CHAPTER 1: INTRODUCTION

1.1

Background of the Organization

The early history of the existence of the Negeri Sembilan Corporate Public Library is through the
establishment of a library that is located in Jalan Dato 'Abd. Malek Seremban, namely Sir Henry
Gurney Library. This library was officially opened on July 30, 1952. Recognizing the importance
of libraries to the public, Negeri Sembilan government took over the administration of the library
in 1978 by the State Public Library Corporation Enactment Nine (1974). Gurney Library
Committee has agreed to submit the library to the Corporation with effecting date from 1
October 1978. Originally, the building was made of wood and measures just 60'x40 'inches and
the asbestos roof. It can only accommodate about 50 seats and can accommodate a total of
10,000 copies of the book alone. The building was demolished and the site of its land has been
developed.

Starting with Sir Henry Gurney Library, PPANS moved and occupied the Old Building of Negeri
Sembilan State Secretary or Negeri Sembilan White House at Jalan Dato 'Hamzah in 1987.
The project of renovation towards the building was started on March 29, 1988, with an allocation
from the Federal Government through the National Library of Malaysia and completed in May
1989, while the services provided to the public beginning in August 1989.

In order to maintain the Negeri Sembilan Corporate Public Library building in Jalan Dato
'Hamzah as a heritage building, Negeri Sembilan, the State Government has put PPANS at
Wisma UMNO as Temporary Building State Library, PPANS. Through the provision of Negeri
Sembilan Government, the renovation was done to Wisma Umno as the State Library and at the
same time PPANS become the administrative centre which completed on January 11, 2007.

Beginning on January 11, 2007 PPANS also moved to Wisma Umno while the State Library
Building in Jalan Dato ' Hamzah was officially handed over to the Secretary of State, Negeri
Sembilan on 29 January 2007. The State Library Services in Jalan Dato 'Sheikh Ahmad began
operations on 2 April 2007.

The building is located in a strategic location in the middle of Seremban town and able to attract
people to come to the library to enjoy the facilities. State Library consists of three levels of
ground floor, mezzanine and first floor level. The ground floor is placing the Children Zone
(special services for children) with an area of 6,597.74 sq. /ft. and it is extended by a mezzanine
floor with an area of 5,174 sq. /ft. to put PPANS Administration Centre, while the first floor is
actually Adult Zone reserved for the adults, covering 13.362 sq. /ft. Available celebrations and
visit the public is more favourable when PPANS moved in Wisma Umno due to its strategic
location.

In the time being, Negeri Sembilan Government has approved the construction of Negeri
Sembilan Corporate Public Library in Paroi site with an area of 4.05 acre site. It involves the
land own by Prop. Development Sdn with 3.05 acres and State-owned reserve only with an area
of 1 acre. The 3.05 acres site then has been taken over by PPANS through the buying process.
State Library construction project has been postponed due to the project of the 9th Malaysia
Plan that had to be revaluing due to rising cost of building materials and instructions to practice
prudent spending. In addition, in 2008, PPANS has received an allocation from the Federal
Government to build an additional 3 library. The location is the Library, built in Kg.Semarak,
Rahang, Kg. Pasoh 1, Jempol and Kg. Lubuk China, Linggi a cost of RM483,597.04.

1.2

Vision

To become the leading organization in giving the ultimate library services, especially towards
people of Negeri Sembilan.

1.3

Mission

Negeri Sembilan Corporate Public Library (PPANS) contributes to the nation-building through:

i)

PPANS committed to enhance its services and collections as well as encourage the

development of local digital content systematically.

ii) Provide an efficient and friendly and meet customer needs.
iii) As a centre of academic excellence for Negeri Sembilan.

1.4

Objectives

A. Build, preserve and manage library collections for teaching and research purposes to
improve the level of education and skills of public society of Negeri Sembilan.
B. Provides a collection of libraries to facilitate the retrieval of information to support the use
of present and future generations.
C. Facilitate the use of library resources in Negeri Sembilan.

1.5

Logo

Figure 1. Logo of

Negeri Sembilan
Library

1.5.1 The Description of the Logo

The Negeri Sembilan Corporate Public Library logo, (Figure 1) symbolically reflects the image
of people who are diligently read in accordance with the functions of the library to encourage the
public to be interested and inclined to read. In this logo design are also prefix letters outside 'pa',
'pa', 'alif', 'and', nun 'sin' actually prefix letters in the word Negeri Sembilan Library (PPANS).
The logo uses three colours, red, yellow and black; the colours are there in the flag State. There
is a circle in red to symbolize the functions and goals of the library that it is a science centre.

1.6

Core of Business

The core business of Negeri Sembilan Library is to provide the library function towards users or
customers and to manage the resource centre (library) in Negeri Sembilan for the uses of
customers. PPANS established by Enactment Selangor Public Library Corporation Bill. 6 and in
1974 enacted in 1978. Negeri Sembilan State Library (PPANS) was involved in nine business
activities. There were Department of Customer Service, Department of Cataloguing,
Department of Procument, Department of Public Relations, Department of Media, Department
of Technology Information Communication, Department of Development, Department of Service
4

Management, and Department of Administrative and Finance Department. Student was being
placed at every department but different duration of time according to trainee major course
specification. The longest department been placed was in Administrative and Finance
Department as it is the major department related to trainee course. This department is
combined because it is related to one another. These are the functions specifically done by the
department:

1.6.1 Administration Tasks

Coordinate department circulars

Coordinate the procurement of office supplies

Coordinate all correspondence and files of office

Manage human resources services

Coordinate leave personnel records

Coordinate training and competence

Coordinate staffing PPANS data through applications (SISPEN)

Secretariat for Human Resource development panel, the Disciplinary Board, Integrity
Committee, Departmental Council, Management Meetings and Board Meetings PPANS.

1.7

Organizational Structure

PPANS is administered by a Board of Directors, chaired by the State Secretary of Negeri

Sembilan as stated in the Act.

Y.B. Dato Haji Mat Ali bin Hassan

Setiausaha Kerajaan Negeri Sembilan Darul
Khusus
Pengerusi Perbadanan Perpustakaan Awam
Negeri Sembilan

Pn Jamilah@Chumila Bt Hj Katis
Pengarah
(Pustakawan S48)

Kosong
Timbalan Pengarah

Ketua Bahagian
Pembinaan Koleksi
Berdiana Bt Hj Berahim
Penolong Pengarah
(Pustakawan S41)

Ketua Unit Pentadbiran

& Kewangan
Suhaila Bt Abu Samah
(Pen. Pegawai Tadbir N27)

Hamdan B Hj Nordin
Penolong Pengarah
(Pustakawan N41)

Ketua Unit Perolehan

Norhayati Bt Ismail
(Pen. Pegawai
Perpustakaan S27)

Ketua Unit Katalog

Norhadilah Bt Md Nor
(Pen. Pegawai
Perpustakaan S27)

Unit Penyelenggaran
Noradida Bt Mohamad
(Pembantu Perpustakaan
Kanan S22)

Ketua Unit Teknologi &

Komunikasi Multimedia
Shahril Fahmey B. Nordin
(Pen. Pegawai Sistem
Maklumat S29

Ketua Unit
Perhubungan
Norasykin Bt Yusof
(Pen. Pegawai
Perpustakaan S27)

Ketua Unit
Penyelenggaraan
Iskandar B. Ismail
Penolong Jurutera (J29)

