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Digital Document Management System (DDMS) USER MANUAL

1. Browse the Classification by click E ii Double click selected file to select The following screen will be displayed af MAMPU 100 16 PENGURUSAN PENTADBIRAN Majis Sambutan Perayaan Hig MAMPU 100 17 PENGURUSAN PENTADBIRAN Pusat Sumber Perpustakaan Jabatan 38 MAMPU 100 181 PENGURUSAN PENTADBIRAN BLL WAMPU 100 18 1 PENGURUSAN PENTADBIRAN Jemputan Majis Majis Rasmi SE MAMPU 100 187 PENGURUSAN PENTADBIRAN Jemputan Majis Majis Tidak Rasmi 3 MAMPU 100 18 2 1 ig MAMPU 100 19 PENGURUSAN PENTADBIRAN Harta Intelek Hig MAMPU 100 20 PENGURUSAN PENTADBIRAN Lembaga Penasihat iii Data Entry Form will appear The selected file will be filled automatically on that Fail field Fail MAMPU 100 18 2 1 eje Note This field is mandatory User Manual Page 78 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents iv Fill in all the rest metadata Metadata Minutes Access Control Related Records Audio MAMPU 100 18 2 1 Format Audio MP3 Bahasa Durasi 3 Tahun Diterbitkan 2012 Penerbit Deskripsi Hakcipta 10 If this is Hybrid record tick at Hybrid Hybrid Note This field is optional If Hybrid box is checked Tempat Penyimpanan field is mandatory to fill in rm 11 Click Jon Tempat Penyimpanan metadata to insert location of the hybrid record
2. 94 Figure 4 25 Download Content flow charlt WWW 115 Figure 4 26 Main Searching File flow chart ooooo Woo Woman 118 Figure 4 27 Quick Search flow eaaa wewer ea nana aaa EC keek akan badal msk kanan cesse Subs 119 Figure 4 28 Advance Search flow chart 2 Wo Woo naa 129 Figure 4 29 Maintain Favourites Tray List flow chart ooWoWoW Woo Wa 148 Figure 4 30 Recent Record flow chart oWo Woo oo WWW mba 156 Figure 4 31 View Principal flow 160 User Manual Page 6 of 165 Digital Document Management System DDMS ABBREVIATIONS Abbreviation List 1 ABBREVIATIONS Pegawai Rekod Jabatan Digital Document Management System System Requirement Specification System Design Specification National Registration Identity Card Jadual Pelupusan Rekod Malaysian Administrative Modernisation and Management Planning Unit Arkib Negara Malaysia Performance Management and Delivery Unit System Administrator Record Manager End User Information Worker Table 1 Abbreviations User Manual Page 7 of 165 Digital Document Management System DDMS INTRODUCTION OF DDMS Introduction 2 INTRODUCTION OF DDMS As an initiative towards a Paperless Government Digital Document Management System DDMS is the key project listed under Entry Point Projects EPP8
3. Page 1of2 b Fl amp Please select a valid principal Displaying 1 40 of 70 af Ok 2 Cancel 11 Browse andtick the checkbox to select the Principal with email address Principals on name external id or email Add Ea Refresh Name Principal Type Bilik Tingkat 1 Location Bilik filing tgkt 3 Organization v ChuaDK Person dkchua233 yahoo com 3 DGKom Organization 12 Click Ok button to confirm or Cancel button to cancel Main Browse By Classific 12 Send to Mail Send A Hide Ce Clear 3 Cancel To abu bakar amp ispp gov rny Cc dkchua233 yahoo com User Manual Page 87 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 13 14 15 Tick the Attach Electronic Content checkbox to attach the content with the email Main Browse By Classific Send to Mail send Hide Cc KA Clear 3 Cancel To abubakar mampu gov my Cc dkchua233 yahoo com Subject MAMPU 100 1 1 5 1 Peraturan Pilihanraya 2013 DDMS Record Information Record Number MAMPU 100 1 1 5 1 Title Peraturan Pilihanraya 2013 At Message field key in the necessary message Record Number MAMPU 100 1 1 5 1 Title Peraturan Pilihanraya 2013 The Message content can be formatted using the tools Bold Italic font etc inside the Message field Click Send
4. Atur Cara Bengkel Pemurnian Pari E basa Atur Cara Bengkel Pemurnian ipl Send To Favourites AI Remove From It displays Send To re Record added to favourites successfully Send To Mail This menu allows the user to select a record and send it directly to the recipient s email 27 Mouse over to select Send To menu and click Send To Mail to enable user send the mail o send 0 P Lj Send To Favourites 4 Remove From E Send To Mail User Manual Page 112 of 165 Digital Document Management System DDMS DDMS USER GUIDE View It displays Main A Browse By Classific 12 Send to Mail E Send Show Cc KY Clear M Cancel To Subject MAMPU 200 1 1 1 14 Semua Maklumat Berkenaan Perjumpaan 505 F7 Attach electronic content Message Tahoma l B z A l c X DDMS Record Information Record Number MAMPU 200 1 1 1 14 Title Semua Maklumat Berkenaan Perjumpaan SDS Send To Template This menu allows the user to select a record to generate reports from the provided templates 28 Select Send To menu and click Send To Report Template to enable user create report Send Zi Remove From Send To Favourites Send To Mail t Administration 15 Send To Report Template It displays Report Template a Generate Reports X Cancel Report Report wv User Manual Page 113 of 165 Digital Document Managemen
5. 2013 Jumaat lik Than 6 Residence Hotel amp Universiti Tenaga Nasional Uniten 3 Kerjasama dan kehadiran tuan puan ke Bengkel Pemumian Dokumen SOS Ini dihargai dan didahukd dengan ucapan terima kasih Sokan Search Text 17 search string in search text box to search text s within the content tempat Notes This function only applicable for Word document only and not applicable for picture User Manual Page 105 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Text will be highlighted as shown gt In SS tempat ATUR CARA Bengkel Pemurnian Dokumen System Design Specification SDS bagi DDMS 27 29 March 2013 Rabu Jumaat Bilik Titan 6 Residence Hotel Universiti Tenaga Nasional Uniten Kampus Putrajaya KM 7 Jalan IKRAM UNITEN 43009 Kajang Selangor 27 March 2013 Rabu Agenda Semakan Modul Setup and Configuration Minum Pagi Semakan Modul Setup and Configuration Sambungan 4 Continue searching by clicking button ii When finished searching the following message box will be displayed Search finished Finished searching the document No more matches were found Text Selector or Browse 18 Click Text seed 20 and then drag along the text to make selection Page 106 of 165 User Manual Digital Document Management System DDMS DDMS USER GUIDE View i Right click at selecte
