Malaysia Administrative Modernization and Management Planning Unit
Central government agency deploys secure, compliant central repository for records, allowing select users to capture, access and share information anytime, anywhere.
MAMPU is a Malaysian Government’s central agency responsible for planning and leading the public sector digitization agenda towards improving and modernizing the government's service delivery system. In this regard, MAMPU plays a role in driving, pioneering and improving the efficiency of public service through the organization's management planning improvement program.
MAMPU has always been committed to enhancing public service delivery transformation initiatives through organizational management, innovative and strategic information and communications technology for developed countries through strengthening its position as the leading public service delivery transformation.
MAMPU was looking for a solution that had multi-tenant capability, offer standardised records management capabilities to several government agencies on a single platform, meet the functional records management requirements, comply to Malaysian Records Management Standards, MS ISO 16175 laid down by National Archive of Malaysia and also meet information security and scalability needs to cater to entire ecosystem of over 700+ federal government agencies on a single platform.
In the quest to identify such a solution, MAMPU was looking for a platform, which was open source, had an internationally recognisable records management standards certification and had proven track record for security and scalability.
After rigorous evaluation of various solutions and through an open tender process, MAMPU shortlisted Alfresco Content and Governance Services Solution to be the platform to serve as the centralised Records Management Platform for federal agencies. Alfresco platform’s compliance to DoD 5015.2 standards and proven track in providing a secure and scalable solution were the decisive factors.
Alfresco’s partner, Crest Infosolutions was engaged in the deployment and implementation of envisioned platform. Alfresco Records Management module was customised to meet MS ISO 16175 and other functional and security requirements.
Alfresco Governance Services Solution was customised to meet the MS ISO 16175 requirements, multi-tenancy requirements, functional requirements by business users as well as information security requirements mandated by MAMPU. Security add-ons included 2-factor authentication for stronger authentication and deployment and integration of Alfresco platform with digital rights management (DRM) solution to enhance overall security of open and classified records. Additionally, a customised Microsoft Office add-in was also developed to facilitate user convenience and improved system adoption.
The customised multi-tenant records management platform was named as Digital Document Management System 2.0 (DDMS 2.0) by MAMPU and was deployed in the private cloud of Government of Malaysia. Initial pilot was launched at 03 government agencies.
Upon successful pilot implementation, the platform was further rolled-out to more agencies, adopted by over 160 agencies (including all ministries) and being used by over 35,000 active users by May 2020. DDMS 2.0 complies to MS ISO 16175-2: 2012 Information and documentation - Principles and functional requirements for records in electronic office environments - Part 2: Guidelines and functional requirements for digital records management systems and manages both open and classified records.
DDMS 2.0 acts as a central repository for open and classified records where by all records and documents are available to be accessed by users and can be shared for a common use. The technology and unique features offered by DDMS 2.0 allows all government records to be captured and accessed anytime, anywhere in a secure manner.
Overwhelmed with the success and adoption of DDMS 2.0 by several agencies, MAMPU plans to extend Alfresco platform capabilities and develop a digital workspace to further the agenda of digital governance and paperless government. MAMPU also plans to make selected public records available from DDMS 2.0 platform to interested parties such as scholars and researchers by extending the Alfresco platform and build a knowledge management system.