Govt. of Malaysia centralizes Electronic Records Management for 400 agencies using Alfresco

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.