6. PU 100 1 3 PU 100 1 4 PU 100 1 5 PU 100 1 5 PU 100 1 7 Peng Details Pena Send To Pena Remove From Peng Peng Administration BI MAMPU 100 1 8 Peng BE MAMPU 100 1 9 Peni mg MAMPU 100 2 Peng 4 Record URL mg MAMPU 100 3 am MAMPU 100 4 Export to XML Communication History Pengurusan Pentadbiran Program Kerjas User Manual Page 84 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 5 Select Send To and click Send To Mail raya 2013 NTADBIRAN Perundangan Khidm NTADBIRAN Perundangan Khidm New NTADBIRAN Perundangan Dokun Navigate NTADBIRAN Perundangan Akta F ENTADBIRAN Perundangan Enak NTADBIRAN Perundangan Pekelil Properties Content Details y Send To bal Send To Favourites Remove From 2 Send To Mail f Administration 8 Send Report Template i Export to XML ENTADBIRAN Program Kerjasama L ENTADBIRAN Laporan amp Perangkaa ENTADBIRAN Pengurusan Mesyuar JENTADBIRAN Kemudahan Fasiliti Record URL Communication History Send To Mail screen will appear on a new tab Main D Browse By Classific Send to Mail 7 Send Show KY Clear M Cancel To Subject MAMPU 100 1 1 5 1 Peraturan Pilihanraya 2013 Attach electronic content Message Tahoma I ll B ZUJA KIA X DDMS Record Information Record Number MAMPU 10
7. F Disseminate J Browse By Classifications zz KN Wals BB Advance Search Saved Search 7 Favourites 1017 254 241 main jsp F The following window will be displayed Main Browse Class D Refresh Quick search based on Classification Number or Title Classification Number Title E F MAMPU Unit Pemodenan Tadbiran amp Perancangan Pengurusan Malaysia ag MAMPU 100 ag MAMPU 200 ag MAMPU 300 ag MAMPU 400 500 ag MAMPU 600 ag MAMPU 700 2 Browse the classification by clicking the Ea Main a Browse By Class Pengurusan Pentadbiran Kerajaan Pengurusan Tanah Bangunan Dan Infrastruktur Aset Kewangan Sumber Manusia Pemodenan Pentadbiran Dan Penyampaian Perkhidmatan Pelaksanaan Projek Sektor Awam aJ sign to expand until File level Refresh Quick search based on Classification Number or Title p Classification Number ag MAMPU ag MAMPu 100 ag MAMPU 100 1 MAMPU 100 1 1 MAMPU 100 1 1 2 gg 25 MAMPU 100 1 1 3 gg E MAMPU 100 1 1 4 25 MAMPU 100 1 1 5 JLD 1 3j MAMPU 100 1 1 5 JLD 2 gg 5 MAMPU 100 1 1 6 25 MAMPU 100 1 1 7 BJ MAMPU 100 1 2 User Manual Title Unit Pemodenan Tadbiran amp Perancangan Pengurusan Malaysia Pengurusan Pentadbiran Kerajaan Pengurusan Pentadbiran Kerajaan Perundangan Pengurusan Pentadbiran Kerajaan Perundangan Penggubalan Penye
8. MAMPU 200 1 1 1 22 MAMPU 200 1 4 21 si MAMPU 200 1 1 1 19 E MAMPU 200 1 1 1 18 gi i MAMPU 200 1 1 1 17 jg MAMPU 200 1 1 1 14 MAMPU 200 1 1 1 13 MAMPU 200 1 1 1 12 8 A MAMPU 200 1 1 1 11 MAMPU 200 1 1 1 10 MAMPU 200 1 1 1 8 i Unit Pemodenan Tadbiran dan Perancangan Pengurusan Malaysia PENGURUSAN PENTADBIRAN PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR PENGURUSAN ASET PENGURUSAN KEWANGAN PENGURUSAN SUMBER MANUSIA PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PERKHIDMATAN PENGURUSAN PROJEK SEKTOR AWAM Click icon to expand the drop down list The list will drop as follow PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR Pekeliling Am Akta Rayuan 1997 Jemputan Pelaksanaan User Acceptance Test UAT Fasa THE SLEREXE COMPANY LIMITED Peraturan Pilihanraya 2013 Aturcara Jemputan ke Bengkel Permurnian 2012 Semua Maklumat Berkenaan Perjumpaan 505 Atur Cara Bengkel Pemurnian part 3 Atur Cara Bengkel Pemurnian Part 2 Atur Cara Bengkel Pemurnian Electronic Government Activities Act Part 3 Electronic Government Activities Act Part 2 User Manual Page 95 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Refresh User select Refresh 2 icon to refresh the classification After refresh the screen will looks like below Main D Browse By Clas
9. 27 March 201 Masa 8 30 pagi Semakan Moq 10 30 pagi Minum Pagi 10 45 pagi Semakan Moc 12 15 tengahari 2 30 petang Semakan Moq User Manual Page 104 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Navigate Page 16 User can click to go to next page or click IM go to previous page Previous page b Current page Total page c Next page Alternatively enter page number to go to the target page It displays 445 petang lt Sign Of Modul Maintain Sesi Semakan 509 Tamat Tengku Nazlia ba Tengfon Mohammad Tengku bt Tangkas 29 Mac 2013 Azimah 11 Mahd Alt Forti rhe Raman Kr ta K Kapus Abas Cara engkol Porrerrlan SOS adi Salam Kegemilangan dan Salam 1 Malaysia Rakyat Didahulukan Pencapaian Diutamakan Tuan Puan Dengan hormatnya saya diarah merujuk kepada perkara di atas 2 yang tuan puan sedia maklum Bengkel Pemumian Dokumen System ign reh DOMS bersama subject matter expert SME Arkib Nagara ANM telah dilaksanakan pada 27 dan 28 Mac 2013 daripada sesi tersebut 4 modul telah disemak dan sign off ke atas 2 modul lah Modul Setup and Configuration dan Modul Create telah dilaksanakan pada 28 Mao 2013 3 Sehubungan dengan Itu bengkel Ini akan dilanjutkan bagi melaksanakan semakan ke atas 1 lagi modul dan sign off ke atas modul lain sepert butiran berkut 1 29
10. Tempat Penyimpanan The following screen will be displayed Principals f Ok 3 Cancel Add Refresh Quick search based on name or email Name a Principal Type Email 7 ig Bilik Fail Tingkat 1 Location i Page 1 of1 amp Please select a valid principal No data to display User Manual Page 79 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 12 Tick on checkbox Bilik Fail Tingkat 1 and click OK button Data Entry Form will be appear Tempat Penyimpanan Bilik Fail Tingkat 1 13 Click on Minutes tab The following screen will be displayed A Save M Close Scan 4r Upload Metadata Minutes Access Control Related Records Minit 14 displayed Catat Minit I Catat Minit Cancel User Manual Page 80 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 15 Fillin the Catat Minit field and Click Catat Minit button to insert the minit The following screen will be displayed Catat Minit sf Catat Minit Cancel ASIAN Majlis Hari Alam Sekitar 16 Click Save button to save the record Save X Close 2 Scan 4r Upload Metadata Minutes Access Control Minit Close button to cancel creating a record The following screen will be displayed 1 Record saved successfully Then t
11. Digital Document Management System DDMS USER MANUAL EXECUTIVE MaMPU Malaysian Administrative Modernisation and Management Planning Unit Digital Document Management System DDMS Version 1 0 Ownership of Copyright C MAMPU All Rights Reserved 2013 No part of this publication may be reprinted reproduced stored for retrieval or transmitted in any form or by any means without written permission from the owner User Manual Page ii Digital Document Management System DDMS Version 1 0 TABLE OF CONTENT TABLE OF CONTENT aa iii LIST OF TAB LES ee IEEE MEM M 5 Eie NN 5 LIST OF FIGURE G ek ma ni en re eer 6 na m 6 1 ABBREVIATIONS e 7 elec cie gi MT E 7 2 INTRODUCTION anisa 8 MOGUC ION saa ajaa a aan Li lea 8 E Kaga a ANG E a aaa aa a A na aa 9 Sp eng y 9 Be DENSO WME ee ERA M 10 3 DDMS ACCESS MATRIX WWW Jana 11 ACCESS en nee ani 11 4 DDMS USER GUIDE WWW oo on 12 AT aaa pak aana bah PN NN 12 41 1 Main Login Process ea eka maa ga 12 An Sr LO oe 13 41 9 Password sessed a Manna R a eni inaa ond 17
