DDMS 3.0 To Be Developed In-house – KSN

SHAH ALAM, Oct 8 (Bernama) -- The development of the Digital Document Management System (DDMS) 3.0 must be carried out in-house through strategic collaboration among several government departments as a cost-saving measure.

Chief Secretary to the Government (KSN) Tan Sri Shamsul Azri Abu Bakar said that this initiative would be executed through strategic cooperation involving the National Archives of Malaysia (ANM), the National Digital Department (JDN) and GovTech, as well as the Office of the Chief Government Security Officer (CGSO).

“The National Archives of Malaysia will ensure that record management principles are incorporated into the system design, while JDN and GovTech provide technical leadership regarding the system architecture.

“The CGSO will ensure information security, access controls, and the protection of classified records. The goal is for DDMS 3.0 to become a smarter, integrated, secure, and more resilient government records ecosystem," he said.

He said this in his opening address at the 2026 Public Sector Records Management Convention, which was also attended by Ministry of National Unity secretary-general Datuk Haslina Abdul Hamid, at the Shah Alam City Council (MBSA) Convention Centre here today.

Shamsul Azri said that the development of DDMS 3.0 would also incorporate artificial intelligence (AI) technology, as government big data can only serve as a strategic asset when it is based on complete, accurate and reliable records.

Meanwhile, he noted that records serve as evidence of accountability; every government decision, public expenditure, and action affecting the public interest must be documented, preserved, and made retrievable for future reference.

"Records that are lost, destroyed, or concealed cannot protect the rights of the people nor ensure accountability for actions taken. Records are truly valuable only when they are authentic, preserved and accessible," he said.

To this end, he pointed out that the National Archives Act 2003 (Act 629) clearly stipulates that public records cannot be destroyed without the written permission of the ANM director-general.

"Therefore, I urge all heads of departments and records officers to always pay serious attention to records management. Seek advice from the ANM whenever there is uncertainty regarding the storage, disposal or creation of records," he said.

Meanwhile, he also urged members of the public who possess records of historical value to contribute them to the ANM so that they can be preserved, digitised, and passed on to future generations.

"We must also strive to identify and acquire records related to the nation's history and administration that are currently held in archives, libraries, museums, or institutions abroad," he said.

At the launching ceremony, Shamsul Azri also introduced the Public Sector General Affairs File Classification Usage Manual 2026 and the Guidelines on the Use of Digital Signatures in DDMS to strengthen the implementation of digital record management in the public sector.

The launch of these two documents reflects the government's ongoing efforts to standardise record management practices and reinforce the execution of official business through digital means -- ensuring processes are more systematic, secure, and conducted with integrity.

-- BERNAMA