THE Digital Document Management System (DDMS 2.0) is an electronic records management system that will help government agencies transform manual record processes to a more web-based approach.
DDMS 2.0 is a national initiative under the Digital Government Project as a one-of-a-kind multi-tenants centralised records management system for government agencies. It supports the entire cycle of public records management, from creation, maintenance, dissemination and disposition of electronic records.
This allows government records to be securely stored in a digital form, and they are easily accessible using any device that supports web browsing via the Internet.
Currently running in a secured private cloud at Government Data Centre, DDMS 2.0 is offered to various government agencies on a 'Software as a Service (SaaS)' basis to lower the total cost of ownership for individual agencies.
More than just making records accessible in an online storage system, the implementation of records management using DDMS 2.0 transforms the whole record management process, to one where physical records are centrally managed, eliminating the need of excessive copies.
Moreover, DDMS 2.0 helps improve communication by allowing any digital record to be instantly directed within the organisation together with meeting minutes and directives to the respective recipient.
DDMS 2.0 is very useful for both the government and citizens. It has also become a decision-making tool that is strategically paving the way to a connected and paperless government. Furthermore, it enhances public service delivery, improves efficiency and creates trustworthiness towards government administration.
DDMS was implemented in 2016, with three pilot agencies, and has rolled out to 185 government agencies as of August 2020. For these 185 agencies that implemented DDMS, the total number of records captured is reaching six million, with 40,000 registered users. This system aims to on-board approximately 500 agencies by 2025.
Besides classified and non-classified documents, all sorts of public records could be efficiently managed within this system. Ultimately, DDMS 2.0 hopes to be a comprehensive electronic record management system across public sector enterprises in a bid to move towards a digital workplace.
DDMS 2.0 was selected as a 'Top 5 Champion' at the World Summit on the Information Society (WSIS) Forum 2020 in Geneva, obtaining the highest votes under Category C6 - "Enabling Environment". WSIS is an annual ICT-based conference which recognises government or organisation initiatives that utilise ICT to promote sustainable development.
The functions of the DDMS 2.0 are in compliance with the Malaysian ISO Standard, MS ISO 16175:2012 Information and Documentation – Principles and Functional Requirements for Records in Electronic Office Environment and Malaysian National Archive Act 2003.