12. Semakan Modul Create 4 30 petang Minum Petang 4 45 petang Semakan Modul Create Sambungan 7 00 malam Makan Malam 8 00 malam Semakan Modul Create Sambungan 11 00 malam Minum Malam 28 March 2013 Khamis Agenda 7 00 pagi Sarapan Pagi 2 00 pagi Semakan Modul Disseminate 10 30 pagi Minum Pagi 10 45 pagi Semakan Modul Maintain HA CWO annahar Kaban Tene shor User Manual Page 99 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Two Page View 9 Click Two Page Two page view can not be used in fit width view and rotate view Two page view will be displayed as below TUR 45 Medal ATUR GARA foal sana anginal Pemain Dokuman Eysbem Design bagi DOMS Tengku Harli Tengku Wahana zT 28 March 21713 Jumaat Balik Thiam B Fesikdonea Halal Universal Tenaga Hasional ME p Hip ayn TEN dedah Ti Mord Merata AT Perang airs K Krems i Hirama Ir Mahal A Tikar Zra Tarira bikak 27 March 2113 Paku Peng Agenda Avira hia Haten Sa Kiri bin Tih Bgmahan Medu Setup and Conhauradan Dadar opr Pe Tirna Speer Madan pararta ATS Minum Pagi Semakan Medul Setup and Configuration Sambungan Tengahari Balam Kogesdlangan dan Balam 1 Malaysia sbg as ing Raina Didahulukan Pencapalan Minum Semakan Medul Crome Eassliongar Tuan Puan
13. THE SLEREXE COMPANY LI Properties am Peraturan Pilihanraya 2013 ca ra Aturcara Jemputan ke Beng e New Semua Maklumat Berkenaan 281 Navigate i Refresh Containees Details Related Records send To Latest volume Remove From Volumes Par Ar Administration Previous Volume s faq Wo Export to XML Record URL Container Communication History Containees 20 200 1 1 1 1 zi Original Of User Manual Page 110 of 165 Digital Document Management System DDMS DDMS USER GUIDE View It displays Main Browse By Classific Sh Refresh E Preview Mode Title gy THE SLEREXE COMPANY LIMITED i Peraturan Pilihanraya 2013 Aturcara Jemputan ke Bengkel Permurnian Semua Maklumat Berkenaan Perjumpaan SDS Atur Cara Bengkel Pemurnian part 3 Atur Cara Bengkel Pemurnian Part 2 Atur Cara Bengkel Pemurnian Electronic Government Activities Act Part 3 Electronic Government Activities Act Part 2 Electronic Government Activities Act Red Sun HTML hello 2 2 E E Electric Circuit A Jadual Perjalanan Utara Pemuliharaan Alam NE NE psp ER Bunyian Burung Details 2 MAMPU 200 1 1 Record Humber M AMPU 200 1 1 1 19 MAMPU 200 1 4 1 18 MAMPU 200 1 4 4 17 MAMPU 200 1 1 4 14 MAMPU 200 1 1 1013 MAMPU 200 1 1 1 012 MAMPU 200 1 1 1 11 M AMPU 200 1 7 1 10 MAMPU 200 1717109 MAMPU 200 1 1 1 8 MAMPU 200 1 1 7 MAMPU 200
14. b r The symbol in search word or phrase represents any single character in search word or phrase Therefore if the user enters the search word B r then this will match records that contain the words Biri Biro Bara Basically it matches any word that starts with a B followed by any one character then followed by r and then followed by any one character 1 Enter b r at the Quick Search field 2 Press Enter or click ua icon Search Result screen will appear on a new tab User Manual Page 121 of 165 Digital Document Management System DDMS 2 Search Results Ja Send All To Report Es Refresh tz Preview Mode Title DDMS Z I Ea PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PERK H PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PERK Main Kertas Kerja Konsep Pekeliling Bary amp E CI EE EE ET Wildcard search t n GO E PENGURUSAN PENTADBIRAN Program Kerjasama Dal PENGURUSAN PROGRAM TRANSFORMASI NEGARA PENGURUSAN PROGRAM TRANSFORMASI NEGARA PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PENGURUSAN PROGRAM TRANSFORMASI NEGARA H Ea PENGURUSAN PROGRAM TRANSFORMASI NEGARA DDMS USER GUIDE Searching File or Record Record Number MAMPU 700 5 7 2 3 MAMPU 600 2 1 1 MAMPU 600 2 2 7 MAMPU 700 847771 MAMPU 100 3 1 2
15. each defined classification Implementation DDMS is made available to public sector agencies through Software as a Service SaaS delivery model and is centrally hosted on a secured cloud infrastructure Leveraging on a multi tenancy architecture the delivery model enables tremendous cost savings for each of the agencies There is virtually no cost required for the infrastructure Other benefits include the following Increase accessibility promptness and transparency of Government service delivery Create systematic control of document and record management of the public sector Ensure the conservation of Malaysian institutional memory Reduce the use of paper Support the Malaysian Government Green initiative Using the System DDMS will only be accessible through the 1GovNet network and will not be available through the internet To gain access to the system a user must be registered by the system administrator Registration process will be done offline and will link users to their specific Tenancy Agency user will be assigned with a specific profile User Access Level e g Record Manager Information Worker End User etc Accessibility of the system modules functions and data will be limited to the user profile access level User Manual Page 9 of 165 Digital Document Management System DDMS INTRODUCTION OF DDMS DDMS Call Center 2 3 Minimum System Requirements The P
16. 41 4 Change Password as Precaution oW Woo oom man 21 S Ng Sa 24 4 2 1 Customized User PreferenCeS 2 see Woo oom aan 24 4 2 2 View Details ccninasicidscnrcncadansandscavarnensnentvidacsrsnetsadeendsanesesuaieereatdaernasentanneniaseendacnienxe 32 4 2 3 Add In Downloads and Settings ooooWoWoW oom 34 4 3 Creating and Capturing Documents WWW Wook 42 431 Create aa 42 4 3 2 Capture Digital Document oo aa 43 4 3 3 Capture MS Outlook Email oooooo Wo Woo 58 4 3 4 Capture MS Office Document oooWo W oom Wo Wa 67 4 3 5 Capture Digital Document Audio and 13 4 3 6 Routing Record through Email 2 oom aa 82 AA VEN A 89 4 4 1 View Records Flow Chart ooooooWo o W Won 89 4 4 2 View Records Procedure Wo WWW Jaa 95 MEM Po inae ana s 115 4 5 1 Download Content Flow Chart Woo WWW 115 4 5 2 Download Content Procedure WWW WWW 116 4 6 Searching File or ReECOTG ooco Wo Wo Woo XX 118 User Manual Page iii Digital Document Management System DDMS Version 1 0 4 7 4 8 4 9 4 6 1 Main Searching File Flow Chart Woo Wak 118 AZ ek oe A 119 POVAN
