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


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.


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

Full Text:



MAMPU, “Pelan Strategik ICT Sektor Awam Malaysia,†vol. 2020, pp. 39–44, 2016.

Unit Pemodenan Tadbiran Dan Perancangan Pengurusan Malaysia (MAMPU), “Digital Document Management System (DDMS),†2014.

Unit Pemodenan Tadbiran dan Perancangan Pengurusan Malaysia, “Pelaksanaan Digital Document Management System (DDMS) Sektor Awam,†pp. 1–9, 2012.

U. P. T. D. P. P. M. MAMPU, “Laporan Penggunaan DDMS 2017.†2017.

M. Umi Asma’ and M. Y. Zawiyah, “Electronic Records Management in the Malaysian Public Sector: The Existence of Policy,†Rec. Manag. J., vol. 19, pp. 231–244, 2009.

A. A. Azlina, M. Y. Zawiyah, U. A. Mokhtar, and D. I. Jambari, “A Conceptual Model for Electronic Document and Records Management System Adoption in Malaysian Public Sector,†vol. 8, no. 4, pp. 1191–1197, 2018.

J. Seo, Y. Cho, K. Jung, and G. Gim, A Study on Factors Affecting the Intension to Use Human Resource Cloud Service, vol. 786. Springer International Publishing, 2019.

K.-J. Jung, J.-B. Park, N. Q. Phan, C. Bo, and G. Gim, An International Comparative Study on the Intension to Using Crypto-Currency, vol. 553. Springer International Publishing, 2019.

M. Naranjo-Zolotov et al., “Examining Social Capital and Individual Motivators to Explain the Adoption of Online Citizen Participation,†Futur. Gener. Comput. Syst., 2018.

Venugopal, P. Aswini, Manupati, Varela, Machado, and Putnik, Impact of UTAUT Predictors on the Intention and Usage of Electronic Health Records and Telemedicine from the Perspective of Clinical Staffs, vol. 27, no. 2. Springer International Publishing, 2018.

Y. K. Dwivedi, N. P. Rana, A. Jeyaraj, M. Clement, and M. D. Williams, “Re-examining the Unified Theory of Acceptance and Use of Technology (UTAUT): Towards a Revised Theoretical Model,†2017.

Venkatesh, Tobergte, D. R.Curtis, and Shirley, “User Acceptance of Information Technology: Toward a Unified View,†J. Chem. Inf. Model., vol. 53, no. 9, pp. 1689–1699, 2013.

F. Kaaki and C. Rayner, “Female Users ’ Acceptance of the Electronic Document Management System (EDMS),†in Proceedings - UKSim-AMSS 7th European Modelling Symposium on Computer Modelling and Simulation, EMS 2013, 2013.

S. Rahi, M. A. Ghani, F. M. Alnasera, and A. H. Ngah, “Investigating the Role of Unified Theory of Acceptance and Use of Technology (UTAUT) in Internet Banking Adoption,†Manag. Sci. Lett., no. January, 2018.

Muaadh, M. Y. Zawiyah, M. Umi Asma’, and F. Fauzi, “Taxonomic Framework for Factors Influencing ERMS Adoption in Organisations of Higher Professional Education,†J. Inf. Sci., 2018.

A. Hossain, R. Quaresma, and H. Rahman, “Investigating Factors Influencing the Physicians’ Adoption of Electronic Health Record (EHR) in Healthcare System of Bangladesh: An Empirical Study,†Int. J. Inf. Manage., vol. 44, no. September 2018, pp. 76–87, 2018.

Y. Yavwa and H. Twinomurinzi, “Impact of Culture on E-Government Adoption Using UTAUT: A Case of Zambia,†2018 5th Int. Conf. eDemocracy eGovernment, ICEDEG 2018, pp. 356–360, 2018.

T. Dimitrovski, P. Ketikidis, L. Lazuras, and P. A. Bath, “Adoption of Electronic Health Records (EHRs): A Review of Technology Acceptance Studies,†Proc. 16th Int. Symp. Heal. Inf. Manag. Res. – ISHIMR 2013, no. 1999, pp. 1–9, 2013.

K. Magsamen-conrad, “Bridging the divide- Using UTAUT to predict multigenerational tablet.pdf,†2015.

L. A. Azlan, M. Y. Zawiyah, K. Ahmad, and M. Umi Asma, “The Building Blocks of Electronic Records and Information Management Framework for Malaysia Public Agencies: Contexts And Approaches,†2018.

C. M. Afonso, J. L. Roldan, M. Sanchez-franco, and M. De la O Gonzalez, “The Moderator Role of Gender in the Unified Theory of Acceptance and Use of Technology (UTAUT): A study on Users of Electronic Document Management Systems,†7th Int. Conf. Partial Least Squares Relat. Methods, pp. 1–8, 2012.

