Agencies must develop a File Classification (Klasifikasi Fail (KF)) and Record Disposal Schedule (JPR) in accordance with the ANM KF standard by referring to the Electronic Records Management Section, Government Records Management Division, ANM, or by sending an e–mail to <spre@arkib.gov.my>. If the agency has secured an Archive certificate, it can apply to MAMPU to use the DDMS 2.0 System.

Currently, agencies can refer to Service Circular No. 5 of 2020, Work From Home Policy. The Public Service Development Circular (PKPA) – DDMS Implementation in the Public Sector will be released in 2022.

In DDMS 2.0, records management begins with the process of entering records into the system. The minute function is then used to create a distribution. This means that there will no longer be any physical movement of documents. The Departmental Records Officer is in charge of the records maintenance process.

MS ISO/IEC 27001: 2013 ISMS Certification has been granted to the DDMS 2.0 System.  In terms of the system, access control is created based on the agency. This implies that other agencies cannot examine the records of other agencies. The audit trail function is responsible for recording all logs created by the user. When reading the record, the watermark feature reveals the date, time, and user id. 

Yes, the DDMS 2.0 System is able to support the management of Official Secret Records. However, at this moment only RESTRICTED and CONFIDENTIAL documents are permitted. Among the compliances put in place to help with the management of Official Secret Records are:

1. Public Sector Cyber ​​Security Framework (RAKSSA)
2. Comply with the Official Secrets Act 1972 
3. Safety Order (Revision and Amendment 2017)
4. National Trusted Cryptography Algorithm (AKSA MySEAL) 

Additional security features have also been implemented in terms of technology, including: 

• Multi Factor Authentication
• Use of Web Scan Technology 
• Hash Value Generation 
• Data Encryption 
• Use of Watermarks 
• Information Redaction

There are 33 types of records that are listed and captured in DDMS 2.0, such as correspondence, e-mails, reports, meeting minutes, presentation slides, audio, video, and many others. 

So far, no size restriction has been imposed for a record to be captured in the system.

The lifespan of a record is determined by the JPR. Even if the agency is using the DDMS 2.0 System, the record disposal process must be carried out. The technique of record disposal is based on the National Archives of Malaysia’s Guide on Disposal of Public Records. 

It is recommended that agencies form a Records Management Committee at the agency level. In terms of records management, the agency should create a Records Unit and designate a Departmental Records Officer who will be in charge of all records administration issues and would be assisted by a Records Entry Officer. In terms of system management, agencies can designate System Administrators from the ICT team. 

MAMPU does not provide equipment. If the agency does not have a dedicated scanner for the implementation of the DDMS 2.0 System (for open records), any existing photocopier will suffice to scan the records.