Universiti malaysia terengganu: Universiti Malaysia Terengganu (UMT) is strengthening the digital transformation of its records management through the signing of a Functional Records Disposal Schedule (JPR) agreement with the National Archives of Malaysia (ANM) today.
According to BERNAMA News Agency, UMT deputy vice-chancellor (Academic and International) Prof Dr Suriyani Muhamad, who is currently performing the duties of vice-chancellor, said the initiative would serve as an important foundation for streamlining the university's records lifecycle management, including storage, access, and disposal, in a more systematic manner while ensuring compliance with the National Archives Act and relevant regulations. She indicated that this initiative would also pave the way for the future adoption of artificial intelligence (AI) in records management and support UMT's plans to implement a Digital Document Management System (DDMS).
Suriyani emphasized that records management transformation is not merely about converting physical documents into digital formats. Instead, it involves a comprehensive shift in how records are created, managed, accessed, stored, and disposed of. With a digital document management system in place, work processes can be carried out more efficiently, while reducing paper usage and the need for physical storage space. It also opens up opportunities to integrate new technologies, such as AI, into the university's information management.
She further explained that the initiative builds on improvements made to UMT's File Classification system, developed in collaboration with ANM and officially endorsed by the ANM Director-General in November 2024. The Functional JPR was developed following a detailed review of record series, retention periods, and archival value to ensure that disposal processes are carried out systematically and in compliance with prevailing regulations.
Suriyani highlighted that records disposal can now be completed in as little as 14 days, compared with up to six months under the previous method. This demonstrates how digitalisation and technology can accelerate work processes without compromising compliance or record integrity. She added that ANM also emphasised the importance of record integrity to ensure that information remains authentic, reliable, and retains its value as an official record.
In addition, Suriyani mentioned that UMT is developing a new records system called 'Digital Record and Archive', which incorporates AI technology.