17. 88 Navigate Details lgi Send To 24 Remove From Administration Export to XML Ge Record URL LB Communication History erundangan Khidmat Nasihat erundannan Khidmat Guaman Es Create New Volume erundangan Pekeliling Dalam erundangan Pekeliling Dan Peri erundangan Arahan dan Perin erhubungan Awam ogram Kerjasama Dalam Negeri ogram Kerjasama Luar Negara aporan amp Perangkaan engurusan Mesyuarat memudahan Fasiliti User Manual Page 54 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents Select Record Type for New Record screen will appear Select Record Type for New Record af Ok Cancel Name E g Akta Ordinan Audio Cabutan Keputusan Jemaah Menteri Dokumen Tender Sebut Harga E amp Email E Faks 5 Continue the operation starting from step 3 in Capture Digital Document section Alternative way to create record is using Favourites menu 1 Go to Disseminate section and click the Favourites menu F Disseminate Browse By Classifications A Principals Advance Search Favourites 35 Recent Records Favourites screen will appear on a new tab Main e Favourites Fs Refresh z Preview Mode 7 Title Record Number gi z j PENGURUSAN PENTADBIRAN Perundang MAMPU 100 1 1 5 em Peraturan Pilihanraya
18. Masa Agonda 8 30 pagi Semakan Modul Setup and Configuration 10 30 pagi Minum 10 45 pagi Rotate Current Page 13 Ito rotate current page 90 clockwise Rotate current page User Manual Page 102 of 165 Digital Document Management System DDMS DDMS USER GUIDE View The rotate current page view will be displayed as below ei Gis e ono Odi OP aD Ja ICE AIT a IG 458 i P r immi ri td A TI ingkar BET i Arun na HII pli nig T in i S gi qui i HE Ha AHLI PASUKAN KAJIAN KEPERLUAN DAN PEMBANGUNAN APLIKASI 03 8872 5062 016 3447659 Zooming 14 User can use Scale icon to zoom in and zoom out the document a Zoom in The zooming view will be displayed as below c EE E e 0 200 0 4 pb Ip 4 43009 Kajang Selangor March 2013 Rabu Isa Agenda 0 pagi Semakan Modul Setup and Configuration 30 pagi Minum Pagi 45 pagi Semakan Modul Setup and Configuration Sa 15 tengahari Makan Tengahari Semakan Modul Create Minum Petang Semakan Modul Create Sambungan Makan Malam Semakan Modul Create Sambungan Minum Malam User Manual Page 103 of 165 Digital Document Management System DDMS DDMS USER GUIDE View b Zoom out Full Screen on rn on rn on rn on on 15 For full screen user can use Full screen icon l Click full screen icon
19. TTE 4 B Fit Width tk 11 Click Fit Width E adjust page size to fit screen width Fit Width This function can not be used in Thumb View and Two Pages View The fir width view will be displayed as below ATUR CARA Program Bengkel Pemumian Dokumen System Design Specification SDS bagi DDMS Tarikh 27 29 March 2013 Rabu Jumaat Tempat Bilik Titan 6 Residence Hotel amp Universiti Tenaga Naslonal Uniten Kampus Putrajaya KM 7 Jalan IKRAM UNITEM 43009 Kajang Selangor 27 h 2013 Rabu Masa Agenda 6 30 pagi Semakan Modul Setup and Configuration 10 30 pagi Minum Pagi 10 45 pagi Semakan Modul Setup and Configuration Sambungan 12 15 tengahari Makan Tengahari 2 30 petang Semakan Modul Create 4 30 petang Minum Petang 4 45 petang Semakan Modul Create Sambungan 7 00 malam Makan Malam 8 00 malam Semakan Modul Create Sambungan 11 00 malam Minum Malam Masa Agenda ZAM mari cram Derai User Manual Page 101 of 165 Digital Document Management System DDMS DDMS USER GUIDE View 12 Click Fit Page to adjust page size to fit in a single page view Fit Page The fit page view will be displayed as below B4 e gt be ATUR CARA Program Bengkel Pemumian Dokumen System Design Tarikh Tempat Bilik Titan Uniten Kampus Putrajaya KM 7 Jalan IKRAM UNITEN 43009 Kajang Selangor 27 March 2013 Rabu
20. User Manual Page 47 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 11 Click Upload button The user will see the status column change to OK Upload dialog Filename Status CAfakepathiTatacara Pengurusan Rek MI OK Add Remove Reset Af Upload Close Click the Close button to close the window 12 The Data Entry Form will appear again after previous window has been closed Main New Record Save 3 Close 2 dr Upload Metadata Minutes Access Control Related Records Memo Tajuk Fail Ho Rujukan Tuan Ho Rujukan Kami Tarikh Memo 5 Hama Pengirim lawatan Pengirim Nama Penerima User Manual Page 48 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 12 Fillin all the fields 13 On Fail field click button Browse by Classifications screen will appear Browse by Classifications ef OK Refresh Quick search based on Full Number or Title Pp Classification Number Title a F MAMPU Unt Pemodenan Tadbiran dan Perancangan F F MAMPU 100 PENGURUSAN PENTADBIRAN F MAMPU 200 PENGURUSAN TANAH BANGUNAN DAN INF F MAMPU 300 FENGURUSAN ASET F MAMPU 400 PENGURUSAN KEWANGAN F MAMPU 500 PENGURUSAN SUMBER MANUSIA F MAMPU 600 PEMODENAN PENTADBIRAN DAN PEN Y AMP F MA
21. if user do not want o proceed If deletion is succsess the following message will be displayed Information message will appear after click yes button EP Saved Search deleted successfully vii User can use Saved Search by right click the saved search and click Search Pencarian Semua Makluma E Properties All Record Record Re Search Form Top Secre Make Copy E Send To amp Delete Export to XML Lal Event Log User Manual Page 146 of 165 Digital Document Management System DDMS vill User Manual DDMS USER GUIDE Searching File or Record The following list of results will be displayed Main gl Pencarian Semu BB Refine Search l Send AllTo Report 2 Refresh Preview Mode FI Creator Name Sksoo A Sksoo 5800 4 Sksoo Sks00 J ROOT E ROOT admin cw cw ow ho o 93 To refine the search query for more precise or extended result click Refine Search icon This step will open back the Search window displaying previously defined search query Search af Ok Cancel Query Filter Search by Equal To AND OR Note User may refer back to step 1 24 for advance search guidance A recordmgr recordmgr recordmgr Title Network bandwidth Lukisan on DOMS hardware high level test on hybrid lese 123 1212 Screen layer Jadual Perjalanan Utara Laporan Kewangan Bulan
