Implementation of Electronic Records Management System in … · 2019. 1. 3. · 1.Introduction •...
Transcript of Implementation of Electronic Records Management System in … · 2019. 1. 3. · 1.Introduction •...
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Implementation of Electronic Records
Management System in Public Offices in
Malaysia
Jaafar Sidek bin Abdul Rahman
Director of Planning and Coordination Division
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1.Introduction• An introduction to electronic government or E-Government in 1997
has opened a new chapter in records management in Malaysia
• 4th July 2011 the National Key Economic Areas (NKEA) Steering
Committee agreed to implement the Electronic Record Management
System (ERMS) to the Digital Document Management System
(DDMS) under EPP : e – Government Paperless Government.
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• To develop an effective and efficient electronic
records management system
• to create control over government official records
• to improve government service delivery systems.
• The life cycle of record starts from the creation,
storage, maintenance and disposal of records.
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2. National Archives of Malaysia (NAM) early
preparation
• Creating an Electronic Records Management Division
• Recruitment of archival staff with background in IT
field
• The development of expertise and officers who know
about technical matters
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• e-Strategy for Preservation of Government Records
and Archives (e-SPARK)
• Study on best practice
• Australia, United Kingdom, United State, Korea,
Canada and other countries.
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e-SPARK Project Phase l Tools/guides
• Electronic Records Management and Archives
Management Policy
• SOP – Archives Management Framework for Electronic
Records
• SOP – Archives Management of Electronic Records
• SOP – Appraisal Management of Electronic Records
• SOP – Guidelines for the Management of Electronic
Records in Public Offices
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• Guidelines on Electronic Records Management
• Electronic Records and the National Archives Act 2003
• Electronic Records Management System
Specifications
• Electronic Records Management Training and
Education Guidelines
• Electronic Records Management in Structured
Environment
• Management of Electronic Records in Unstructure
Environment
• Electronic Records Management in the Web
Environment
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e-SPARK phase II, 2006 – 2008 encompass 2 components :
• Electronic Records Management System (ERMS)
• to manage the whole life cycle of electronic records from
its creation to disposal
• Archival Management System (AMS)
• Providing storage space for digital object and its
metadata based on Open Archival Information System
(OAIS)
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• NAM is the lead agency for the development of an
electronic records management system
• TRIM Context at NAM commencing 4 February
2008
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3. Record Management Issues and Benefits
• High paper consumption involves a high purchase cost
• use of storage space
• Unable to share information
• Loss of institutional memory
• electronic records will be able to speed up service delivery
• Short duration
• Shared by many employees/staff
• Overcome the time and place
• Sustainable record management at the ministerial level
• Better control and uniform rules
• Control its use
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4. Strategic Partnership Approach.
• In cooperation with Malaysian Administrative Modernisation
and Management Planning Unit (MAMPU)
• NAM become Subject Matter Expert (SME)
• MAMPU more to technical aspect and system development
• Department of Standards Malaysia (SM)
• Standard Industrial Research Institute of Malaysia (SIRIM)
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DDMS 2.0 PROJECT TEAM
PROJECT DIRECTOR
PROJECT MANAGER
QUALITY GUARANTEE PROJECT MANAGEMENT OFFICE (PMO)
APLICATION DEVELOPMENT INFRASTRUCTURE AND
SAFETYIMPLEMENTATION AND
MANAGEMENT OF CHANGESSUBJECT MATTER
EXPERT(SME)
National Archives of
Malaysia
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• In 2009, MS ISO 15489 has finally become MS
2223:2009 – Information and Documentation –
Records Management Part 1 – General dan MS
2223:2009 – Information and Documentation –
Records Management Part 2 - Guidelines
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• NAM also sits on the Committee Meeting of the
Government Information Technology and Internet
Committee (GITIC)
• the basis of standardizing electronic records
management approaches and methods in Malaysia
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5. The initial stage of implementation of ERMS /
DDMS project
• NAM together with MAMPU and local IT Company
to develop an ERMS / DDMS system as a team
• NAM guides the regulatory and legal matters
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• NAM also identifies the needs and constraints faced
by public offices. Selection to implement DDMS in all
25 ministries.
• several public offices entities as a pioneer project
• Two prerequisites for the implementation of DDMS
• File Classification Plan (FCP)
• Records Disposal Schedule (RRS)
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• The lack of a dedicated setting for record management
• No specific Departmental Records Officer (DRO)
• NAM established five task forces to assist FCP
development
• Train staff to gain a common understanding and
approach
• Workshop with ministries.
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Introduction to uniform classification codes:
• House Keeping Records
100 – Administration
200 – Management, Land, Building and
Infrastructure
300 – Asset and Store Management
400 – Financial Management
500 – Human Resources Management
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Functional Records
600 – First Function
700 – Second Function
800 – Third Function; and so on
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• Development of RDS, it is a step after FCP is
developed
• Must get approval from NAM’s Director General
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6. Towards the Implementation of
ERMS/DDMS
Records Management Aspects:
• File Classification Plan as a Pre-
qualification to be use as a baseline for
every department
• Mapping Process.
