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PUTRAJAYA: The National Archives of Malaysia, an agency under the National Unity Ministry, is leading the government’s digital records initiative through its Digital Document Management System (DDMS) 2.0.
National Unity Minister Datuk Aaron Ago Dagang (pic) said DDMS 2.0 will set a new benchmark for consistency, reliability and transparency in government records management.
"Currently used by 370 government agencies, with plans to expand this to 500 agencies by 2025, DDMS 2.0 hosts 12.3 million records, serving nearly 60,000 active users (civil servants),” he said after launching the International Seminar on Digital Records and Legal Admissibility 2024 here on Wednesday (July 10).
The seminar was organised by the National Archives.
Aaron said the implementation of DDMS 2.0 centralises the management of physical records, eliminating the need for excessive copies.
"Moreover, DDMS 2.0 helps improve communication by allowing any digital record to be instantly directed, together with meeting minutes and directives, to the recipient,” he said.
Aaron said the National Archives has been at the forefront of preserving Malaysia’s diverse tapestry of records, both official and private, and transitioning into the digital age.
He said archival values are crucial not only in preserving cultural heritage but also in ensuring the legal validity of digital records.
"Approximately 80% of the National Archives’ initiatives over the past decade focused on digitisation and preserving electronic records," he added.
He said the ministry recognised the critical role of digital records in promoting national unity through transparent and secure documentation.
As such, the National Archives has been proactive in navigating the complexities of digital records management and supporting the government’s digital transformation through a partnership with the National Digital Department to develop DDMS 2.0, he added.
He said that by establishing a robust framework, DDMS 2.0 offers a model for other sectors, reinforcing transparency as the foundation of trust.
National Archives developed DDMS 1.0 in 2012 in collaboration with the National Digital Department, previously known as the Malaysian Administrative Modernisation and Planning Unit (Mampu).
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 most votes under Category C6 for Enabling Environment.
Aaron also said the responsibility for digital records does not solely rest with the National Archives, and urged technology innovators and legal professionals to play critical roles in shaping the future of digital record-keeping.
According to him, technologists must develop robust, secure and user-friendly platforms capable of preserving digital records indefinitely.
The National Archives was established in 1957 to serve a repository of data, information and government records.
It is responsible for collecting, preserving and preparing public records in various types and forms as references for researchers and the public. – Bernama
