International Journal on Advanced Science, Engineering and Information Technology, Vol. 10 (2020) No. 1, pages: 198-204, DOI:10.18517/ijaseit.10.1.10443

The Implementation Guidelines of Digital Document Management System for Malaysia Public Sector: Expert Review

Azlina Ab Aziz, Zawiyah Mohammad Yusof, Umi Asma Mokhtar, Dian Indrayani Jambari

Abstract

Digital Document Management System (DDMS) is a system adopted by the Malaysian Public sector for managing documents and records. Despite giving many benefits, the adoption of the system is still below satisfaction. A guideline should be in place to accelerate the adoption rate of such a system. Accordingly, a guideline for DDMS implementation is proposed as was suggested in a previous study involving 439 DDMS users by the same authors. The proposed guidelines consist of 6 main factors which are: system capability; implementation policy; security, training; awareness programs, and top management/team members (colleague) supports. This paper aims to verify the content of the proposed guidelines in order to seek for its suitability in the Malaysian public sector context. Data was collected via a face-to-face interview with four panels of experts (practitioners) who have vast experience in DDMS implementation. The finding thence confirmed and verified the content of the proposed guidelines. The proposed guidelines is expected to assist the DDMS implementation team especially the three leading agencies such as the Malaysian Administrative Modernization and Management Planning Unit (MAMPU), Chief Government Security Office (CGSO) and the National Archives of Malaysia (NAM) in coordinating and planning for the implementation of DDMS initiative at the agencies level vis-a-vis increase the level of user adoption. This guideline also can be used as a reference to develop a detailed DDMS implementation policy by the committee and the project team.

Keywords:

electronic document and records management system; DDMS implementation; public sector; information system.

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