Ketua Unit Media

Mohd Rizwan B.
Muhammad Yusof
(Pen. Pegawai
Perpustakaan S27)

Ketua Unit Pelanggan

Zainudin B. Zailan
(Pen Pegawai
Perpustakaan S27)

Figure 2. PPANS Organizational Structure

CHAPTER 2: SCHEDULE OF PRACTICAL TRAINING

2.1 Introduction
This chapter summarizes the activities during the internship from July 20 th, 2015 until
September 14th, 2015 at Negeri Sembilan Library (PPANS). The trainee was placed in every
department which are the Department of Customer Service, Department of Cataloguing,
Department of Procument, Department of Public Relations, Department of Media, Department
of Technology Information Communication, Department of Development, Department of Service
Management, and Department of Administrative and Finance. The trainee was given the tasks
that related to every department and also other task that suitable for the trainee. The system of
placing trainee in every department by the organization is to give the trainee experiences in
handling the library as a whole during training period. The longest department that trainee has
been place which is the Department of Administrative and Finance Department was chosen by
the supervisor based on the major course of trainee related to at the Negeri Sembilan Library.
This organization also shows the real situation of the work to the trainee.
Negeri Sembilan Library working hours is fixed from 8.00 am until 5.00 p.m. for their staff. The
trainee also needs to follow the working hours which is from 8.00 a.m. until 5 p.m. for running
their internship. In getting the staff attendance, they are using the thumb prints system before
and after work. As for the trainee, they were not allowed to use the thumb print system but every
day they need to write down in the Practical Training Attendances Log Book for their attendance
as in Figure 4. Each activity undertaken by the trainee was recorded in the log book from the
first day training until the last day training. This activities and the log book was under

supervision of every department Chief Officers. Every day, the chief of every department will
read and sign the log book of trainee. The Chief supervisor for the trainee that will review the log
book as a whole and overall performance was under supervision of Penolong Pengarah
(Pustakawan S41), Puan Berdiana Bt Hj Berahim at the Negeri Sembilan Library.
As trainee is being assigned according to their perspective department, the activities trainee
need to do is according to the similarity of the task related to department as in Figure 3.
FILE MANAGEMENT
Department of Administrative and Finance
Department
Department of
of Procument
Procument
Department
Department of
of Public
Public Relations
Relations
COUNTER
COUNTER SERVICE
SERVICE
Department
Department of
of Administrative
Administrative and
and Finance
Finance
FINANCIAL TASK
FINANCIAL
TASK
Department
Department of
of Administrative
Administrative and
and Finance
Finance
OFFICE
OFFICE ADMINISTRATION
ADMINISTRATION
Department
Department of
of Administrative
Administrative and
and Finance
Finance
Department of Cataloging
Department
Department of
of Procument
Procument
Department
Department of
of Customer
Customer Service
Service
DATA PROCESSING
Department
Department of
of Media
Media
Department
Department of
of Technology
Technology Information
Information Communication
Communication
OUTDOOR
OUTDOOR TASK
TASK
Department
Department of
of Development
Development
Department of Public Relations
Department
Department of
of Administrative
Administrative

Figure 3. The summary of task related to department.

2.2 Activities
The first day of the practical training is on Monday, July 20 th, 2015, the trainee needed to report
for her duty before 8.00 a.m. at Negeri Sembilan Library (PPANS). The supervisor introduced all
the staff in every department to trainee. The trainee also met the Director of Negeri Sembilan
Library (PPANS), Puan Jamilah@Chumila Bt Hj. Katis. Then, the supervisor showed the place
for trainee during practical training. After that, the supervisor gave the schedule for practical task
8

according to department to the trainee. Last but not least, the supervisor explained about the
organization as a whole and rules and regulations on how trainee must do their task
accordingly.
2.2.1

File Management

2.2.1.1 Department of Administrative and Finance

The trainee was asked to managing the Employee Personnel Files. Most of the files were
having mistaken written for the heading and old file cover that can barely been seeing the
heading and torn apart. Trainee need to re-organise all personal files using a new file covers
and update the heading by typing the right heading using the computers for every files
according to the personnels name, identity card, and file code and patch to the new files. The
way it is organise is according to the dates format of the personnel started to work at the bottom
of the files followed until the newest additional letters of bonus for the year 2015. In this file,
there will be keeping all the personnel private data, education background, organizations
involve, working experience, family data, awards and recognition, accounts during working for
salary and pension, medical history, any disabilities, any license, passports, and working
permits.
Other than that, trainee was assigned in managing the vouchers organization had made to
release payment made by every library that is under the jurisdiction Negeri Sembilan states.
Trainee need to make sure the voucher is organized according to the bill number and dates.
Next, trainee need to manage all Companies Profile, to check whether the companys
business license with Syarikat Suruhanjaya Malaysia (SSM) were still valid to extend the
contract with Negeri Sembilan Library. If the profile is out dated, the library will call them check
whether they wanted to renew it or not. If they refused, the contract will be terminated. Example
files are security guards Company, and construction and repairing company.
9

2.2.1.2 Department of Procument

After the task of collecting articles from newspapers, trainee needed to organize the entire
article to be compiled in a file according to their subjects, dates, and alphabetical orders of the
subjects. After organizing the files, trainee needs to organize again the files according to codes
of subject and publishing years into the Koleksi Negeri Sembilan room section to their shelves.
It need to be organized accordingly in order to help customers find it easy to search the articles
by subject, dates of published.
2.2.1.3 Department of Public Relations
Trainee was asked to organize files of every activity and letters done by the organization in
terms of public programs and activity. Trainee will need to know managing the letters receive
from the external party and the letter sent by the library. The external party letters and invitation
cards will be put in a file with red colour heading and codes. While the library letters, librarys
bulletin, speech text, and invitation cards from the library to others will be marks in blue colour
heading and codes. After that, the files will be put in the shelves according to their subject and
dates.
2.2.2

Counter Service

2.2.2.1 Department of Administrative and Finance

The task that was important for the trainee did was to answering incoming calls and making
external calls for officers. This department basically faced shortage of workers because the
staffs that is responsible for this position was going on training and seminar which need

10

replacement sometimes. The supervisor taught the trainee some basic manners and rules on
how to answer calls, to take message, to call outside the organization and handling customers
come to the Mezzanine floor or level. Trainee need to know the right intercom number to
directing the line number among officers between department and also from external parties
towards the officer. Trainee also needed to know the contact number of external parties in order
to ease the officers work to calling for external parties by having books of contact number list on
the counter service desk. Trainee also needed to know the files that kept every file with blank
form for example like went out of office permission, holiday, sick leaves permission, using office
vehicle permission, and others related for officers need to use to be kept on the desk inside
different file. Trainee needed to photocopy the form if there was not enough form inside the file.
If the customer come to the office, trainee need to asked them politely on whom they were
needed to seek for and directing officers to meet them.
2.2.3

Financial Task

2.2.3.1 Department of Administrative and Finance

Trainee is been assigned with handling cheques to companies that provides materials to the
library under Negeri Sembilan jurisdiction. The cheques are from company that provided
newspapers, books, printing materials for bulletin, papers, and other items for the library. The
cheque will need to be written down with the account numbers of the company, the bank
companies registered to, and the Negeri Sembilan Librarys contact number. Then, they will
need to be photocopied as a proof to be kept in a file.
2.2.4

