eDocumentation IMR505

FACULTY OF INFORMATION MANAGEMENT UNIVERSITI TEKNOLOGI MARA
KAMPUS PUNCAK PERDANA, SHAH ALAM

BACHELOR OF INFORMATION SCIENCE (HONS) INFORMATION RECORD
MANAGEMENT

IMR505 (PLANNING AND DESIG OF ARCHIVE REPOSITORY)
REPORT C-CARE VIII
IM2463ST1

• AFIEZATUL NAZLIN BINTI MOHD JURAIS (2018224242)
• AHMAD FARHAN BIN CHE MOHD AMRAN (201225536)

• NORIN IZATI BINTI HUSSIN (2018235118)
• SITI NUR ATHIRAH BINTI MOHD SAUFI (2018801676)

• SYAFIQAH NAJIHAH BINTI JAMALI (2018635252)

1.0 The Concept of
Organization

1.0 The Concept of SINSRA

1.1 Vision 1.2 Mission 1.3 Objective
• To identify, collect,
• To assists, support, • To maintain and
preserve and manage coordinate and conserve the highest
the collection of advocate an exhibition possible standards and
archival material on the life of Sultan that visitor can view
related to Sultan Ismail Nasiruddin the collection in the
Ismail Nasiruddin Shah best possible condition.
Shah.
• We are promote access • To serve as the • To present and
to most record for memory of the nation. interpret so as to
reference and research enhance public
purpose or just for understanding.
leisure and enjoyment.

1.4 Logo The archive are specially
designed for terengganu’s
React as an official colour sultan which is sultan ismail
because yellow represented the nasiruddin shah
dignity of royal colour and
associated with happiness and It is illustrate the royal archive
peace. building which is become the
official main center that place that
Means the success of royal played role of collecting,
institution that successfully intensively preserving, and
maintained the peace and well- maintaining the collection of
being of the people under their sultan ismail nasiruddin shah
authority.

1.5 Services

• Research services can be made via email, telephone, fax, or mail.
• Appointment with specialist for consultation and research services.
• Photocopying and digital copying services are provided.
• Offering auditing and training services for clients.
• Storing and preserving records

1.6 Target Users

• All public user
• Researcher that do research related to the SINSRA

1.7 SWOT Analysis

2.0 Full Basic Floor Plan

2.1 With site layout (External)

2.2 Without site layout

3.0 Space Consideration And
Requirement

3.1 Public Area

Public Area

• Public area is only area that opened for people to come in.
• There are many room in this area such as exhibition area, research hall, finding aids

room, library and many other.
• It is a place where the researcher or general public can make access of the records

and it is also a place to enhance knowledge to the public
• Installation of CCTV and security investigation station are required to make sure it

have a tight security.
• Must have emergency exit.
• Public area must be big enough and attractive.

Full Floor Plan of Public Area

Temporary Large Scale AV/COM Electronic/
Storage Records Reading Digital
Area Reading Reading
Room Room Room
Finding
Aids Room Research
Hall
Theatre
Hall Education
Service Room
Technicia
n Room Gallery

Seminar Oral Oral
Hall
history History
Souvenir Office
Shop Lab

Exhibition Library Librar
Area y

LockeOr ffice
Area

Toilet

Security Toilet
Investigatio
n Station

3.1.1 Research Hall

• The Archival Research Room is dedicated to providing the public full and open access
to the Royal Archives related to Sultan Ismail Nasiruddin Shah.

• In our Research Hall, patrons have the opportunity to view records previously
unavailable to the general public. Such access makes possible a fuller understanding
of our Terengganu's Sultan which is Sultan Ismail Nasiruddin Shah and allows
genealogists, researchers and the general public a unique look into the histories of his
life.







3.1.2 Finding Aids Room

• Finding aids are tools that help a user find information in a specific record group,
collection, or series of archival materials.

• The purpose of this room is to helps users locate finding aids to the record group,
collection, or archival materials and identifies the kind of finding aids available.







3.1.3 Seminar Hall

• Seminar hall is used for conference or big events. Besides that, Seminar hall must
complete with projection, white board and sound equipment.

• Basic furniture requirement is a supply of chairs for the public and projector screen
are required.

• This area must be large enough to support human in large number.







3.2 Staff Area

Staff Area

• The staff area only can be accessed by the staff of the royal archive only. Every staff have their
own smart card to accessed the smart access door.

Full Floor Plan of Staff Area

3.2.1 Meeting Room

• Meeting room is used for meetings with the staff







3.2.2 CEO Room

• This room is for the CEO of the archive







3.2.3 Registry

• The registry is where the place that kept the official records





3.3 Storage Area

Storage Area

• Storage area is an area mainly to store and preserve records. The records are kept in rooms that can
only be accessed by authorized staff.

• It is to protect those records from any threat, damage or sabotage.
• Furthermore, storage area has several rooms to run the process of storing and preserving various

kind of material. With security supervision, each room also has its own function.
• The following is a few rooms that can be found in storage area:-

Full Floor Plan of Storage Area

3.3.1 Paper Based Storage

• Paper based storage is the largest area in storage area.

• This is because it is where the records in the form of paper, which usually is in a great amount, are
kept.

• Moreover, this place is used for a long-term cold storage so, the main aspect needs to be noted.

• For the records’ better preservation, the temperature in the paper based storage is set at 50 degree
Fahrenheit (10 degree Celsius), and the relative humidity in the storage is kept at 30%.

• Shelves that are made from metal are provided to keep and bear the records for a long time.
CCTVs are placed around the shelves for security purpose, while the lamps are for the staffs to
retrieve and handle the records easily.

• Work station is provided for the staffs to record and document the materials. The entrance of this
paper based storage is also secured with the CCTVs and air-conditioners are placed to keep the
storage cold.





3.3.2 Strong Room

• Strong room is built to store and preserve the records with high and tight security.

• The records in the strong room is very important and confidential, which they need to be controlled
only by certain authorized staffs.

• The specifications of this strong room is also different from other rooms.

• The strong room must be separated from other rooms by thick walls, requires extra security
supervision, protected by fire resistant floors, and features floor loading.

• The strong room is equipped with CCTVs for security purpose, lamps for easy retrieval and air-
conditioners to keep the room cold and under recommended temperature. The shelves used in the
room are made from metal to preserve the records well for a long-term use.



3.3.3 Photographic (colour) Storage

• Photographic records are stored separately by their different type of materials.

• Coloured photographic records cannot be kept in the same room or place as black and white
photographic records.

• This is because both have different specifications to store it.

• Photographic (colour) records storage is to store and preserve the coloured photographic materials, such
as paper prints. In addition, it is recommended to be stored at the temperature of 27 degree Fahrenheit (-
2.8 degree Celsius), with the relative humidity of 50%.

• The arrangement of shelves in the photographic (colour) storage, which made from metal to avoid
tarnishing.

• The photographic (colour) storage is equipped with CCTVs for security purpose, lamps for easy
retrieval and air-conditioners to keep the room cold and under recommended temperature. Work station
for the authorized staff is also provided to control the process of storing, preserving and conserving the
photographic materials.