22. mampu 3g MAMPU 100 100 1 100 1 1 BJ MAMPU 100 1 2 eL MAMPU 100 1 3 eL MAMPU 100 1 4 SCJ MAMPU 100 1 5 E MAMPU 100 1 5 1 H MAMPU 100 1 5 2 SL MAMPU 100 1 6 LJ MAMPU 100 1 7 BD MAMPU 100 1 8 eL MAMPU 100 1 9 ag MAMPU 100 2 100 3 1 of 1 Page Search Record Title MAMPU PENGURUSAN PENTADBIRAN PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR PENGURUSAN ASET PENGURUSAN KEWANGAN PENGURUSAN SUMBER MANUSIA PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PERKHIDMATAN PENGURUSAN PROJEK SEKTOR AWAM Date Created Displaying 1 1 of 1 records BB Search Record Date Created MAMPU PENGURUSAN PENTADBIRAN PENGURUSAN PENTADBIRAN Perundangan PENGURUSAN PENTADBIRAN Perundangan Penggubalan Penyedia PENGURUSAN PENTADBIRAN Perundangan Khidmat Nasihat PENGURUSAN PENTADBIRAN Perundangan Khidmat Guaman PENGURUSAN PENTADBIRAN Perundangan Dokumen Perundangan PENGURUSAN PENTADBIRAN Perundangan Akta Persekutuan PENGURUSAN PENTADBIRAN Perundangan Akta Persekutuan Ma PENGURUSAN PENTADBIRAN Perundangan Akta Persekutuan Ak PENGURUSAN PENTADBIRAN Perundangan Enakmen Ordinan Neg PENGURUSAN PENTADBIRAN Perundangan Pekeliling Dalam Jabatan PENGURUSAN PENTADBIRAN Perundangan Pekeliling Dan Peratura PENGURUSAN PENTADBIRAN Perundangan Arahan dan Perintah PENGURUSAN PENTADBIRAN Perhubungan Awam PENSIIPIIS
23. 1 Version 2 5 0 20130621 Last Successful Login 05 07 2013 01 34 PM and Last Unsuccessful Login None 8 If the system is left idle for 20 minutes user is given 30 seconds to react The following alert message will be displayed Session Time Out Your session wil be expire in 30 seconds Click OK to continue or Cancel to logout OK Click button to continue the session or ii Click Cancel button to logout 9 If there is no response in 30 seconds from the user the following alert message will be displayed Session Time Out AN Your session has expired Please login again to continue Re login User Manual Page 16 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login 4 1 3 Forgot Password Scenario User forgot his her password and requests the system to reset the password This option allows user to retrieve their password via email a Forgot Password Flow Chart Forgot password Click on Forgot password link Enter email amp username Receive temporary password through email Login to DDMSusing temporary password Reset new password Figure 4 3 Forgot password flow chart User Manual Page 17 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login b Forgot Password Procedure 1 Open the browser and key in URL ddms mampu gov my at the internet browser 2 From
24. 1 1 1 8 MAMPU 200 1 1 1 5 MAMPU 200 1 1 3 MAMPU 200 147112 MAMPU 200 14717101 This menu allows user to add notes into a selected record 25 Select Details and click Catat Minit for enabling the user to add minit Details d Send En Remove From 5 Administration jr Export to XML uq Close Volume V Catat Minit Insert the minit in Catat Minit text box and click OK button to save To check the minit of the record At Browse by Classification screen click left F3 Refresh button at the upper li Expand the classification level and choose the respective record Double click the record and click the minit tab to view the minit It displays User Manual Page 111 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Catat Minit Lal ok 3 cancel Minit Minit Sunday April 07 2013 06 20 19 UTC recordmar Assignee changed to recordmoar J J e J Catat Minit Send To Favourites This menu allows the user to select their freguently used records to be sent into Favourites folder 26 Click Send To menu And click Send To Favourites menu item to to send the record to favourites tray IHE SLEREXE COMPANY LIMITED Properties Peraturan Pilihanraya 2013 a Content Aturcara Jemputan ke Bengkel Pe o Mew Semua Maklumat Berkenaan Perju Navigate Atur Cara Bengkel Pemurnian
25. 2013 MAMPU 100 1 1 5 1 Notes User need to make sure at least there is a record in the favourites tray If not user can refer to Maintain Favourites Tray List to add record s User Manual Page 55 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 2 Right click on the selected File The following screen will be displayed Main Favourites 3 Refresh E Preview Mode E Title Record Number PENGURUSAN PENTADBIRAN E E Peraturan Pilihanraya 20 Properties 4 Content New Navigate Details Send To Remove From Administration Export to XML Record URL Communication History Mouse over New and click Record m O m m m mum a Content Gay Navigate Es Create New Volume Details Send To Remove From Administration Export to XML Record URL Communication History User Manual Page 56 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents Select Record Type for New Record screen will appear Select Record Type for New Record af Ok Cancel Name Akta Ordinan Audio a Cabutan Keputusan Jemaah Menteri Carta Dokumen Tender Sebut Harga Email m Faks Continue the operation starting from step 3 Capture Digital Document section User Manual Page 57 of 165
26. CLUB MONTLY MEETING FAIL M o c cw pw r3 o 3 3 test on surat menyurat with attachment e Surat empat 3 ddvdd 1st lampiran in surat menyurat Pal test on Surat menyurat record type gj 25 PENGURUSAN KEWANGAN Penurunan K gj E PENGURUSAN KEWANGAN Penurunan E PENGURUSAN PENTADBIRAN Jemputan al SDFa A A A A A A A A A A A A icon Search Result screen will appear on a new Record Number MAMPU 100 1H 2 JLD 1 MAMPU 100 11 1H JLD 2 1 MAMPU 100 1H 2 3 MAMPU 700 4 2 2 1 LAMPIRAN 2012 5 MAMPU 200 1 4 14 MAMPU 700 4 2 2 DGKOM 200 12013 1 4 DGKOM 200 12013 1 3 DGKOM 200 12013 1 1 DGKOM 200 12013 1 MAMPU 100 5 3 1 DGKOM 200 12013 1 5 MAMPU 100 6 1 6 LAMPIRAN 2012 4 MAMPU 100 7717101 MAMPU 400 9 2 1 PEMANDU 400 9 2 1 MAMPU 100 18 2 1 berjaya 2 7 Date Registered 08 12 2012 06 20 PM 08 12 2012 06 50 PM 08 12 2012 08 11 PM 102 2012 02 46 PM 112 2012 04 45 PM 07 04 2013 02 20 PM 28 11 2012 11 25 AM 26 03 2013 05 43 PM 26 03 2013 05 42 PM 08 01 2013 11 32 AM 08 01 2013 11 29 AM 11 2 2012 04 45 26 03 2013 05 52 PM 10 12 2012 03 37 PM 11 2 2012 04 45 PM 08 12 2012 07 01 PM 2811 2012 11 41 AM 29 11 2012 02 35 PM 2811 2012 11 10 AM 12 04 2013 06 21 PM User Manual Page 123 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record Boolean Search using AND The AND operator matches documents whe
27. Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 4 3 3 Capture MS Outlook Email Scenario User received an email message through Microsoft Outlook and they want to capture it into the system a Capture MS Outlook Email Flow Chart Capture MS Outlook Email LP Open 5 Qutlook Email Select specific email Right click on selected email click Capture Fill in all data for Metadata form Update Record type amp Metadata to all email attachment Fill in all data for Catat Minit form Click Save button End Figure 4 10 Capture MS Outlook Email flow chart User Manual Page 58 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents b Capture MS Outlook Email Procedure Capture MS Outlook Email 1 Open the Microsoft Outlook 4 Favorites Sj Inbox 181 23 Sent Items Deleted Items 1 Search Inbox Ctrl Newest on top Arrange By Date Today Suhanah Roslan Fwd Iso Compliance 4 mardhiah dgkom com my A Inbox 181 GA Drafts 2j Sent Items Deleted Items 1 Monday 5yawalliah via Dropbox Mon 4 56 P Reminder Syawalliah Mohd Yamin Tg Junk E mail 5 Sharifah Shekhah Mon 1 47 PM Isi Outbox Assignment Report Form New R55 Feeds 4 Sharifah Shekhah Mon 1 38 PM Lg Search Folders New staff wef 1st July 2013 Last Week 2 Click the selected email and click Cap
28. Filename Status perasmian hari alam sekitar mp3 dh Add Remove 3 Reset sik Upload Close Click Reset button to remove the record upload User Manual Page 76 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 7 Click the Close button to return to Data Entry Form Upload dialog x Ready for new upload s Filename v Status C fakepath AGAA pdf WOK dp Add Remove XX Reset Upload The Data Entry Form will appear again Main Mew Record lal Save 3 Close Scan dr Upload Metadata Minutes Access Control Related Records Audio Tajuk Fail Format Audio Bahasa Durasi Tahun Diterbitkan Penerbit 8 Enter all metadata Field Label with red asterisk is a mandatory metadata Search the File from Fail metadata by click the User Manual Page 77 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents The Search Form will appear Browse by Classifications YOK Retest Search Record a Classification Number Tik Date Created D afu APL E af uw PENGURUSAN PENTADBRAN af mwa PENGURUSAN TANAH BANGUNAN DAN NFRASTRUKTUR alg Aa PENGURUSAN ASET af Aa PENGURUSAN KEWANGAN aj Aa PENGURUSAN SUNGER MANUSIA al uuan PENODENAN PENTADBRAN DAN PENYAMPAIAN ERKHOWATAN al uu PENGURUSAN PROJEK SEKTOR AWAN
29. History Alert message will pop up as below 9 Send To Favourites User Manual Record added to favourites successfully Page 150 of 165 Digital Document Management System DDMS DDMS USER GUIDE Maintain Favourites Tray List S Select Disseminate menu and click Favourites to view added File s Record s La Disseminate D Browse By Classifications BB Advance Search lg Saved Search New added file s record s will appear in Favourites list Main s Browse By Classific Favourites BRefresh Preview Mode Title Record Number P Peraturan Piihanraya 2013 MAMPU 200 1 1 1 18 Adding File s or Record s to Favourites tray by dragging the selected to Favourites menu 1 From Disseminate menu click Browse by Classification _ Disseminate LJ Browse By Classifications BB Advance Search zd saved Search Favourites da Recent Records Classification screen will appear on a new tab Classification Add F Refresh amp Fiter Classification No te 3 MAMPU 4 J MAMPU 100 PENGURUSAN PENTADBRAN 3 amp MAMPU 200 PENGURUSAN TANAH BANGUNAN DAN NFRASTRUKTUR d MAMPU 304 PENGURUSAN ASET MAMPU 400 PENGURUSAN KEWANGAN d MAMPU S00 PENGURUSAN SUMBER MANUSIA J MAMPU 600 MODENAN PENTADBIRAN DAN PENYAMPAIAN PERKHOMATAN MAMPU 700 PENGURUSAN PROJEK SEKTOR AWAM User Manual Page 151 of 165 Digital Document Management System DDMS DDMS
30. Makan Malam Samakan Modul Cronin ambeng Dengan homies saya darah merujuk kepada perkara di als 2 Bepari yang huarspuan sedia maklum Bengkel Pemumian Dakuman System Design EDE DOME bersama subject matter export SME Arkib Negara Aneka Ara Can Ties Perce STS Malaysia JAN telah labaoraban 27 dem 28 2013 Hal daripada acl tersebut 4 modul telah diaemak dan signent ko alas 2 moda Iaitu Modul Setup and Configuration dan Modul Croat telah laksanakan pada 28 Was 2013 3 Sehubungan dengan Eu bengkel Inl akan dilanjuikan bagi melaksanakan akan ka atasi Bamakan Modul Maintain bangan 1 lagi medu dan algr at he laa 3 medul kain saperi butan berikut Sign OT Modul Botup and Configuration dan Medal Tarikh 28 Mpe 2013 Tempat BID Thon amp Raakdoneg Hotel Universiti Tenaga Masonal Untk Kampus Putrajaya KM T Jalan KRAMJUNITEN Atur Cara Separ di Lampiran 3 Fina du kahan tm aan Hp Bangkai Dalaman DE An dhargal dan didahulul dengan ucapan terima kasih Sig CF Modul Cromie dan Medal Administer sekian Minum Patang Thumb View 10 Click Thumb view to display multi pages at the thumb nail icons ecords Thumb View User Manual Page 100 of 165 Digital Document Management System DDMS DDMS USER GUIDE View This funtion can not be used in fit width view fit page view and rotate page The thumb view will be displayed as below i amp
31. Recent Records Click ane of the records Click button to view pane fat the bottom of the Recent Records Metadata about selected record wall be displayed Figure 4 30 Recent Record flow chart User Manual Page 156 of 165 Digital Document Management System DDMS DDMS USER GUIDE Recent Records 4 8 2 Recent Records Procedure 1 In Disseminate menu select Recent Records Browse By Classifications A Principals EB Advance Search D Saved Search _ Favourites Bl Recent Records List of Recently record will be displayed Note By default recent record screen is displayed in normal mode Main da Recent Records jg Send All To Report 3 Refresh Preview Mode Title Record Number Semua Maklumat Berkenaan Perjumpaan 505 MAMPU 200 1 1 1 14 THE SLEREXE COMPANY LIMITED MAMPU 200 17171119 E Feraturan Pilihanraya 2013 MAMPU 200 17171118 Perjalanan utara MAMPU 100 1 1 2 9 2 At the bottom right hand corner of the Recent Records window there is a button to ae view pane Main a Recent Records P Send All To Report Refresh 3 Preview Mode Actions IX E Title Record Number E Semua Maklumat Berkenaan Perjumpaan 505 200 1 1 1 14 E THE SLEREXE COMPANY LIMITED MAMPU 200 14141019 E Is Peraturan Pilihanraya 2013 MAMPU 200 17171118 E Perjalanan Ke utara MAMPU 100 1 1 2 9 4 sss Mm Page 1 of 1 PI a Displa
32. Record 11 Click the HH button at Word Searches folder and click Title Word Searches am Author am Batch Id am Combined Title li Creator Name am Creator Username am Description m Notes The following item will appear Search wf Ok 6 Cancel lg Save Sear Query Filter Sort Search by Title 7 Equal AND on NOT Delete Reset Date Registered is BETWEEN 07 11 2012 and 07 04 2013 Or Title is Blank 12 Atthe column Equal To user neet to fill in the word title user want search Egual To atur cara bengkel pemurnian part 3 The word Blank will change to atur cara bengkel pemurnian part 3 as below Search af Ok Cancel Query Filter Sort Search by Title Equal To atur cara bengkel pemurnian part 3 AND oR NOT New Delete Reset Date Registered is BETWEEN 07 11 2012 and 07 04 2013 Or Title is atur cara bengkel pemurnian part 3 User Manual Page 135 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record 13 14 Click the Filter tab as follow af Ok Cancel Query Sort The conrtent for Filter tab will be displayed Search x Ok Cancel la Save Search Query Filter Sort E Browse for Record Types e Remowe E Name Click Browse for Record Types file icon Dialog for Record Type will be displayed