Afonso, de la G. Maria, J. Roldan, and M. Sanchez-Franco, “Determinants of User Acceptance of a Local eGovernment Electronic Document Management System (EDMS),†ECEG2012-Proceedings 12th Eur. Conf. e-Government ECEG, Acad. Conf. Ltd., pp. 19–28, 2012.

M. J. Lewellen, “The Impact of the Perceived Value of Records on the Use of Electronic Recordkeeping Systems,†Ph.D Thesis, Victoria University of Wellington, 2015.

W. Pan, “The Implementation of Electronic Recordkeeping Systems: An Exploratory Study of Socio-Technical Issues,†Rec. Manag. J., 2017.

A. Dikopoulou and A. Mihiotis, “The Contribution of Records Management to Good Governance,†TQM J., vol. 24, pp. 123–141, 2012.

P. Otto and D. Nevo, “Electronic Health Records-A Simulation Model to Measure the Adoption Rate from Policy Interventions,†J. Enterp. Inf. Manag., vol. 26, no. 1/2, pp. 165–182, 2013.

Muaadh, M. Y. Zawiyah, and M. Umi Asma’, A Framework for Electronic Records Management System Adoption in the Higher Professional Education: Individual, Technological and Environmental Factors, vol. 843. Springer International Publishing, 2019.

A. Ghazvini and Z. Shukur, “Security Challenges and Success Factors of Electronic Healthcare System,†Procedia Technol., vol. 11, no. ICEEI, pp. 212–219, 2013.

B. E. Asogwa, “The Challenge Of Managing Electronic Records In Developing Countries,†Rec. Manag. J., vol. 22, no. 3, pp. 198–211, 2012.

K. K. Adu and P. Ngulube, “Key Threats and Challenges to the Preservation of Digital Records of Public Institutions in Ghana,†Information, Commun. Soc., vol. 0, no. 0, pp. 1–19, 2016.

S. K. Sharma, “Adoption of e-government Services: The Role of Service Quality Dimensions and Demographic Variables,†Transform. Gov. People, Process Policy, 2015.

D. Daglish and N. Archer, “Electronic personal health record systems: A brief review of privacy, security, and architectural issues,†Congr. 2009 - 2009 World Congr. Privacy, Secur. Trust Manag. E-bus., pp. 110–120, 2009.

M. A. Faizura Haneem, “Master Data Management Adoption Model in Malaysian Local Government,†Ph.D Thesis, University Teknologi Malaysia, 2018.

A. R. Nor Zairah, “Multiple Perspectives of Open Source Software Appropriation in Malaysian Public Sector,†Ph.D Thesis, University Teknologi Malaysia, 2009.

Parbica, “Recordkeeping for Good Governance Toolkit.,†Arch. Manuscripts, vol. 36, no. 1, pp. 109–110, 2008.

National Archives of Australia, “Implementing an Electronic Document and Records Management System Checklist,†Natl. Arch. Aust., pp. 1–22, 2011.

Change Factory, “EDRMS Project Team Skills Evaluation Checklist,†2012.

S. R. of S. Australia, “EDRMS Procurement and Pre- Implementation,†2009.

S. Health, “6 Optimization Strategies for Electronic Ddocument Management Systems,†2013.

O. Mosweu, K. Bwalya, and A. Mutshewa, “Examining Factors Affecting the Adoption and Usage of Document Workflow Management System (DWMS) Using the UTAUT Model: Case of Botswana,†Rec. Manag. J., vol. 26, no. 1, pp. 38–67, 2016.

L. A. Azlan, “Kerangka Pengurusan Rekod dan Maklumat,†Ph.D Thesis, Universiti Kebangsaan Malaysia, 2018.

Dikopoulou and A. Mihiotis, “Records Management: A Key Element for Effectiveness, Accountability and Development in the Greek Public Administration,†Int. J. Public Adm., vol. 33, no. 5, pp. 262–287, 2010.

H. Abdulkadhim, Mahadi, A. Bakri, and H. Hashim, “Exploring The Common Factors Influencing Electronic Document Management Systems (EDMS) Implementation In Government,†ARPN J. Eng. Appl. Sci., vol. 10, no. 23, pp. 17945–17952, 2015.

H. Abdulkadhim, Mahadi, A. Bakri, and H. Hashim, “A Research Framework of Electronic Document Management Systems (EDMS) Implementation,†vol. 81, no. 3, pp. 420–432, 2015.



  • There are currently no refbacks.

Published by INSIGHT - Indonesian Society for Knowledge and Human Development