"DDMS 2.0 standardises electronic records management in the public sector."
Before implementing DDMS 2.0, agencies must develop a File Classification and Record Disposal Schedule in conjunction with the National Archives of Malaysia (ANM). The File Classification developed is based on functions and activities that includes all General Affairs and Functional Affairs records. The developed Standard File Classification must adhere to Service Circular No. 5 of 2007: Office Management Guide. The Record Disposal Schedule must adhere to Section 27, National Archives Act 2003.
Agencies should also form an agency level Records Management Committee (JKPR). The Committee’s role is to develop the Records Management Policy and Guidelines, as well as to prepare Records Management Procedures for the DDMS Application. The terms of reference for JKPR can be found in the Public Sector Record Management Guide 2016 by the National Archives of Malaysia, page 354.
"DDMS 2.0 standardises electronic records management in the public sector."
The main prerequisite for the implementation of DDMS 2.0 is to develop a File Classification (KF) of General Affairs and Functional Affairs with the National Archives of Malaysia (ANM), and has been approved by the Director General of ANM. The establishment of this KF is required to ensure uniformity of KF and to assist in the compilation of records that can be used as authentic evidence since they can illustrate the content, structure, and context of record creation.
Has your agency obtained a KF certification?
If Yes, please contact the DDMS 2.0 Team to arrange for implementation.
If No, please contact the National Archives of Malaysia (ANM).
Prepare a Record Disposal Schedule (JPR) for Functional Affairs to identify the department's record retention period.
Establish a Records Management Committee (JKPR) at the agency whose function is to plan and administer records management. JKPR is in charge of monitoring and ensuring that the storage and preservation of official records is at the highest level possible to protect the security of files and documents, particularly official secret records, in line with the provisions of current laws, rules, and standards.
Establish a Registry and Records Section/Unit under each agency's Management/Administrative Services Division to supervise DDMS deployment. To carry out records management responsibilities in the DDMS 2.0 environment, this Section/Unit must include the Records Manager, Departmental Records Officer (PRJ), Administrative Assistant (PT) and Operations Assistant (PO), and supervised by an Archivist.
Develop Electronic Records Management Procedures in DDMS 2.0 based on the National Archives of Malaysia (ANM)'s procedures. Government agencies should prepare the DDMS 2.0 Official Secret Records Management Procedures based on CGSO procedures for the management of official secret records.
Appoint a DDMS 2.0 Ambassador in each agency and a Change Agent in each division or section of the agency to assist with the usage of the DDMS 2.0 application.
Tel : 03-8000 8000
E-mail: ddms2.0@digital.gov.my
Tel : 03-8000 8000
E-mel: ddms2.0@mampu.gov.my