THE NATIONAL Archives of Malaysia is joining most government agencies in the country in going digital with the Digital Document Management System (DDMS).
While not all agencies are doing so due to cost issues, National Archives of Malaysia Deputy Director General Faridah Ishak is encouraging them to do so because it is much safer than managing physical copies of vital documents if a natural disaster occurs.
“We hope all agencies will utilise DDMS because the world is going digital.
“While it depends whether the agencies can afford it or not, it is highly recommended that they adopt it.”
Faridah was speaking at a seminar on disaster action plans for state government agencies organised by the National Archives on Tuesday and Wednesday at the Banquet Hall of the State Secretariat.
The event was held to help government agencies prepare and preserve documents during natural disasters.
Focusing on the topic “Saving records for the country”, the event was held following the loss of important documents during the the floods that happened in Perak at the end of last year.
The main aim of the event was to give early information to government agencies on precautionary steps that need to be taken to manage official records when a disaster happens, especially during the monsoon season.
Faridah said the event instilled awareness among state agencies about the need to prepare plans and form a response team to be prepared for any situation.
“If we do not preserve or keep vital documents, we will not be able see them. The loss of important national documents could be disastrous for the country.
“As for individuals, if we do not keep our identification cards or birth certificates properly, we will be affected too.
“We might face difficulties in the future.
“Records are very important and the National Archives has the huge responsibility to preserve the country’s important documents for future generations.
“These records will be historical in the future,” she told reporters during a press conference after giving her speech.
She said the National Archives frequently conduct events for civil servants to teach the correct methods for handling records.
Faridah said the event held earlier this week was not the first in the country as they had held such events in the east coast states, which suffer major floods.
“All states must have a disaster action plan for records and the National Archives will consult with the agencies. Our duty is just to advise.”
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