e-Government Initiatives in Malaysia and the Role of the National
Archives of Malaysia in Digital Records Management
by
Shaidin Shafie
National Archives of Malaysia
Abstract
The implementation of electronic government started with the initiation ofMultimedia Super Corridor (MSC) by the Malaysian government. The first part ofthis paper is about the implementation of e-government in Malaysia, covering thestatus of the implementation, and the potential for growth in providing better services
to the public. The next section is about the role of the National Archives of Malaysia
in digital records management, as well as the challenges faced by the National
Archives in preserving digital records.
1.0 Introduction
In 1997, the Malaysian Government launched the Electronic Government initiative,
generally known as e-Government, to reinvent itself to lead the country into the
Information Age. As far as Malaysia is concerned, the implementation of egovernment was initiated with the introduction of the Multimedia Super Corridor(MSC) in 1996. The implementation of e-Government in Malaysia heralds the
beginning of a journey of reinventing the government by transforming the way it
operates, modernising and enhancing its service delivery. E-Government seeks toenhance the convenience, accessibility and quality of interactions with the public andbusinesses at large. Simultaneously, it will improve information flow and processes
within the government, improve the speed and quality of policy development, andimprove coordination and enforcement. This would enable the government to be
more responsive to the needs of its citizens. (The Multimedia Super Corridor).
E-government is one of the seven flagship applications introduced in MSC. The
objectives of these flagship applications are to jump start and accelerate the growth of

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MSC, to enhance national competitiveness; to creation of high value jobs and export
growth, to help reduce digital divide, and to make MSC a regional hub and test bed.
Under the e-government flagship, seven main projects were identified to be the coreof the e-government applications. The e-Government projects are Electronic
Procurement (eP), Project Monitoring System (PMS), Electronic Services Delivery(eServices), Human Resource Management Information System (HRMIS), Generic
Office Environment (GOE), E-Syariah and Electronic Labour Exchange (ELX).
Besides these seven main projects under e-government flagships, several government
agencies has taken initiatives to introduced online services for the public projects,
aims to increase the ease and efficiency of public service to the people. Among others
were Public Services Portal (myGovernment), e-Tanah, e-Consent, e-Filing, e-Local
Government (e-PBT), e-Kehakiman, Custom Information System (SMK), Pensions
Online Workflow Environment (POWER), and Training Information System (eSILA).

2.0

IMPLEMENTATION STATUS OF E-GOVERNMENT PROJECTS IN
MALAYSIA

Most of the e-Government project implementations are currently in progress. The
detailed objectives and status of each of the e-government implementation as at May
2007 is as follows:

2.1

Electronic Procurement (eP) Project

The electronic procurement system, better known as ePerolehan, streamlines
government procurement activities and improves the quality of service it provides.
ePerolehan converts traditional procurement processes in the Government machinery
toelectronic

procurement

on

the

Internet

and

can

be

accessedatwww.eperolehan.com.my.
With ePerolehan, all suppliers can obtain tender documents and submit bids throughthe Internet. The suppliers are equipped with smartcards that enable them to transact
with the ePerolehan system. Modules in ePerolehan system include suppliers’
registration, central contract, direct purchase, tenders and contract and have been

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fully functional and used by the government in its procurement exercise.
With the introduction of the ePerolehan system, it is hoped that the system could
streamline the processes and procedures as well as improve efficiency andproductivity, while lowering the government's operational cost over time. For the
suppliers, it could translate into new markets, additional revenues and higher margins.
Besides that, ePerolehan also allows suppliers to present their products on theInternet, receive, manage and process purchase orders and receive payment fromgovernment agencies via the Internet.
This eP started in 1999 and as of April 2007, a total of 114,438 suppliers haveregistered themselves with the Ministry of Finance through via eP. Out of these,
75,726 supplier are eP enabled. Sum of 164,000 Direct Purchase (DP) Catalogue are
upload into the system by 14,000 suppliers. In 2006 the transaction value of eP was
RM2.006 billion and the target set for 2007 is RM3.0 billion. ("MAMPU: EG
Progress Status: 2007)

2.2

Project Monitoring System (PMS II)

Project Monitoring System (PMS) is led by the Implementation and Co-ordination
Unit (ICU) as one of the e-government projects that create a mechanism to monitor
project implementation throughout various government agencies and statutory bodies
i.e. from project application to approval to implementation, mid-term review andcompletion.
PMS would also provide a platform for exchanging ideas and demonstrating bestpractices in project implementation. The PMS is designed to provide a mechanism formonitoring the implementation of government projects. Types of projects to bemonitored are the e-government projects, five-year development plan projects andany special project. The first phase of implementation was in 1998, followed by thesecond phase in 2002.
Project Implementation has been completed at all 28 ministries and federal agencies
throughout the country. Post implementation activities are on-going such as theassessment of additional Project Monitoring System (PMS) II capabilities: Elektronik
Sistem Perancangan dan Kawalan Belanjawan (eSPKB) & Pusat Khidmat

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Kontraktor (PKK) Interface.