33. Record Under UUMS tab Select Record of document Fill in all data for Metadata form Fillin all data for Catat Minit form Click Save button Figure 4 11 Capture MS Office Document flow chart User Manual Page 67 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents b Capture MS Office Document Procedure 1 2 3 Open Microsoft Office Document application and click DDMS menu tab This exercise using Microsoft Word 2007 In addition these steps also can be applied for Microsoft Excel and Power Point Note If user had been changed their DDMS password user need to change the settings User can refer to steps in Add In Downloads and Settings module to do so Page Layout Change Settings Jg P About Capture Record Record Manager Settings Click the Capture Record button Page Layout Change Settings P About Record Record Manager Settings Confirmation screen will appear Capture User Manual Page 68 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents Create a new record screen will appear Create a new record Record Type s Mame Akta Ordinan Audio em Cabutan Keputusan Jemaah Menteri Carta Dokumen Tender Sebut Harga Emel Faks 5 5 Foto l Garis Pa
34. Record Type gt ef Ok BE Cancel 8 Select All Deselect All Name 8 Akta Ordinan EE Audio Gu Cabutan Keputusan Jemaah Menteri n Carta Dokumen Tender Sebut Harga Email F3 Fg py m9 pgs m p m m Lk Garis Panduan Panduan sal k User Manual Page 136 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record 15 Users canfSelect All icon or specific item In this case we want to select Lampiran Laporan Lukisan Teknikal and Maklum Balas Mesyuarat The selected item as follow Record Type wf Ok XX Cancel 8 Select Al E Deselect All Name k Kertas Jemaah Menteri 3 mi Kertas Kerja Kertas Konsep lt i Lampiran I LA Laporan E 7 Lukisan Teknikal I Maklum Balas Mesyuarat LJ Memo i Minit Mesyuarat hi Nota Jemaah Menteri oF Nota Mesyuarat Perbincangan mr i Pw mw mm I 16 When it done click Ok icon to fill selected item into Filter Selected record type will be displayed Search x af Ok Cancel lg Save Search Query Filter Sort 5 Browse for Record Types e Remove Mame di Lampiran LA Laporan Lukisan Teknikal iii Maklum Balas Mesyuarat 17 Remove button is used to remove selected record type for filtering User Manual Page 137 of 165 Digital Document Management System DDMS DDMS USER GUIDE
35. Select Association tab for view only Select Security tab for view only select Access Control tab for view only Figure 4 6 View details flow chart User Manual Page 32 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings b View Details Procedure 1 At Settings and Download section click on View Details menu Fa Settings and Download a LJ user Preferences c The following screen will be displayed on your screen View Details x id Save J Cancel General Associations Security Access Control Type Person E Hame PRJuser2 Email Can Login User Name prjuser2 Is Internal Active From Active To Click at Associations tab The following screen will be displayed View Details Gal Save Cancel General Associations Security Access Control Member Of Default Unit Pemodenan Tadbiran Dan Peran Pegawai Rekod Jabatan User Manual Page 33 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings 4 2 3 Add In Downloads and Settings Scenario When the user want to capture MS Outlook email and MS Office document into the system but his her workstation does not have the Add In installed they need to download the Add In from the system and install it to their workstation a Add In Downloads and Settings Flow Chart Login to DDMS Have Addin software Click Download menu Click on Addin Installer
36. button to proceed amp Hide Cc Ky Clear Cancel Other buttons and their function list are as below l Hide Cc button to hide the Cc field ii Clear button to clear the entire field filled by user iii Cancel button to cancel Email sent successfully will appear for a successfully sent email LL Email sent successfully User Manual Page 88 of 165 Digital Document Management System DDMS DDMS USER GUIDE View 4 4 View This is scenario to view the metadata and contents of all captured electronic documents The electronic document including metadata can be retrieved by using search request or through browse by classification function 4 4 4 View Records Flow Chart a Main View Records Flow Chart Main Menu View Record Disseminate Menu Browse by Classification Expand Record List Record Menu selection Properties 1 ae Content x CROSS Navigate lt Send To Figure 4 14 View records flow chart User Manual Page 89 of 165 Digital Document Management System DDMS DDMS USER GUIDE View b View Records View Flow Chart Content Click View to see view option H Click Download to download data End Figure 4 15 View records Content flow chart User Manual Page 90 of 165 Digital Document Management System DDMS DDMS USER GUIDE View l Content View Flow Chart 0 View Ciek Content menu and c
37. current set of search methods It is used in conjunction with the AND operation LIKE is used to search for a specific pattern of the records that match with the criteria It enables a searching to be part of the string using the wild card character New adds a new set of search methods at the bottom of the list in the Current Selection box Delete deletes the currently highlighted set of search methods from the Current Selection box Reset deletes all of the search methods from the current selection box so user can start a fresh search User Manual Page 133 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record Q New 8 Click on New 9 In this case we will use OR function Tick OR radio button New line will be added Search w Ok Cancel Query Filter Sort Search by Date Registered Equal To A AND OR NOT LIKE New Delete Reset Date Registered is BETWEEN 07 11 2012 and 07 04 2013 Or Date Registered is Blank 10 Click Sh the Search By field Search by List of Search Methods display as below Search Methods ef Ok 3 Cancel 9 Archiving a 8 Classificaton D Content 9 JJ Date Navigation 9 J Numbers 3i L7 Principal 9 7 Properties 9 Security a Word Searches User Manual Page 134 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or