Office Administration

2.2.4.1 Department of Administrative and Finance

11

The trainee was assigned to stamping the vouchers that being release as payment with the
stamp of number of voucher and the stamp of dates of approval of the voucher. Vouchers are
only used when the company issuing the money for the payment to suppliers and others.
Payment will not be made without the voucher. The condition for the production money using
voucher is it must be checked and approved by staff accountable. Example voucher been
stamping is books, magazines, electricity bills, and newspapers. If the stamping is stamping the
wrong or incorrect data, the stamping marks will be crossed by pen and signed by officers. The
trainee then needed to redo the stamping with a correct stamping mark in order to seal the
document overall.
Another task trainee need to do was faxing the letters and invitation cards by the library to
other organization. Trainee need to find the right number in the Organization Diary to faxes all
the information. Trainee first will need to print and photocopies the form. Trainee will need to
write down in a form provided by officers the information needed like names of organization, the
fax numbers, the title of the letters, the names of the person the fax will be sent to, the librarys
name, and the dates.
Other than that, trainee also had to photocopies letters made by the department, minute
meeting, and distributed them among the officers and staff.
2.2.4.2 Department of Cataloguing
The trainee is been sent to Port Dickson in order to went this department. Trainee had been
teaches on how to make the books, magazines, and newspapers as the asset of the Negeri
Sembilan library by stamping the books marked Perbadanan Perpustakaan Awam Negeri
Sembilan. Then, every materials that being sent to the library will needed to stamp by trainee
for the period of time during in the department.
2.2.4.3 Department of Procument
12

In this department, the trainee was asked to collecting the articles in all sort of newspapers
in Malaysia whether in Malay or English that specifically contains Negeri Sembilan news and
updates. Trainee need to snip the newspapers article and glue it down to a specific paper that
will be named according to the subject, dates and from what newspapers does it came from.
Examples of subjects were accident, history, development, Chief Minister of Negeri Sembilan,
social environment, and etc.
2.2.4.4 Department of Customer Service
As this department is the major function of library, trainee will be doing the shelving task
under this department every morning for one hour from 8.00 a.m. until 9.00 a.m. This task was
actually rearranging the book that user or customer have misplaced or not arranged to be
arranged again. Trainee need to arrange the books according to the codes given by the librarian
that being label in every shelves. Trainee needed to make sure the shelves were well rearranged by subject codes, the numbering, and the neat arranged of the books.
2.2.5

Data Processing

2.2.5.1 Department of Media

Trainee was asked to transfer the paper books from the Koleksi Negeri Sembilan to
becoming digitalised books for the online reader to read every sourced from Negeri Sembilan
through gadgets. Trainee need to used scanning machine and software in order to kept in the
computers. Then trainee needs to edit the images being scan by using Adobe Photoshop
software to make it clear and easy to read. Then we need to use Adobe to Books software to
turn the images into online reading style books.
Other than that, the trainee also needs to take photos of any event during the time trainee in
the department. Trainee being assigned to took photos of officers and staff practicing the

13

marching event for Independence Day 2015 in the Youth Sport Complex (KBS) Seremban.
Then, put the photos in a file to choose the best images as resources for the library.

2.2.5.2 Department of Information Technology and Communication

Trainee was teaches in using the Adobe Illustrator software to editing the old card of
appreciation to create a better appreciation or thank you card given to other organization
dealing with Negeri Sembilan Library.
Trainee was also being teaches on how to setup the domain for the router of Negeri
Sembilan Library. Trainee needed to use the instruction manual of TMStreamyx internet
pamphlet in order to establish the wireless connection for the adult zone. The officers had giving
information on how to setup the router by inserting the wire and the codes into the web. Trainee
need to check whether the router is blinking or not to know the connection is on or off. If the line
was off trainee needed to setup again by inserting the TM website and log in as user. Then,
enter the codes given written in the manual box. Trainee then need to open Command Prompt
to insert the code, click enter, and noticed the changes of line went on.
Other than that, this department also being given technical education on how to re-adjust
the RAM inside the CPU if the CPU is jammed.
2.2.6

Special Task

2.2.6.1 Department of Development

Trainee had being assigned on handling one of the signboard in the library within the
Mezzanine zone. Trainee need to develop the board to become the Pit Stop Integriti Board
where there was information on what is integrity, why does the board need to be setup, and how

14

does integrity reflecting employee life. The Pit Stop Integrity was came from the order of the
Government Secretary of Negeri Sembilan State (SUKNS) as a circular that need to be done by
every organization under the jurisdiction of Negeri Sembilan State. Trainee need to find the
definition of integrity, the characteristics of integrity that related to public servants and also the
circular. The trainee also needs to decorate the old board to become attractive so officers and
staff will be noticing the board.
Other task that student need to do was finding the design for decorating the booth for
entering the Rumah Terbuka Booth Competition that was held during the Rumah Terbuka
Pelbagai Jabatan Negeri Sembilan event. Trainee needed to decorate the booth together with
officers according to theme of that year event of Eid Celebration and Independence Day which
called by Merdeka-Raya theme. Trainee also needs to manage the food in the booth according
to the list made by officers on rotating the task of handling the food provided by the organization
towards the customers.
2.2.6.2 Department of Public Relations
Trainee was asked to join the Group Sayang Perpustakaan (GSP) program and being the
facilitator during the program in Saint Aiden Primary School. The program was established in
order to attracting school students to come to library and being members. This is to increase the
interest of children to like library and love reading. The trainee need to guide the student to get
involved in the programs that been running and keep them control to avoid unwanted situation
like fighting.
2.2.6.3 Department of Administrative and Finance
Another special task that has been asked for trainee to do was attending the Perhimpunan
Warga Kerja Perbadanan Perpustakaan Negeri Sembilan program. This program was made in
order to gather all the workers from every branches of library under the jurisdiction of Negeri
15

Sembilan Library. Trainee also needed to attend the program as it was one of the compulsory
event for every officers and workers in the library. The program was about having the Director of
the library to give mandates to the workers and having seminars for them.
CHAPTER 3: ANALYSIS

3.1 Introduction
This chapter discusses a few types of training activities that has been experience during the
practical training. The discussion was based on the trainee experience in implementing those
activities compared to various concept learned in the classroom. Besides that, the trainee also
having an experience due to the opportunity with multi-tasking activities assigned during
training. Furthermore, in analysing the task executed, the discussion will be based within the
scope administration. At Negeri Sembilan Library, there are elements that have been practices
and it will be discussed in the next discussion.

