Solutions -Digital Document Management System 2.0 (DDMS 2.0)

Introduction Digital Document Management System 2.0 (DDMS) is a government electronic records management system that was introduced in 2014. This project is one of the initiatives under the National Key Economics Area (NKEA), Communications, Content and Infrastructure (CCI), Entry Point Project (EPP) 6, eGovernment - Paperless Government. In line with the National Blue Ocean Strategy, DDMS development involves MAMPU as a system developer and National Archives of Malaysia as a referral expert in the field of record management. This system allows all government records to be captured and accessed via the internet, anywhere 24 hours a day. Started to be used at MAMPU on March 3, 2014, DDMS has been extended to 24 Ministries and 6 departments / agencies with a total number of users reaching 20,000 people. In line with the government's desire for government records management to be available and efficient, this electronic records management system is expected to be extended to the entire public sector by 2020.

 

Product function

DDMS 2.0 is developed according to electronic record management criteria as set forth in MS ISO 16175-2: 2012 Information and Documentation - Principles and functional requirements for records in electronic office environments - Part 2: Guidelines and functional requirements for digital records management systems. This criterion ensures DDMS is comparable to an electronic records management system that meets international standard standards. The entire life cycle of the record starts from the creation, use and maintenance and disposal of records can be managed through this system. Users can access government files, search, retrieve instructions, forward to responsible officers, check status of actions, download content and so on with DDMS. All user actions will also be recorded through a complete audit trail. DDMS also features features as an information resource center for an organization where all records and documents are available for user access and can be shared for common use. Recognizing the importance of compliance with ICT security procedures, DDMS is also protected with government ICT security protocols to ensure that records and government documents are kept in place.