2.3

Electronic Services Directory (eServices)

The next e-government project is Electronic Services Delivery (eServices). This
project is a pilot project that allows citizens of Malaysia to engage in transactions
with government and utilities payments such as telephone and electricity bill, police
summons, Road and Transport Department (RTD) services, etc. The eServices isaccessed via multi channel service delivery such as the internet, interactive voice
response (IVR) and 66 kiosk machines.
There are three phases of deliverables for the eServices project. The first phaseincludes driver licensing and summons services, Tenaga Naslonal Berhad (TNB is
the largest electricity utility company in Malaysia) and Telecoms Malaysia (TM)utility bill payment services. The first phase rollout is focused in the Klang Valley.
In the second phase, the contractor is granted with the opportunity to extend therollout of driver licensing, summons services, and utility bill payments nation-wide.
Subsequently, the development of vehicle registration and licensing, and Ministry of
Health information services are carried out in the Klang Valley. The first phase andsecond phases have been successfully completed. The third phase is currently inprogress whereby the scope of vehicle registration and MOH information services
Proof-of-Concept is being taken care of.
The

eServicescanbeaccessedthroughthree

websites,

namelywww.eservices.com.my; www.rilek.com.my; and www.myeg.com.my. As of April
2007, a total of 11 services are offered by eServices, with 454,750 transactions
recorded for Road Transport Summon Status; 822,889 for the driving theory tests at
approved Rilek centres; 234,884 transactions for LDL Licences; 16,200 for Police
Summon payments and 86,329 for enquiring DBKL summons enquiries. (MAMPU:EG Progress Status: 2007)

2.4

Human Resource Management Information System (HRMIS)The introduction of Human Resource Management Information System (HRMIS) asan e-government project will provide a single interface for government employees to

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perform human resource functions effectively and efficiently (Yusoff, 2002). The
objective of HRMIS is not just for record keeping but also to provide transactional
functions such as leave applications, loan processing, competency management,
recruitment, and selection of employees.
The HRMIS project will provide a single interface for government employees toperform human resource management functions effectively and efficiently in an
integrated environment. The HRMIS project is anchored by the Public Service
Department (PSD). The project started in 1999 and all modules have been completed
in September 2006.
As of April 2007, 443.175 service data and 337,568 government employees’
personnel data from 523 agencies were kept in the HRMIS database.

2.5

Generic Office Environment (GOE)The aim of Generic Office Environment (GOE) is to introduce a fully Integrated,distributed and scalable office environment that leverages use of multimedia
information technology (Yusoff, 2002). This will enable efficient communication,
allowing collaboration across all workers, and ensuring right information reaching theright people in a timely manner The GOE project consists of modules namely
Enterprise-wide
Communication

Information Management System (EIMS), Enterprise-wide
Management System and Enterprise-Wide Collaboration

Management System The EIMS provides a universal interface for users to manage,
find, retrieve and compose the information that they need in their day-to-day
operations Via the Communication and Collaboration Management Systems. Users
can also communicate and collaborate in a group to perform work functions. All threemodules work together in an integrated fashion to provide the technical transparency
for the users. (MAMPU)
Three phases under GOE project are Pilot Phase, Operational Review Phase andRollout Phase. In the Pilot Phase, the system was developed and implemented in thePrime Minister's Office. Deputy Prime Minister's Office and Office of the Chief
Secretary to the Governments, Cabinet Division and Malaysian Administrative,
Modernisation and Management Planning Unit (MAMPU). Under the Operational

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Review Phase, the performance of the vendor was reviewed before the service was
extended to all other agencies- As of now, the GOE project is in the third phase (RollOut Phase) where the system has been rolled-out to 22 government agencies withfocus on ministries moving in the Putrajaya Administrative Centre.