3.2 File Management

3.2.1 Definition
File management involves systematically classifying, coding, arranging, and placing
records in storage and facilitating their quick and easy retrieval when required by a user (Quible,
2005). In other word it is referring to the process of keeping records in a systematic manner
within an organized system (Oliverio, Pasewark, & White, 2007). It also can be defined as the
process includes the classification, compilation, storage, regulatory and indexes files for tracking
purposes when necessary (Yusup, 2007). In simple definition, it is where we are using a
systematic or organize way on keeping document for the organization. A good management of
record and information is a vital element to a well-functioning organization for both the private
16

and public sectors (The National Archives of Malaysia, 2011). The importance of having a
systematic filing system are providing formal evidence for any transaction for the organization,
to gain faster retrieval of information, greater protections of information, increased the
administrative stability, effectiveness and efficiency (Maynooth, Co., 2003). Furthermore,
records provide evidences for the organizations, for other public organization, and for public to
justify any decisions (The National Archives of Malaysia, 2011). Without using a proper
management or guideline there will be chaotic in handling the resources that maybe can be
steal, missing, and misused.
3.2.2 Records Cycle
In handling files, there is actually a proper life cycles that involve. There will proceed
through the records cycle that includes creation stage, utilization stage, storage stage, retrieval
stage, and disposition stage (Quible, 2005). The creation stage is the most vital stage in this
cycle where we need to identify the right objective and procedure to adopt in order to help the
effective and efficient system in handling the file. Next, the utilization stage that concerned with
implementing the right procedures and system we have earlier in order to managing the files.
After that, is the storage stage is where the files stored in some place that is specific for easy
retrieval and avoiding disaster and unwanted people get access. Then, is the retrieval stage that
involves in locating and taking out the record in the files for the user. Last, is the disposition
stage that involves in transferring or wipe off the record.
3.2.2.1 Creation Stage
I) About Creation Stage
As the first stage, it is the most important stage which involves controlling the
development and adoption of new forms (Quible, 2005). It is also concerned with developing
and choosing the suitable forms with efficient methods of the entering data on documents and
17

determining the length of time records should be stored before they be destroyed (Quible,
2005). This is where the basis in order to avoid choosing the wrong system to use in
organization. First thing that need to be done is to organizing a management programs. It is
needed to identify the objectives and policies of the management programs that we want to
adopt in order to make sure it is suitable with our organization whether it is big or small. In
trainees organization, they are using the Circular No. 5, 2007, The Office Management Guide
to managing the records.
In records management programs there are two types of control which are centralized
control and decentralized control. The centralized control is the process of making an individual
or a unit within an organization responsible for the records created throughout the entire
organization (Quible, 2005). When using centralized control the overall authority and
responsibility for the program is vested in one individual. While decentralized control is the
process of allowing individual units within an organization to have responsibility over the records
they create within their respective units (Quible, 2005). With decentralized control, it is assumes
that each work unit is responsible for the managing their own records.
II) Application of Creation Stage
In trainee organization, the Department of Administrative and Finance is responsible in
handling files of Employee Personnel Files from all departments of the main library and also the
branches which is the centralized control. Meanwhile, every department have their own control
over the files according to their respective duties and responsibilities like Department of
Procuments, Department of Public Relations and others which have their own filing control
according to their task.
3.2.2.2 Utilization Stage
I) About Utilization Stage
18

As the second stage, it is concerned with developing efficient procedures for use in
retrieving and delivering desired records to their desired location at the desired time. It also
involves developing efficient procedures for the movement of documents through their
respective work flow (Quible, 2005). This is where the organization will have to decide to use
what type of filing whether manually or electronically in filing the system, choose the suitable
filing system methods whether alphabetic or non-alphabetic, personnel needs, and records
retention.
II) Types of Utilization Filling
A. Electronically Type
The type of filing can be divided into two categories which are manually or electronically.
The techniques used in filling are differs and depending on the storage media used and the
mode files are organized (Oliverio, Pasewark, & White, 2007). Electronically filing can be
referred to use the system or software like File Management System (FMS) and Electronic
Record Management System ERMS) from electronic devices such as computers.

File

Management Software is involved the procedure concerned with the overall management of
files such as the allocation of document or file to space in supporting the store, control over right
to use, preserving directories and prepared backup copies (Daintith, 2004). While ERMS or
EDRMS is system that made to manage the maintenance and disposition of records content,
context, structure and links between records to enable their accessibility and support their value
as evidence (The National Archives of Malaysia, 2011). Using this type of file management can
avoid any physical missing files, redundancy that will lead to retrieving problems.
a) Application of Electronically Filing
As for trainee and Miss Sakinah, Accountancy Assistance officers were using management
of file in manual type, we are having difficulties in finding missing financial in the file rooms and
19

file drawer where sometimes lead to time consuming and hard to find file that misplaced. This
mean, by using electronic file system, the file is easily retrieved and save a lot of time compared
searching in the file cabinets.
B. Manually Type
The manually is using a folder to put all letters, documents, and any other resources to
be put together tie by a thread where they being classified, registered, and stored using specific
procedure and method (Yusup, 2007). The used of traditional filing system of needing papers
and cabinets in order to keep the file. The characteristics of manual file cover are Open File
with coloured white (Am 435 pin.1/80), Limited File have white coloured file with cop limited
(Am 435 Pin.1/80), Confidential File have green coloured file (Am 436), Secret File have
pink cover file with crossed red front and rear (Am 437), and Big Secret - yellow skin file with
crossed red front and rear (Am 438) (Bahagian Perkhidmatan Jabatan Perkhidmatan Awam,
2007).
a) Application of Manually Filing
Based on trainee experience, the type of filing system used in the Negeri Sembilan Library
was the manual papers filing procedure from Circular No. 5, 2007, The Office Management
Guide. Example of files that trainee have been manage were Employee Personnel File,
Vouchers File, and letters file are only Open File matters to avoid leaking of secret
information. Other classified files were only being accessed by the Director of Negeri Sembilan
Library and officers from Administrative and Financial Department. When trainee changed the
Employee Personnel File cover to a new cover, transfer the documents and change the title of
the file, trainee do it manually one by one for every file. All received documents must be filed
where the file must be equipped with minute-paper and organized letters compiled not more
than 100 files or 4 cm or need to be closed before opening new file (Bahagian Perkhidmatan
20

Jabatan Perkhidmatan Awam, 2007). There are many files in every department especially the
Department of Administrative and Financial which having two filing rooms.
III) Methods of General Filing
The filing method is the most crucial part in managing file. This is because the right
methods will consequence to easy retrieval and storage of files which make the organization
look systematics and organized. There are two methods of general filing that exist which are
alphabetic and non-alphabetic. The alphabetic method consists of three specialized indexing
system which are by name, subject, and geographic area. While non-alphabetic methods
comprised of numerical and chronological indexing systems.
A. Alphabetic Method
The alphabetic filing system means that the records are being arranged according to the
letter of alphabet (Oliverio, Pasewark, & White, 2007). It means that the words and letters will be
used as description on the guide and folders. This type of filling give pleasure to the user as it is
easy to learn as anyone can read and knows the order of letters in the alphabet (SMEAD
Manufacturing Companies, 2015).
a) Names
The first specialized indexing system is filing by names, where records are indexed
according to the names such as an individual name of organization. As in trainees organization,
the Employee Personnel File is being indexed according to their names for every employees of
the Negeri Sembilan Library.

