The Malaysian Administrative Modernization and Management Planning Unit (MAMPU) serves as the core government body responsible for modernizing and digitizing the public sector’s service delivery. As the lead architect of Malaysia’s digital governance strategy, MAMPU drives transformation through innovative policy, strategic ICT initiatives, and streamlined management practices. The agency plays a pivotal role in strengthening institutional capabilities, improving operational efficiency, and championing digital-first public service reforms across ministries and departments.
To effectively serve over 700 federal government agencies, MAMPU sought a secure, centralized platform that could unify records management under a single architecture. The solution needed to support multiple agencies through a multi-tenant setup, while offering standardized records handling, strong security controls, and scalability to accommodate national-level adoption. In addition to meeting local compliance requirements under Malaysian Records Management Standards, the platform had to be open source, certified to internationally recognized governance frameworks, and proven in large-scale environments. Above all, the system needed to ensure consistent, secure access to information across a vast and varied government ecosystem.
Following a rigorous evaluation process and open tender, MAMPU selected Alfresco Content and Governance Services as the core platform for the country’s centralized digital records initiative. Alfresco’s compliance with Department of Defense 5015.2 standards and its track record in secure, scalable deployments positioned it as the ideal foundation. MAMPU engaged Crest Infosolutions to lead the implementation and customization of the platform. Together, the teams tailored Alfresco to meet MS ISO 16175 requirements and built a multi-tenant architecture that could support the unique functional and compliance needs of individual agencies.
Security was central to the deployment. Two-factor authentication and integration with a digital rights management (DRM) solution were implemented to ensure the protection of both open and classified records. In parallel, a customized Microsoft Office add-in was developed to enhance usability and encourage adoption among government personnel. With these enhancements, the platform offered a seamless, secure environment for managing official documents across agencies of all sizes and mandates.
The result of this initiative was the launch of Digital Document Management System 2.0 (DDMS 2.0), deployed within the Government of Malaysia’s private cloud infrastructure. Following a successful pilot across three agencies, the platform scaled rapidly and has now been adopted by more than 160 government departments, including all federal ministries. Over 35,000 active users currently rely on DDMS 2.0 to manage and share records securely.
DDMS 2.0 serves as a single, centralized repository for both open and classified documents. Government users can now access and exchange records in real time, regardless of location, within a controlled, compliant framework. The implementation of this platform has significantly improved efficiency, collaboration, and the overall quality of information governance in Malaysia’s public sector.
Encouraged by the success and widespread adoption of DDMS 2.0, MAMPU is now charting a future vision to expand its digital governance ecosystem. The agency plans to evolve the platform into a national digital workspace, further reducing paper-based processes and enhancing public service delivery. MAMPU also aims to enable public access to selected records through a knowledge management system, designed to support scholars, researchers, and informed civic engagement. With a strong digital foundation in place, MAMPU continues to lead the way toward a smarter, more connected, and transparent Malaysian government.
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