2.6

Electronic Labour Exchange (ELX)The main objective of Electronic Labour Exchange (ELX) is to improve themobilization of human resources and optimise work force utilisation throughsystematic matching of job seekers to job vacancies (Yusoff. 2002). As such, thiswould enable the Ministry of Human Resources (MOHR) to be a one-stop centre forlabour market information that will be accessible to the public.
The ELX proiect initially started in November 2000 and until April 2007 about
405,530 job seekers and 62,255 employers were registered. Out of total 898,856
vacancies posted, 877,052 jobs were matched with suitable candidates.

2.7

E-Syariah

The main objective of implementing E-Syariah is to improve the quality of service inSyariah courts. This will eventually enhance the Islamic Affairs Department's
effectiveness through better monitoring and co-ordination of its agencies and thus
improve the management of its 102 Syariah courts. The E-Syariah applicationconsists of Syariah Court Case Management System, Office Automation System, ESyariah Portal, Syaree Lawyers Registration System and Library Management
System. (eSyariah)
The E-Syariah project was launched in April 2002 and is expected to be fully
operational in 2005. Via the system, the Syariah judges are able to have access to pastcases and all the relevant information needed for a particular case quicker than before.
As of April 2007, the e-Syariah has been implemented at all 110 Syariah Courts in
Malaysia.

2.8

Other Applications

Besides the seven flagship applications, several government agencies introduced

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online services for the public project aims to increase the ease and efficiency of
public service to the people. Among the most notable accomplishments of thegovernment was the launch of the latest iteration of the Public Service Portal (or,myGovernment Portal), in February 2005, with all core portal modules completed
and “live” in May 2005. MyGovernment is the single gateway to information andservices provided by Malaysian Government agencies on the Internet. To date,myGovernment links 900 websites across federal, state and local authorities and the
Malaysian Civil Service Link. The portal will continue to grow in scope and reach as
departments and agencies continue to make more services online. Other importantplanned enhancements include an online payment gateway, ubiquitous access throughvarious mobile channels and single sign-on capability.
Another e-government application launched by the Internal Revenue Department(IRD) is companie’s online tax. Since 2005, individuals were able to file their taxes
online to IRD using MyKey. MyKey is a digital signature embedded into anindividual's MyKad. It identifies and authenticates MyKad holders over the Internet,
providing the capability to sign digitally a document or transaction. The Malaysia
Digital Signature Act 1997 governs the MyKey.

3.0

The National Archives (NAM) Response to eGovernment (EG)The introduction of EG indicates the volume of electronic records created or will becreated in Malaysia, thus leaving an impact on recordkeeping particularly electronic
records. As government agencies or public offices are involved with electronic
records, the NAM reacted in positive and proactively manner to the new challenges it
has to face after EG implementation. Three major steps taken by the NAM was theestablishment of a new management called the Electronic Records and Information
Technology Management (PRETM), amended the National Archives Act 1966 toinclude electronic records as public records and the e-SPARK (e-Strategy for
Preservation of Government Records and Archives) Project.

3.1

Electronic Records and Information Technology Management (PRETM)

A new management called the Electronic Records and Information Technology
Management (PRETM) was established in 2001, under the reorganization of the

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7

NAM. PRETM is responsible for implementing activities related to the government
electronic records. Among its prime duties are identifying and transferring
government electronic records for permanent storage, formulating standards andguides in the management and preservations of electronic records. PRETM was also
responsible for upgrading the NAM information system in making the disseminationof information and access easier, in line with the advancement of information andcommunication technology.
The activities of this Management were carried out by its five divisions comprises of
the Electronic Records Divisions of the Socio-Economic Sector, Administration and
Safety Sector, Advisory and Publicity Services Division, Standard and Inspectorate
Development Division and Information Technology Division.
The Electronic Record Divisions of the Socio-Economic Sector and Administrativeand Safety Sector are largely responsible for the preparation and implementation ofthe, strategic plans of the Electronic Records Management Division. These divisions
are also responsible for the planning of the Electronic Records Management
programmes such as the preparation of Segregation Schedule and the conservation ofelectronic records and access facilities for Government agencies.
The Advisory and Publicity Services Division is responsible for offering advisory
services in electronic record management to Government agencies which include thedevelopment of electronic records programme. This Division also organised IT(Information Technology) awareness and literacy programmes by means of various
methods like brochure/pamphlet publications, demonstrations, software and hardware
promotions and advisory service visits.
The Standard and Inspectorate Development Division meanwhile is responsible forcarrying out studies, determining and establishing the standards and practices ofrecord management in Government Agencies. It is also responsible for enforcing theimplementation of the National Archives Act and the auditing and monitoring of theimplementation of record management and destruction practices in the Government
agencies.
The Information Technology Division is the backbone in offering technical expertiseand support services to the National Archives. It is responsible for managing thedepartment's Information System and applications as well as other aspects of

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information technology. All these are made possible by the presence of well-trained
officers and the use of suitable software for the department as well as the effort inensuring security and quality control in the implementation of information technology
programmes at the National Archives.