21

b) Subject
Second, is filing by subject where records are organized according to particular subject
such as financial, marketing, and public relations (Oliverio, Pasewark, & White, 2007). In
Department of Development, the files was manage and compile according to subject in each
drawer of cabinet like repair and maintenance, and construction building.
c) Geographic
Last, is the filing by geographic or location where records are organised according to
location (Oliverio, Pasewark, & White, 2007). Usually being used by real estate firm and
publishing houses. In trainees organization it is filing by geographic as the Negeri Sembilan
Library have many other branches library in village, mobile library or Perpustakaan Bergerak,
and all over Negeri Sembilan which the filing system keep by Negeri Sembilan Library according
to the branches geographic names.
B. Non-alphabetic Method
a) Numeric
The first non-alphabetic system is called the numeric filing system. This system is where
records are keep by number. According to Oliverio, Pasewark, & White (2007), the files are
arranges by using a simple numeric order which is consecutive numbering method. This type of
filling are frequently being used when record are already arranges in a numeric form. It can
avoid any filling mistake as there will be only one possible location (SMEAD Manufacturing
Companies, 2015). As an example a utility companies may identify records by customer account
number while for insurance company they usually arranged their record based on their policy
number (Oliverio, Pasewark, & White, 2007). The Negeri Sembilan Library uses this method in
managing file regarding to financial matters like bills, cheques, and vouchers.
b) Chronological
22

The second non-alphabetic system is called chronological filling system. According to

Oliverio, Pasewark, & White (2007), if the users are using a chronological filling system, records
will be arranged according to date. It is also can be used together with name, subjects,
geographic and numeric. Moreover, by using this filling system, it would help the users to keep
track about the task that they need to complete each day (Oliverio, Pasewark, & White, 2007).
In Department of Administrative and Finance, they use this type of chronological system in order
to compile by combine the numeric, subject, and chronological for bills every month. This
method is actually given in the Circular No. 5, 2007, The Office Management Guide for every
public organization to use (Yusup, 2007).
IV) Personnel
Personnel can be define as people employed in an organization or engaged in an
organized undertaking such as military services (Oxford Dictionary Online, 2015). The
personnel needs of the records management are greatly influenced by the two factors which are
the program structure used and the size of the organization (Quible, 2005). In having centralized
storage of files, there will be needed of full-time basis personnel that handling all the files while
decentralized storage will be needed part-time basis personnel. In a small organization, usually
they will be using centralized control and storage, overall responsibilities in managing the
records file frequently rested with the administrative office manager usually known as the file
clerk (Quible, 2005). In a big organization, usually they will be known as the records manager
rather than the administrative office manager. According Quible (2005), there are specific
program sponsored by the Institute of Certified Records Managers in order to get the Certified
Record Manager to become one. The Negeri Sembilan Library did not have any file clerk or
records managers but every department only managing their own files in their own department
which can be considered using the decentralized control and storage.

23

V) Record Retention
Record retention is the formal element in records management which specifies the
length of time that records and documents must be maintained and retained by the organization
(Quible, 2005). The record retention are very beneficial for the organization as it lower the cost
and space savings getting from transferring the inactive files to low cost storage are and can be
destroyed that no longer useful to organization. Then, it gave retrieval of files more simplified
because fewer the active-status records are stored. Furthermore, it will make used the
equipment for storing records as both active status and inactive status is more efficiently used
(Quible, 2005).There are three steps in developing a records retention schedule which are
conducting the records inventory, classifying the records, and scheduling retention periods. In
conducting records inventory it involve process of determining exactly what types of records and
in what quantities an organization has (Quible, 2005).
A. Record Inventory
The records inventory is made by sorting through files, record by record, that will result
in saving time consumption and effort when wanted to retrieve. They will be listed in the records
inventory form for the files. In decentralized storage records, there will need cooperation of each
department head, otherwise the inventory can be inaccurate. In trainees organization, every
cabinets have sorting through methods of general filing by putting paper boundaries between
files but trainee have not seeing any records inventory forms to be fill in.

B. Classifying Record

24

Classifying records is the development of a comprehensive file management involves

classifying according to their value or worth to the organization (Quible, 2005). There are two
categories to classify records which are vital and important. Vital records are considered
irreplaceable where reproduction of the record does not have the same values as the original
which needed for the continuation existence of the organization. While important records are
those records reproduction is obtainable that often considerable expense and labour or delay.
As using the Circular No. 5, 2007, The Office Management Guide, the files are categorized by
housekeeping files and functional files that includes internal administration in Negeri Sembilan
Library including the matters of financials, procuments, services, and development, while the
other is to implement main function and responsibility.
C. Scheduling Retention Period
Last steps in retention system is scheduling retention period that frequently used to
specifies the length of time each record is to be kept before it can be destroyed (Quible, 2005).
This step is design not for records that wanted to be transferred from active status to inactive
status but only for records that have time limits with assurance will be destroyed after reaching
the limit time. If the retention schedule indicate that a file only eligible for three years, then after
three years the file will be eliminated. Based on trainees experience there are no retention
system is used or taught during the practical training.
3.2.2.3 Storage Stage
I) About Storage Stage
As the third stage, the storage stage is involves developing efficient procedures for using
filling equipment and the space occupied by the equipment. It is used to maximise efficiency
and convenience, records should be stored in a location readily accessible to users. (Quible,
2005). It also concerned in protecting records against disaster or unauthorized use (Quible,
25

2005). This is another factor that will lead the file management program success which is by
using the right equipment for storing records. A standardization of storage equipment, a
characteristic of centrally controlled programs, will helps ensure similarity of equipment size,
durability, capacity, and design features (Quible, 2005). The storage system is very important in
order to save the documents, records in the file for the organization uses. In handling storage,
there are certain criteria that need to be considered and types of storage equipment should be
used by organizations.
II) Criteria of Deciding Storage Equipment
Upon deciding a particular kind of storage equipment, first thing we need to be
considered various criteria. First, is the nature of the records that being stored in terms of size,
quantity, weight, physical composition, and value. In Circular No. 5, 2007, The Office
Management Guide are allocate by the government to the organization to make it standardized
size and must organized letters compiled not more than 100 files or 4 cm or need to be closed
the file to become inactive before opening an active file again. Second, is the frequency the data
or records are being retrieved. Some file is retrieved every day and some are not, so the
storage must be follow the organization suitability. As trainees experience in Department of
Administrative and Finance, all practical trainee need to signed their attendance in the
attendance sheet inside the Negeri Sembilan Library Practical Students Attendance Report
which is a file, so it will not be stored in a file room but put in a front desk of the department for
student to signed upon arrival and return. Third, is the length of time that records are stored in
both active and inactive status before being disposition. The Voucher File managed by trainee
following by month and years which the files back from the year 2015 will be put in inactive
cabinet in file room. Forth, is the location of storage facilities whether the storage control is
centralized or decentralized. Every department have their own cabinets of file which considered
as decentralized control except for Department of Administrative which centralized control over
26

all employees file from every department and branches. Fifth, is the amount of space allocated
for the storage and the possibilities for expansion. Even every department in Negeri Sembilan
Library have their own cabinet it still seems they need more space to have rooms for file. The
Filing Room is available for the organization but it still seems not enough as many files were
stacking up on the upper cabinet. Sixth, is the layout of the organization. The present location of
Negeri Sembilan Library is actually temporary place as they taking the UMNO building before
the moved to the new building in Paroi, Seremban, but it seems that the layout of the
organization is not strategic and low security level for their management in terms of the old
building. Seventh, is the degree to which stored records should be protected. The Filing Room
for Finance and Administrative are very confidential and cannot be entered by other employee
except Department of Administrative and Finance employee. Other files that are not very
confidential were placed outside the room. Last, is the type and location of storage facilities for
inactive file where most files were put in cabinet.
III) Types of Storage Equipment
In choosing the right types of storage equipment will make the filing system more
effective and safe from any disaster. The equipment in handling all the files is categorized as
vertical, lateral, and power (Quible, 2005). Each of the categorized has many other types of
equipment in storing.
A. Vertical
In vertical category, there are three other types of storage which are vertical equipment,
open-shelf file, and vertical rotary files. Vertical equipment is the most commonly used by
organization in handling files. This type of equipment used places records in a vertical
arrangement (Quible, 2005). They usually used standard four, five, six drawer file cabinets
approximately 2.5 sq. / ft. of floor space and need additional space in order to access the
27