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• Formation of Records Management Committee
• To plan, design, implement and monitor the
records management program based on the
requirement from MS2223
• Guidelines for the creation and registration of
Electronic Records in the DDMS environment
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• Implementation of centralised and decentralised
registry
• Location to be identify
• For decentralised registry, there will be a different
set of file classification plan
• Implementation of hybrid records management
and are place in the centralised registry
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• For centralised registry, the classification coding will
be the same as in the physical file and in the DDMS
• Keep in registry and not for circulation purposes
• The content of the records electronic must be the
same as in the physical file
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Infrastructure requirements:
• At least PC/note book with 2gb RAM, Operating
System XP or higher, Google Chrome (Best View)
and having access to internet.
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• Cost and location for scanner:
• Support terrain compliant drivers, optical scan
resolution up to 600 dpi, scan up to 20ppm/40ipm at
300 dpi, able to scan up to 1000 pages daily duty
cycle, 50 page automatic document feeder, and catch
misfed pages with ultrasonic double feed detection.
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Applications:
• Determine the user role
• Record Administrator (RA) – Records Officer
Agency/Officer in charge
• System Administrator (SA) – system administer with
IT background
• End User (EU)
• Information Worker (IW) – at Registry
• View Only User (VOU) – support staff
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Change Management and Trainings:
• Awareness and exposure
• Implementation of records management procedure
• Training on DDMS
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• Implementation is done phase by phase
• Top Management
• Officers and supporting staff
• Access and sharing become faster and easier
• Real time transaction
• Progress is monitored in gant chart
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System Design and User Implementation
• The platform is web – based solution
• Cloud computing concept
• Application system, software and hardware is based at
data centre under the supervision of MAMPU
• Accessible through 1Gov*Net/MyGov*Net or internet.
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• System is developed based on requirement from MS
ISO 16175 : 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.
• Eight stages of Record life cycle are, create,
identification, classification, maintain, hybrid records
management, retention and disposition, discriminate and
administer.
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• Application test has been done on September dan
October 2014
• 2 agencies pioneer :
• Malaysian Administrative Modernisation and
Management Planning Unit (MAMPU)
• Malaysia’s Performance Management and Delivery
Unit (PEMANDU)
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Records Management Procedure in DDMS Application
The Elements:
• Creation of records
• Records capture
Capturing incoming mail
Capturing outgoing mail
Capturing attachment
Capturing facsimile
Capturing official email
Capturing forms
Capturing Financial records
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• Security and access control
• Searching and detection
• Circulation and usage
• Minutes and order
• Capturing amendment of misfilling
• Opening and closing new file volume
• Updating User Profile
• Records Disposal
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FAST
The record is accessible for
less than 10 seconds
SERVICES
FLEXIBILITY
Every direction can be more
transparent and open INSTITUTIONAL MEMORY CAN
BE PRESERVED
Each record describing the decision, direction
and management of the leadership is maintained
as a departmental memory of the institution
SUPPORT THE
GOVERNMENT GREEN
ICT INITIATIVES
Record keeping is electronically
and centrally
INFORMATION PARTNERSHIP
AND PUBLIC SECTOR
RESOURCES CENTRE
Records can be shared and
download easily
CONTROL OF CONTENTS, CONTEXT
AND STRUCTURES OF RECORD
Proper records and audit trail can be manage.
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• In the Year 2015, MAMPU and NAM has
implemented DDMS 1.0
• Ministries (25) and agency (4)
• 20,000 active users are registered
• DDMS 1.0 developed by an outsource company
• Pay Per Use Per Month
• 2 years contract basis
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Transition to DDMS 2.0
• Attachment of Archives Officer to every ministries
• Feedback on the usage of the system consist of the
infrastructure needs, space, software and hardware
• Meeting Committee of Communication Content and
Infrastructure (CCI) on May 2015
• Implementation of DDMS2.0 for the year 2016
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DDMS 2.0 will have the following key goals :
• Centralized system for all stakeholders to standardize the
Records Management processes across all agencies,
with robust security mechanism
• Compliance with MS ISO 16175
• Integration with Email clients such as Outlook and Zimbra
• Integration with third party application – myMesyuarat
• Data migration from DDMS 1.0 to DDMS 2.0
• The DDMS 2.0 project will have Joint Application
Development (JAD) model, wherein MAMPU’s team will
be actively engaged during the entire project lifecycle.
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Implementation of DDMS 2.0, NAM is the system
owner and responsible for:
• To provide and update standard and procedure of
records management
• User manual
• Compliance to all public sectors
• Impact Assessment Study DDMS 2.0
• Allocation for the improvement of DDMS 2.0 at
RMKe-12 (Five Years Malaysia Plan)
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• Allocation and implementation for Change
Management including forum/user group,
promotion, training
• Implementation up to different level security of
access
• Data leakage protection system issue
• To plan and implement DDMS 2.0 from the year
2017 with MAMPU
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User Dashboard – My Profile
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Current User
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Document DetailsDocument Details
Document Details
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Action & Properties
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Minutes History
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Select User
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My Tasks
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My Tasks
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Sites Members
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Search for Site Members
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Site Members – Site Activities
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File Classification Plan
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File Classification Plan – Cont…
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File Classification Plan – Cont…
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File Classification Plan – Cont…
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File Classification Plan – Cont…
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File Classification Plan - Cont
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DDMS Document
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DDMS Document
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Conclusion
• DDMS has bring a new era of changing especially in the
landscape of records management in public sectors.
• Smart sharing between MAMPU (as technical support)
and NAM (as SME) has bring Malaysia to a level of
managing records like any other developed countries.
• The system is developed based on the current needs of
organisation
• DDMS will be implement to the national level and will
become one of NAM important agenda in the future.
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THANK YOU….THANK YOU….