Digital Document Management System 2.0 (DDMS 2.0) is one of the projects under the National Key Economic Areas (NKEAs), Communications, Content and Infrastructure (CCI), Entry Point Projects (EPP6) eGovernment – Paperless Government.
The DDMS 2.0 project aims to develop a records management system that manages official government records and official secrets for its entire life cycle from the process of creation, capture, storage, maintenance, distribution and disposal of records digitally and systematically.
DDMS 2.0 can enhance the delivery and transparency of government services through access to digital (electronic) records management anywhere, any time and any device. DDMS 2.0 also creates uniformity of electronic records management in the public sector.
The objectives of the implementation of DDMS 2.0 are as follows:
(i) Improving the efficiency of access to information and administrative transparency;
(ii) To improve the records management of the Public Sector in a more systematic manner
(iii) Preserving the Memory of National Institutions; and
(iv) Improving the government delivery system.
The development of this system involves strategic collaboration between the Malaysian Administrative Modernization and Management Planning Unit (MAMPU), the National Archives of Malaysia (Arkib Negara Malaysia (ANM)) and the Office of the Chief Government Security Officer of Malaysia (CGSO).
MAMPU is responsible for the management of DDMS 2.0 projects including system development and maintenance, infrastructure and expansion to public sector agencies.
ANM is a Subject Matter Expert who determines the specifications of business requirements and tests the functionality of DDMS 2.0 according to overall records management principles that cover the life cycle of records from creation to disposal and ensure the characteristics of records such as authenticity, reliability, integrity and availability of records are maintained.
ANM also responsible for development of the General Business File Classification and Functional Affairs of public sector agencies as well as the Departmental Functional Records Disposal Schedule as a key prerequisite before public sector agencies implement and use the DDMS application.
While CGSO serves as a Subject Matter Expert for the management of official secret records and the determination of system security features in ensuring the integrity, confidentiality and security of official secret records.
This strategic partnership produces a DDMS 2.0 system that complies with :
(i) National Archives Act 2003 (Act 629);
(ii) Service Circular No. 5 of 2007;
(iii) General Circular Letter No. 2 of 1987 (Official Secrets Management Regulations in Accordance with the Provisions of the Official Secrets Act 1972);
(iv) Safety Instructions (Revision and Amendment 2017);
(v) Guidelines for Classification and Reclassification Under the Official Secrets Act 1972;and
(vi) General Circular Letter No. 2 of 2016: Implementation of MS ISO 16175: 2012 – Information and Documentation – Principles and Functional Requirements for Records in Electronic Office Environment
The DDMS system was also commissioned with MS ISO/IEC 27001:2013 Information Security Management Systems (ISMS) Certification on 1 October 2019.
Before implementing DDMS 2.0, agencies must meet the prerequisites below:
(i) Develop a File Classification (Klasifikasi Fail (KF)) of General Affairs and Functional Affairs (Urusan Am dan Urusan Fungsian) certified by the Director General of ANM. The development of this File Classification is necessary to establish uniformity of File Classification and help create records that can be used as authentic evidence as they can show the content, structure and context of creation; and
(ii) Prepare a Record Disposal Schedule (JPR) for Functional Affairs to determine the record retention period in the department.
After obtaining the KF certificate from ANM, the agency can submit an application to MAMPU for the use of DDMS 2.0. To ensure the successful implementation of DDMS 2.0, agencies are also advised to:
(i) Establish a Jawatankuasa Pengurusan Rekod (JKPR) in the agency which has the role of planning and implementing records management in the agency. JKPR is responsible for monitoring and ensuring the storage and official records is at the best level to ensure the security of files and documents, especially official secret records in accordance with the provisions of current laws, regulations and standards;
(ii) Establish a Registry and Records Section/Unit under the Management/ Administration Services Division for each agency to lead the implementation of DDMS. This Section/Unit must be led by an Archivist and composed of Records Manager, Departmental Records Officer (Pegawai Rekod Jabatan (PRJ)), Administrative Assistant (PT) and Operations Assistant to carry out records management tasks in the DDMS 2.0 environment;
(iii) Prepare Electronic Records Management Procedures in DDMS 2.0 based on the procedures provided by ANM as in Appendix C. For official secret records management, government agencies need to prepare DDMS Official Secret Records Management Procedures based on procedures provided by CGSO as in Appendix D; and
(iv) Appoint a DDMS Ambassador for each division or section in the agency to assist in the use of the DDMS 2.0 application.
(i) Letter from the Director General of MAMPU to all Secretary Generals of the Ministry dated 26 January 2015 informing the implementation of DDMS in the public sector to improve access to information, reduce the use of papers, improve the delivery system and ensure more transparent and efficient government services.In line with the government’s intention to keep government records management in an available and efficient state, the system is planned to be expanded to 500 public sector agencies by the end of 2025; and
(ii) Service Circular No. 5 of 2020 (Work From Home Policy) dated 21 December 2020 which recommends that public sector agencies use DDMS 2.0 to manage and share government documents efficiently and securely.
Landing page of DDMS 2.0
Any inquiries regarding DDMS 2.0 can be submitted to :
MAMPU DDMS 2.0 Project Team
Click here to go to the DDMS 2.0 system
Click here for the KP MAMPU DDMS Implementation Letter to the Ministry’s KSU
Appendix A: DDMS Application Records Management Procedures
Appendix B: DDMS Expansion Implementation Schedule
Appendix C: Electronic Records Management Procedures In DDMS 2.0 2020
Appendix D: DDMS Official Secret Records Management Procedures based on the procedures provided by CGSO