drawer content (Quible, 2005). The advantage of this standard cabinet has eased the employee
in order to transfer the cabinet with the content intact in it. The disadvantage of this equipment it
can take more space because need to bring more cabinet in, plus not very suitable for massive
files. Next, is the open-shelf file is when arrangement of files is placed on open shelves that
have maximizes the use of space as the shelf is open and often high up to the ceiling in height
(Quible, 2005). The advantage this equipment is it improves storage efficiency and suitable for
records that are filed and removed with the folder intact altogether. The disadvantage is not
suitable for individual documents that need frequently removed from the folder. After that, is the
vertical rotary file which records are stored in specially designed devices that permit the
mechanical rotation of files horizontally, making the file retrieval process easier (Quible, 2005).
This type of equipment is much more advantage as is hold more files than the standards type
and because it has rotary features it make retrieving easier and convenient. All this vertical
types are very suitable for inactive files in a low-cost storage area. The records are frequently
stored in a cupboard files containers on steel shelves. Its container is also common the same
one to use in transferring from high-cost storage to low-cost storage (Quible, 2005).
B. Lateral
In lateral equipment category, the files are stored in more horizontal arrangement than in
vertical arrangement (Quible, 2005). It uses lateral pull-out drawers which required less space
than standard cabinet, in spite of the fact that it have vertical in structure. In storing the files in
the drawer they will more safe than the open files because it can be closed and locked down by
keys in advantage.

C. Power

28

In power category, the power filing equipment is the filing that is mechanized (Quible,
2005). When we say mechanized it means more machines and technology and less human.
Even though this category will need more money invested to develop the equipment in storing
the files in orders, but in a long run it is advantages as we will reduce the number of personnel
to handle the file like clerk file in order to manage which reduce the labour cost. It also have
disadvantage in terms of the effectiveness of the equipment if there are not many files to be
stored and the organization will moved to other place. There are three types of power
equipment which are rotary power files, structural power files, and mobile filing equipment.
Firstly, the rotary power file is the type of storage that places records on shelves that rotate
vertically (Quible, 2005). This type of storage is more suitable for storing customers or clients
records in hospital for example. This equipment is using mechanism in rotating until accessible
to the desired file bin, and then the file clerk can retrieves the requested record (Quible, 2005).
Secondly, the structural power files which is a large-scale type of equipment that places records
in boxes that are mechanically retrieved from their storage location (Quible, 2005). This type is
used to store all types of documents in files not like the rotary. Some of this equipment is
equipped with electronic files in handling heavy or further files storage. When pushing the button
the mechanism will scans and locates the desired storage container. Then, will retrieve and
move the desired storage container to the console operator who then takes the records out.
This equipment was designed to meet the specific custom to tracking the records precisely
through a particular records management programs (Quible, 2005). Lastly, is the mobile filing
equipment which vertical in nature, that allows user to create aisle space as a means of
retrieving the desired record (Quible, 2005). Even though it is operated manually, it is still
classified as power category because there are mechanisms use in order to move the cabinet.
This equipment are very advantages in many ways as it safe space in putting more shelves
back to back against one another, only requires a temporary aisle space between the shelves to
retrieve files, and the shelves can be move back and forth in their rail to suit the user in having
29

easy retrieve. There are also disadvantages in using it when there will be only one aisle at a
time that can reduce number of people can retrieve at the same time, and the equipment must
be properly handle with care to avoid the shelves off the rail which cause trouble to put it back.
IV) Application of Storage Equipment Types
In Negeri Sembilan Library, the types of storage that being used only the manual
equipment that does not involving the any mechanism or power. The use of personnel is still
available but there are no specific positions as file clerk in the organization. They often use only
the vertical equipment such as vertical cabinet and also open shelf file. As they are using the
guideline from the Circular No. 5, 2007, The Office Management Guide, the type of files that
the trainee have been manage only the cardboard files. They use the cabinets, shelves and
cupboards to put the active and non-active files in every department in the organization except
the Department of Administrative and Finance which have two Filing Room for private and
confidential matters of the organization that can only be access by the staff in that department.
3.2.2.4 Retrieval Stage
I) About Retrieval Stage
As the fourth stage, the retrieval stage concerned with locating the requested records
and to 'signing out documents removed from the files, retrieval involves tracking down the
documents that not returned to their files within reasonable time (Quible, 2005). In retrieving
process, there are four steps need to be followed in order to locating and removing the tangible
records from the files. First, the person who wanted the records must fill the request slip then
will be transported to the central storage facility. Second, the requisition clerk will approves the
requests and ask the file clerk to retrieve the records. Third, the file or record is transferred to
the person wanted it. Last, the record is returned to the storage when no longer needed by the
person. The retrieval of the procedures for manual retrieval is similar for request upon manual
30

slips or email or electronics permission. It goes different with record stored electronically and no
manual file is available which can be transmitted through e-mail easily to person requesting
(Quible, 2005). Nowadays, many organizations are using the computerized records retrieval and
charge-out system. Computerized records retrieval is the process of maintaining by computer
an inventory of all check-out records, including the name of the employee who checked out the
record, the date of the check out and return, and the names of employee of the persons that
wish to check out the record when it becomes available (Quible, 2005). It is often powered by
desktop computer to keep all the information and used to determine the availability of the
record. Besides that in order to prevent any problem of missing file it is important for the
organization to provide a guideline of recording the document that are being taking out from the
file which called as charging out. Charging out is talk about the removing the record from the
file and made a record of related information of it (Oliverio, Pasewark, & White, 2007). As define
by Quible (2005), it is the formal process of checking out a record to an employee who
requested it. It is crucial to record the information such as the name and department of the
employees whose taking out the record, date the record is retrieved as well as date it should be
returned. However, the retrieval procedure should specify whose have a free access to the
records to prevent any miss fraud of organization information.
A. Application of Retrieval Stage
Based on trainees observation, there are no records of retrieving the files from the cabinet.
Every department have their own cabinet files with responsibilities to take care within their
departments. So the officers from every department have free access to their own files in their
own department but not others.
3.2.2.5 Disposition Stage
I) About Disposition of Records
31

Last, is the disposition stage which involve preserving valuable document, transferring
the records from high cost to low cost storage, and destroying records that no longer valuable to
the organization (Quible, 2005). This final stage is the life or death symbolically for the records
and filing management because there will be file that will transfer, will be renewed, or will be
destroyed once and for all. There are five major methods of records disposition which are
protection, transfer, micro reading, digitizing, and destruction.
II) Methods of Records Disposition
A. Protection
Protection as define by Oxford Dictionary Online (2015), is the action of protecting, or
the state of being protected. It is the degree of keeping the records and files from any internal or
external harm. Normally, the vital records will be kept in fire resistant safes and vaults (Quible,
2005). If there is not enough protection they can duplicate the files and stored in secure off-site
location. In order to store in off site location, there are few factors need to be considered which
are the safety and security provided by the facility from fire, water and burglar system (Quible,
2005). Next, is the environmental condition in order to store them like the suitable temperature,
lighting, and humidity control (Quible, 2005). After that, the measures being provided in dealing
with emergency situation for example like power failure and severe weather condition (Quible,
2005). Other than that, the protections against paper eater bugs, and the time taken they can
bring in the records (Quible, 2005). In trainees organization, there are no off site location
storage for all the files but only kept in the organizations office and other branches.