3.2

The National Archives Act 2003

The NAM had amended the National Archives Act 1966 to include any form ofrecords created electronically to be considered as public records. The new National
Archives Act was passed in 2003.
The new act renders the definition of records as:"records" means materials in written or other form setting out facts or events orotherwise recording information and includes papers, documents, registers,
printed materials, books, maps, plans, drawings, photographs, microfilms,
cinematograph films, sound recordings, electronically produced records
regardless of physical form or characteristics and any copy thereof;
This new Act also mandated the National Archives (NAM) to be responsible forcurrent records management which was formerly under the Malaysian Administration,
Modernisation and Management Planning Unit (MAMPU) jurisdiction. The newmandate is important because the findings from surveys conducted a few years ago,
showed that a complete record life cycle management (from its creation to disposal)
is crucial and critical in the electronic environment.
With this new mandate the National Archives of Malaysia has to assume a leadingrole in governing the management of electronic records from creation till dispositionin the public sector. It has to take several measures and initiatives taming the wild
frontier.

3.3

e-SPARK Project

e-SPARK (e-Strategy for Preservation of Government Records and Archives) is a
special research project supported by the highest authority to promote good record
keeping in the entire public sector. Its implementation was carried out in two phases.
First phase concentrated on preparation of working tools such as guidelines,

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procedures and system specification. Second phase is dedicated to systemdevelopment and system integration - ERMS (Electronic Records Management
Systems) and AMS (Archival Management Systems).
3.3.1 e-SPARK Project Phase I
The e-SPARK Project Phase 1 (e-Strategy for Preservation of Government
Records and Archives) was approved by the Government Information
Technology and Internet Committee (GITIC) in March 2003 and the projectcompleted in 2004.
It focused on the study regarding solutions on how to manage electronic
records in government agencies in Malaysia as well as the e-Archives
Management for the National Archives of Malaysia.
Although the project was about records management requirements within the
country, we also looked at requirements and trends in the area of records
management. It is for this reason that the International Records Management
Trust (IRMT) was engaged as advisors for the project.
The objectives of e- SPARK Project Phase I:
o To conduct an assessment of the current status of electronic
records and archives management implementation within the
Public Sector in Malaysia.
o To weigh Malaysia's current initiative with other internationallyadopted policies and procedures implemented pertaining toelectronic records and archives management.
o To identify and recommend strategies to reposition electronic
records and archives management in Malaysia to support theElectronic Government objectives.
o To identify and develop policies, guidelines, processes andprocedures to preserve electronic records in the public sector.
The main deliverables of this project are electronic records management
standards, guidelines, procedures and system specifications as below:

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Electronic Records Management Policyii.

SOP - Archives Management Framework for Electronic

Recordsiii.
iv.

SOP - Archives Management of Electronic Records
SOP - Appraisal Management for Electronic Recordsv.

SOP - Guidelines for the Management of Electronic Records
in Public Offices

vi.
vii.

Guidelines on Electronic Records Management
Electronic Records Management System Specification

viii.

Electronic Records Management Training and Education
Guidelines

Besides those standards, guidelines and procedures, e-SPARK Project Phase I
also produced the Arkib Unified Model which was decomposed into HighLevel Business Process. This model proposed close collaboration between
NAM and agencies. Top level management in all agencies is needed to makethis happen. Therefore a total of 30 agencies were selected to participate
representing various federal ministries and state governments dealing withdifferent types of records. Each agency is requested to send 2 representatives
consisting of IT manager and officer in charge records. They are constantly
updated with e-SPARK progress and development. The idea of having thispilot group is to groom them as agents for change in the future in their own
establishment.
These deliverables were developed with expert advice from IRMT resource
persons namely from U. Kingdom, USA, Canada, Netherlands and Australia.
Reports on findings and deliverables from this research projects were tabledin GITIC. GITIC agreed that the whole public sector needs standardized
approach in records and information management practice as recommended
by the National Archives via the e-SPARK project.
By adopting e-SPARK recommendation, NAM has given the responsibility on
record preservation partially to the creating agencies. However NAM willcontinue to provide periodical supervision. This offer was very well received
by agencies. In addition, agencies are also encouraged to employ professional
records managers based on the cabinet decision made in December 2005.

