large research hall where guests can spend their time researching our archive collection. Visitors
who want to spend some time reading books while relaxing are invited to visit our library. If
visitors have any difficulties, a library officer will assist them. In terms of security, we have a
security investigation room that will keep an eye on our employees and visitors in our archive
building.

b) Staff area

Figure 3.13: 2D image of staff area
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Figure 3.14: 3D image of staff area
Staff area play important roles in an archive in order to create the comfortable space or
room for staffs in an archive. Speaking of that, Institute for Health Systems Research Archive had
created 12 spaces in staff areas which are registry room, meeting room, Deputy Head of
Department room, Head of Department room, leisure area, clerk station, technician room, server
room, store room, pantry, prayer room and washroom. Thus, all of the rooms built had meet the
needs and filled the requirements as reached the comfortable and safe level to all the staffs. The
main function of staff area in archive is a space of all the staffs in the archive to do their jobs
according their roles and responsibility in the archive. Briefly, staff area very important in archive
to ensure all the staffs are comfortable in doing their jobs in that archives.

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3.5.1 3D image with labelling (4 different images)
a) Public area

Figure 3.15: Main entrance, leisure area & gallery in public area

Figure 3.16: Research hall in public area
20

Figure 3.17: Library in public area

Figure 3.18: Finding aids in public area
21

b) Staff area

Figure 3.19: Meeting room in staff area

Figure 3.20: Deputy Head of Department room in staff area
22

Figure 3.21: Head of Department room in staff area

Figure 3.22: Leisure area in staff area
23

3.6 Floor plan 2D and 3D for Processing area

Figure 3.23: 2D image of processing area

Figure 3.24: 3D image of processing area
24

One of the most important spaces in an archival repository is the processing area, which
consists of seven main rooms namely the receiving room, triage room, dirty room, work room,
humidifying room, preservation and conservation lab and reprographic lab. This is due to the fact
that this area performs the function of inspecting receipt records transferred to the archive. The
inspection activities were carried out to ensure that the records were free of any insect, pest, or
mould problems. This area also allows for the reboxing of records that have been damaged either
due to water or fire by providing space for them. Overall, the processing area is essentially the area
that receives and handles all those records that arrive from the loading dock where it may serve as
a temporary storage for incoming materials and quarantine area for fumigation process.

3.6.1 3D image with labelling (4 different images)

Figure 3.25: Receiving room in processing area

25

Figure 3.26: Work room in processing area

Figure 3.27: Preservation and conservation lab in processing area
26

Figure 3.28: Dirty room in processing area
27

3.7 Floor plan 2D and 3D for Storage area

Figure 3.29: 2D image of storage area

Figure 3.30: 3D image of storage area
28

A storage area in an archive is a facility that provides a conducive environment for the
storage of records and materials that require long-term storage, upkeep, and preservation. Storage
area in Institute for Health Systems Research Archive is divided into five area which are storage
area for paper-based records, magnetic records, electronic records, strong room and future
expansion. These areas can be access only by the authorized person using the smart card access to
access the smart access door in the storage area. The function of storage area is to store all the
archival materials in Institute for Health Systems Research Archive, to protect it from the fire,
water and threat, and to preserve all collections of archival materials in Institute for Health Systems
Research Archive such as magnetic tape, annual reports, hard drive and more.

3.7.1 3D image with labelling (4 different images)

Figure 3.31: Magnetic records 1 in storage area

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Figure 3.32: Paper-based records 1 in storage area

Figure 3.33: Strong room in storage area
30

Figure 3.34: Electronic records in storage area
31

CONCLUSION
To conclude, we are satisfied with our planning and designing of the archival building of

the Institute for Health System Research. We have considered all areas and aspects that are critical
to the plan to ensure success. By going through this project, we realize that planning and designing
the archival building of an organization is not a simple thing. We must analyze properly and make
decision based on the information given by our lecturer, Dr. Ezza Rafedziawati Binti Kamal
Rafedzi. Even though it is hard for us to imagine and apply all the knowledge that we get from
online classes, we still managed to get into this stage. With the cooperation of all team members,
we eventually made it to this point. We hope that we can apply all those knowledge and skills that
we get from this project especially after we graduated. We also want to thank Dr. Ezza, for all the
knowledge and effort given by Dr., merely to educate us in this core subject.

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REFERENCES
Archives and Special Collections of Judson College: Rules and Regulations. Research Guides.

(n.d.). https://libguides.judson.edu/c.php?g=464014&p=3334038
Institute for Health Systems Research. (2018). Official Portal Institute for Health Systems

Research Ministry of Health Malaysia. Retrieved from https://ihsr.moh.gov.my/
Rules and Regulations for Use of the Archives. UEL Archives. (2014, March 18).

https://uelarchivesportal.wordpress.com/using-the-archives/archive-rules-and-regulations/.

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