B. Transfer

32

Transfer as defined by Quible (2005), is the movement of records from high-use and
high-cost storage area to a low-use and low-cost storage area. High-use and high-cost storage
area means the putting of cabinets in easy place to retrieve and high safety equipment used
while the low-use and low cost is vice versa. It is actually a changing status of the active file to
become inactive file. The active files are the files that usually use for example, it been referred
to more than two times per month. While inactive files are files that not usually referred to as
one times a month. The active files can become inactive when it is less being referred or limit of
timeframe is finished. When the active files is changed to inactive, then it being transferred to
less accessible storage like lower drawer of the cabinet. There are two most common method in
when transfer the records which is perpetual and periodic. Perpetual methods is where the files
are transferred to low-cost storage area after it was continuously being examine until reach the
time or frequency of using is low (Quible, 2005). Periodic method is when the files are examined
in frequent intervals like once in four months and then being transfer (Quible, 2005). As discuss
by Quible (2005), it is using duplicate equipment techniques where the current files is stored
next to the previous year files in one cabinet, but when a year passed by, the current last years
files will be transferred next to the new current files while the previous files being transferred to
low-cost storage cabinet. The different between them is the frequency of files check.
a) Transfer Application
Negeri Sembilan Library using both system but for different types of subject which are using
perpetual for Negeri Sembilan Library Practical Students Attendance Report where it is been
check every day by supervisor but it will be transferred into inactive cabinet after students
finished training. They also use periodic transfer to billing files as the Voucher Files that been
arranged with the last years files while the last two years files is being stored in the lower
cabinet of the Voucher Cabinet.

33

C. Microrecording
Microrecording may be defined as a method of making images to a reduced size which
are unreadable by the naked eye except with the aid of an optical viewer or other similar means
(Verry, 1958). This method actually helps to secure the important files. In disposition, it is used
based two main reasons. First, it can significantly reduce the number of space needed is
storage. Second, it is one of the ways of making duplicate copies for those important files to
justify duplicate copies (Quible, 2005). Based on trainees experience, there are no
microreading files that trainee had deals with.
D. Digitizing
Digitizing is the process of converting pictures or sound into a digital form that can be
processed by a computer (Oxford Dictionary Online, 2015). As more on more advancement of
technology, it actually helps to ease human burden especially in handling vulnerable resources
for example like papers. As number of scanning technology is getting better, many organizations
tend to digitize their sources to ease their ways in disposition the records. All the records in files
can be transferred into digital output into mediums like CD-ROM, DVD, hard disks and
technology other devices that later on can be burn or duplicate in a secure area off the
premises. All the files can be print out again to be like the original which do not need many
spaces and maintained cost for the keeping the old files. For example in Negeri Sembilan
Library, they are now digitizing the books, pictures, and papers articles files in Koleksi Negeri
Sembilan section to reduce the number of damages data even more so the records will still
there.

E. Destruction

34

Destruction can be defined as the action or process of causing so much damage to

something that it no longer exists or cannot be repaired (Oxford Dictionary Online, 2015). This is
the last resort in order to disposition the files. When the files have been maintained and not
used anymore for any time or a long period of time it can be considered for destruction. The
general methods of destructing are paper shredding and recycling. Most of the time, people will
used the paper shredding if the file is confidential and private that should not be leak out. While
recycling is suitable for files and records that are non-confidential and non-private matters for
the organization. All documents and files under the Mezzanine floor or administration floor are
using the paper shredding machine. Trainee needs to shreds the wrong financial file and the old
cover of Employee Personnel File that counted as confidential.

CHAPTER 4: RECOMMENDATIONS

35

4.1 Introduction
Negeri Sembilan Library (PPANS) is aims to providing services in superior quality for the
public. However, based in the organizations practice, there are several strengths and
weaknesses involved compare to the concept learn in the classroom. As this chapter is
interrelated with chapter 3, it will further discuss the strength and weakness of the organization.
However, in term of weaknesses, there are several suggestion recommended in order to
improve the loophole of the practice applied. This is significantly important in order to increase
efficiency and effectiveness in providing the service delivery toward the public as well as
maximizing the customer satisfaction and if they are not resolved it surely inviting trouble into
the organization. The recommendation is based on direct and indirect experience the trainee
had gain during the practical training program.
4.2 Strength
4.2.1 Complexity
As being mention in Chapter 3 of Analysis, manually filing or traditional filing system is
using papers and cabinets in order to keep the file. Thats mean the manually filing systems are
less complex rather than electronically type. Using manually or traditional type of filing actually
easier in order to trained people who do not even have any basic knowledge on filing. It easier
for them to alter and manage the file even not being teaches in depth. As trainee being assigned
to change the old cover of the Employee Personnel files, the officers only show practically on
how to change the old cover to a new less than a minute and trainee need to do it. It can be
seen as an easy task for the trainee. There is no need any manual description given to the
trainee like the Circular because it is not complex to handle. Using the electronically filing
system will require the right tools like the machine itself and need time to master the system of
36

the machine. If we manage the system wrongly it will definitely result to unwanted error and give
losses to organization.
4.2.2 Easy Access
Easy access can be defined as simple in opportunity to use something (Oxford
Dictionary Online, 2015). It is where there are no difficulties in having the files. It can easily be
retrieved or found at its specific place that been organized. Manually filing give the employee
the advantage on easy retrieving the files on the cabinet when using a systematic manual filing
system like proper subjecting the files in organized cabinet. In Negeri Sembilan Library, every
department have their own cabinet to keep their files which give their easy access to retrieve
their files without going out of their department or rooms as mention in Chapter 3. As for trainee,
being assigned with stamping the vouchers, the Voucher File had been put on the cabinet that
can easily retrieved from current month until last month in the Department of Administrative and
Finance.
4.2.3 Security of Data
In terms of security of data, the manually types of system is more advantages over
electronically filing. The manually file are written on papers and kept physically where we put it
somewhere safe that cannot be access by anyone freely. As mention in Chapter 3, the file of
every department was put in their own department with their own cabinet to avoid stealing of
data. Except for Department of Administrative and Finance which have two File Room that is
private confidential. That shows the file related to organization importance will be kept in the
core department in the organization. It goes different with electronically filing because it usually
can be accessible through network. When it comes to online networking it means any expertise
in hacking computers surely can access, copying and altering the files. Plus, it also brings

37

together other problems like viruses, system downs that will slow down the progress of
organization.
4.3 Weaknesses
4.3.1 Retrieval System
As being discussed in Chapter 3 in retrieval stage, the retrieval is very important in order
to taking out again the files from the cabinet by providing guideline and records for taking out
files. If there is no proper or even any retrieval system this can lead missing files or misplaced of
files. Based on trainees experience in Negeri Sembilan Library, every department do not have
the retrieval document or data that records on taking out their files. As every department
handling their own files, they will only taking the files out using it without any restriction to put in
back, but only on their own department. In Department of Administrative and Finance, the
officers always will search again the files missing files that they misplaced which will delay their
everyday task or work that need to finished. The cabinet organizing like subjecting is excellent
but when not using a proper retrieval system usually the files was not being in the cabinet.
4.3.2 Time consumes
The manually filing system does take more time to access data rather than electronically
filing. In order to take a file, the employee need to walk and went to the file room, the employees
also took times to find that file although there are systematic filing used in organization. It can
take a longer time if the file room is bigger. It concluded that it consumes a times when an
employees to make their work. It goes different with electronic database that allow the
employees to make their work or getting information with short of time. Gaining access to data
at the end of the fingertips like typing through computers and gain it. A faster time to access
data can increase the productivity and efficient of employees who use data on a regular basis.
As trainee seem the officers in the Department of Administrative and Finance of Negeri
38