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3.3.2e-SPARK Project Phase II
The e-SPARK Project Phase II was commenced on 21 December 2006 andscheduled to be completed by the end of 2007. This phase is dedicated tosystem development and system integration - ERMS (Electronic Records
Management Systems) and AMS (Archival Management Systems). The
project was aimed at:
Developing a Digital Archival Management System at the NationaloArchives of Malaysia for the preservation of electronic records ofpermanent value that will be transferred by government agencies;
To enable the digital archives collection stored in the DigitaloRepository be accessed online by the public;
To enable the electronic records to be managed and maintained
accordingly and can be easily accessed when needed.

oThe system consists of two components that are the ERMS and the Digital
Archives System.
a.

Electronic Records Management System (ERMS)

Several ERMS application software was tested during the Phase 1 of the eSPARK Project. TRIM Context and File Net Records Manager were the twosystems that fulfilled the requirements set out in the National Archives of
Malaysia's Electronic Records Functional System Specifications. However,
TRIM Context was chosen finally for implementation at in the National
Archives of Malaysia in managing the creation or receipt, maintenance anduse and disposition. It will also act as a prototype in managing electronic
records before it can be rolled-out to all the government agencies in Malaysia.
b.

Digital Archival Management System

The Digital Archives Management System which includes technicalinfrastructure and a Digital Repository is important for managing andproviding access to digital objects and their associated metadata.
The National Archives of Malaysia has acquired a system called Tesella SDB
developed by Tesella Scientific Centre, UK as its Digital Archives
Management System. This system fulfills the OAIS model and has thefollowing six functional entities:

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"Ingest: This entity provides the services and functions to accept Submission
Information Packages (SIPs) from Producers (or from internal elements under
Administrative control) and prepare the contents for storage and management
within the archive.
Archival Storage: This entity provides the services and functions for the
storage, maintenance and retrieval of AlPs [Archival Information Packages].
Data Management: Provides the services and functions for populating,
maintaining and accessing both descriptive metadata which identifies anddocuments archival holdings and administrative data used to manage thearchive.
Administration: This entity provides the services and functions for theoverall operation of the archives system.
Preservation Planning: This entity provides the services and functions formonitoring the environment of the OAIS and providing recommendations toensure that the information stored in the OAIS remains accessible to the
Designated User Community over the long term.
The ERMS would ensure standardized creation, capture, maintenance anddisposition of e-records, whereas the AMS would provide for the long termpreservation and access to e-records of permanent value.

4.0

Change Management

Changing from traditional paper based office into paperless office sounds unrealistic.
Less paper office sounds more reasonable. However changing the mind set is not aneasy task but it needs to be done, the proactive policy in records management andpreservation has to have extensive promotion in the most persuasive manner. Good
communication and negotiation skill are helpful in building up partnership andnetworking with creating agencies. More talks and training seminar needs to be done
to improve their understanding and increase awareness. Sharing the records
management responsibilities will create better sense of ownership and accountability
among the agencies. NAM hopes to see agencies giving their full commitment and to
start positioning records management in the mainstream as national and development

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agenda in Malaysia.
On the other hands, in order to remain relevant NAM has shifted its paradigm to startre branding itself from just custodian of records to information or content provider.
Human resource needs to realign and structure needs to be reviewed. New skill andcompetencies need to be acquired and training module has to be upgraded.

5.0

Conclusion

NAM as the custodian of the national heritage is prepared to assume the lead toestablish the governance and long term preservation of electronic records. As we arein the early stage of the electronic records programme, we foresee problem may
arrive from records created in the legacy system which do not conform to the NAM
system specifications. There will be more problems and issues when the transfer ofelectronic records actually taken place.
As the risk of losing information is higher in EG system and the challenge is evengreater compared to paper environment, therefore change and risk management must
be in place to ensure information available overtime. NAM needs to develop
partnerships and to share recordkeeping responsibilities with the creating agencies.

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