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.
The customer
MAMPU is the Malaysian government’s central agency responsible for planning and leading the public sector digitization agenda toward improving and modernizing the government's service delivery system. 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.
The challenge
MAMPU was looking for a solution that had multi-tenant capability, offer standardized records management capabilities to several government agencies on a single platform, meet the functional records management requirements, comply to Malaysian Records Management Standards and meet information security and scalability needs. The government needed a platform that could cater to an entire ecosystem of more than 700 federal government agencies.
In the quest to identify such a solution, MAMPU was looking for a platform that was open source, had an internationally recognizable records management standards certification and had a proven track record for security and scalability.
The solution
After a rigorous evaluation of various solutions and through an open tender process, MAMPU shortlisted Alfresco Content and Governance Services to be the centralized records management platform for federal agencies. The 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 the envisioned platform. Alfresco’s records management module was customized to meet MS ISO 16175 and other functional and security requirements.
Alfresco Governance Services was customized 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 two-factor authentication for stronger authentication and deployment and integration of the Alfresco platform with a digital rights management (DRM) solution to enhance overall security of open and classified records. Additionally, a customized Microsoft Office add-in was also developed to facilitate user convenience and improved system adoption.
The difference
The customized 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 the government of Malaysia. The initial pilot was launched at three government agencies.
Upon successful pilot implementation, the platform was adopted by more than 160 agencies (including all ministries) and is being used by over 35,000 active users.
DDMS 2.0 acts as a central repository for open and classified records. 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.
Future roadmap
Overwhelmed with the success and adoption of DDMS 2.0 by several agencies, MAMPU plans to extend the capabilities of the Alfresco platform 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 the DDMS 2.0 platform to interested parties such as scholars and researchers by extending Alfresco and building a knowledge management system.