Sembilan Library searching for file, they actually need to went into the Filing Room that have not
well organized filing inside the cabinet which slow down their work to find the right file at the
right time.
4.3.3 Insufficient Storage and Equipment
As discussed in Chapter 3 on storage stage, it is crucial to have sufficient storage to
avoid any important file gone missing or fall on the wrong hands. The storage system needs the
platform for placing the files like cabinet and rooms. Based on trainee observation in the
Department of Administrative and Finance, this department do not have sufficient storage and
equipment. Especially in the File Room they are lack of cabinet to kept all the files which lead
many files are been put on the floor of the File Room. They also lack of storage place to put all
the cabinet as the current File Room had already full with cabinets.
4.4 Recommendation
4.4.1 Electronically Filing Type
Even though electronically filing type is rather hard in handling the application or system,
but once we get a grip on mastering the application or the system everything will be a piece of
cake. This is because the application has their own system that has been made readily by
expertise and developers to ease the burden or handling manual file. The file can easily be
stored, retrieved, or created by using one application and one mechanism like computers to
keep the entire file in one place. There will no need extra physical storage in order to put the
entire file like a rooms. The hardware like computers needs to be equipped with proper and
strong system that will block the networking being hackers or intruders stealing the data.
Furthermore, the cost of managing and buying the mechanism will be high at first time but
beneficial for a long term running rather than manually stuff. In Negeri Sembilan Library, the
organization should turn to computers in order to save all the important data and provide a good
39

Firewall for the computers to avoid hackers. The used of other software like HRMIS will provide
more space to the organization to copy the files into the hardware and destroyed all the nonactive paper files. Other than that, they can put confidential electronic hardware in the room so
no one without authority can access the computer.
4.4.3 Regular Checking
If there is no budget by the government to provide the electronic facilities, then the
organization can assigned their officers to conduct regular checking on the files to let them
update on the files and keep it monitored. When there is regular checking, the officer will know
alert on where all their files have been taken and where they were put. They will easily retrieve
because they remember every file they have manages as it was done in regular basis. They can
make a schedule like every day spending for an hour or so to check any misplace or update the
files. In Negeri Sembilan Library, they can make a rule or by-laws to have every day for an hour
be spent by their officers to manage their department files so there will be no files not organized
in the cabinet. They can make the schedule and monitor each other in order to make sure they
follow the rule. They also can make a new data file that the employees need to sign in everyday
to make sure they are really doing the regular checking.
4.4.2 Transfer
If they cannot add more rooms for all the files, they can transfer the files to another
secure off-site location like discussed in Chapter 3 under the storage stage. They can put the
files in somewhere place where no one know accept the authorized person the place to save
the files. In Negeri Sembilan Library, they actually have many branches of library all over Negeri
Sembilan so they can specifically determine which one that is suitable to become the vault to
keep all the important files inside it without unauthorized people know. They should make
another copy of all the important files and put them inside the vault while the original will be put
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in the main Negeri Sembilan Library. This will give advantages to the library if anything disasters
happen to file, they have a backup pure and importance file. As this current library is actually not
suitable to become the library especially for administrative work, after they moved to a new
place in Paroi then they can transfer the entire private and confidential data altogether in the
new building with using advance built vault for an example.

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CHAPTER 5: CONCLUSION

5.1 Introduction
This chapter will summarize the report and conclude the items discuss in previous
chapter. In this summary, it is regarding all the previous chapter that the trainee had discuss
previously. It is regarding the background of the organization, the main task assigned to the
trainee during the practical training program, the analysis regarding the activities and
comparison between theory learnt in classroom and the current practice used by the
organization and the recommendation suggested as a room for improvement for the
organization benefits.
In conclusion for Chapter 1, Negeri Sembilan Library (PPANS) have been going
through many historic steps to change and become an excellent organization that provide
services to the public in the present time. It is important to ensure the customer will satisfy with
the resource that was provided. In order to provide good services the PPANS must have a clear
mission and vision. Their mission, vision, and also clear organizational structure give their
officers positive perspective to well organize their organization. The organization has very
systematic system in administering their organization by dividing into many departments that
have their own responsibilities in order to keep the organization running. As every department is
inter-related, PPANS will ensure this organization can run smoothly. As administrative is the
main department in the organization it will actually related to every unit in the organization, they
will ensure the workers are enough to implement the job and ready to be multi-tasking in not
only handling books and papers, but also can give customers full satisfaction in using this
service.

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Next, in conclusion for chapter 2, every task has their own specific functions that are
important to run an organization. In order to achieve the goals and the objective of the
organization all employees must know their own responsibility and task. The trainee had gained
many knowledge and new experience during internship at Negeri Sembilan Library (PPANS).
Even though there are many tasks given by the employee are never been done in theory or
classes by the trainee before it that actually give advantages to trainee to learn something new
and gain new skills. It also a good experience given by the Negeri Sembilan Library to the
trainee as they not placing the trainee in their only related department like Department of
Administrative and Finance but placing them in every department that they have to give trainee
the opportunities in seeing the Negeri Sembilan Library work as a whole and to see the
interconnection of every department. The knowledge and experience trainee had gained during
internship can helped and being applied when entering the real working environment.

In the third chapter, the discussion on file management really gives impact on trainee on
how theoretical knowledge can be applied in the real technical situation. It shows that the
theories are much organized and perfect rather than real life management situation. The way of
handling files to make it a perfect system actually need to follow all the five stages. The stages
are good guideline to help any organization to manage their system perfectly. The creation
stages that tell about all the creation method on how to handling files give the general idea what
suitable system or method can be used to manage file in certain organization. The utilization
stages that discuss on using the method give the organization idea on how the system can
really implement. While the storage stage gives the idea on what type of storage can the
organization used. The retrieval stage tells how important a good system from all the stages
before this in order to get back the file that being kept which avoid missing files. Last but not

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least, is the disposition stage that gives organization choices on how to manage their files from
being copied by unwanted party.
In the recommendation chapter, every organizations exist in the world must have their
strengths and weaknesses that define their special characteristics. There are no organizations
that are perfect from any weakness or not having any strength criteria. It can show that every
organization including Negeri Sembilan Library (PPANS) actually has their own strength and
weaknesses in managing their organization. All the strengths and weaknesses were only based
on trainee experience during the practical training which can be a loophole in the perspective of
the organization. The strengths that they have can be example to other organization to follow
their effectiveness and efficiency in handling the files but the weaknesses they have can
improvise to avoid unwanted party take advantages based on their weaknesses. Even so, there
are several recommendation were suggested in order to help in improving the organizational
practice which maybe can change the organization management to be more effective and
efficiently.
In conclusion, The activities in the Negeri Sembilan Library (PPANS) is a suitable place
for practical training be done by trainee as is suitable with the study taken in the university. The
experience and skills gain from the organization and the skills give advantage to the trainee to
compare the real life work and theory during the class. The theory cannot be used as a whole in
real life work if there is no practical training introduced in the real working world. It shows that
practical training is a compulsory for university students to in order to be ready in a real situation
work life after graduating.

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