38. eGovernment The project is positioned under the Communications Content and Infrastructure one of the 12 National Key Economic Areas NKEA which have been identified by the Malaysian Government for Economic Transformation Programme ETP DDMS is a cloud based system that is designed to manage the creation and maintenance of electronically created documents of the Malaysian public sector agencies within a specific classification scheme apply retention and disposal schedules and control access and use The fundamental objectives of the DDMS project are as follows e Replace paper records with digital records e Progressively eliminate the use of paper e Enable digital and non digital documents to be created captured stored maintained and used electronically and e Enable all government matters such as presentation material delivery internal circulars and letters between agencies departments to be made electronically In order to ensure compliance to national standards DDMS was engineered to conform to the following standards endorsed by Arkib Negara Malaysia ANM e MS ISO 16175 Information and Documentation Principles and Functional Requirements for Electronic Records in the Office Environment MS 2223 1 2009 Information and Documentation Records Management Part 1 General ISO 15589 1 2001 IDT and MS ISO 2223 2 2009 Information and Documentation Records Management Part 2 Guidelines ISO T
39. link the installer to local PC Unzip the downloaded file Install the Addin software Open MS Word with DDMS plug in Click on Change Setting in MS Word to connect to DDMS Figure 4 7 Add In download and Settings flow chart User Manual Page 34 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings b Add In Downloads and Settings Procedure Downloads Add In application 1 At Settings and Download section choose Downloads menu F Settings and Download Loser Preferences A Change Password View Details Downloads The following screen will be displayed Downloads List Microsoft Office Adan Barcode Font Manual Guide Microsoft Office AddIn harja Addins are allows you to Check In Document in 2003 and above on Microsoft Office programs System ants Operating Systems Windows Server 2003 Windows XP Windows Weta Windows 7 This Installer Works With the Following Programs Microsoft Office Word 2003 and above Microsoft Office PowerPoint 2005 and above Office Excel 2003 and above Outleck 2003 amd above AddIn Installer Microsoft Office 2003 Microsoft Office 2007 Microsoft Office 2010 pp a nn pp Office Addin 2007 Office Addin 2010 Barcode Font Download Link Manual Guide 1 Admin Manuel d User Manuel 2 Click on Add In Installer link to download the relevant Office Add In It depends on the Microsoft Off
40. the login page click the Forgot Password link Username Example 450203101233 mampu Password Ji The following pop up window will be displayed on your screen Forgot Password Password recovery request will be sent to the email address entered below NOTE The email address must also match the email address of the registered username Username Email Address NRIC Agency a Request Password Recovery 4 Enter your username and email address The following screen will be displayed on your screen User Manual Page 18 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login Forgot Password Password recovery request will be sent to the email address entered below NOTE The email address must also match the email address of the registered username Username 67 1104125465Omampu Email Address ahmad mampu gov my Request Password Recovery 5 Click on the Request Password Recovery button The system will verify the Username and Email Address entered against the database if successful the notification message will be prompted The following window will be displayed Password recovery request has been sent to ahmad amp mampu gov my 6 Go to your mailbox 7 Open the email that bears the subject You ve requested a Password Recovery and the content of this email is as follows New Password will be sent through the mail b
41. to fill in Minit field Catat Minit screen will appear Catat Minit amp Catat Minit Cancel 14 Fillin Catat Minit field and click Catat Minit button Cancel button to cancel the action Catat Minit amp Catat Mint Cancel Cataloging new email screen will appear again A Email A Saye Email Details Minutes Access Control Related Records Minit Lampiran User Manual Page 65 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 15 User need to click Save button to confirm The following message will appear Record has been captured successfully 16 Click OK button to proceed Successfully captured email will be prefixed with DDMS text in Microsoft Outlook L3 Inbox Search Inbox D Arranged By Date Newest on top T Last Week 22 Mohd Arnizam Md Aris dkchua sample UAT document ul 3 dkchua Thu 11 4 User Manual Page 66 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 4 3 4 Capture MS Office Document Scenario When user want to capture the MS Office document s such as Word Excel or PowerPoint into the system from within their native MS Office application a Capture MS Office Document Flow Chart Capture MS Office Document Open selected Word Document to Capture Make sure document Change Settings was done Click Capture
42. 0 1 1 1 Content Navigate Details Send To Remove From HO POOH Administration Export to XML Record URL J Communication History User Manual Page 154 of 165 Digital Document Management System DDMS DDMS USER GUIDE Maintain Favourites Tray List 4 Select Remove From menu and click Remove From Favourites U 100 1 7H 2 200 1 1 1 18 PU 100 1 7A 1 New PU 200 144 Properties Content Navigate Details a Send To Remove From ag Remove From Favourites um CA Remove from Containe Administration Jg Remove from Container Export to XML Record URL Communication History If success the following message will be displayed Remove From Favourites Record successfully removed from favourites User Manual Page 155 of 165 Digital Document Management System DDMS DDMS USER GUIDE Recent Records 4 8 Recent Records Scenario When the user need to find the records recently accessed or modified by him her This tray allows user to access the records without having to perform a search The Recent Records Tray displays all the records that have been recently created accessed or modified by the current logged on user The records accessed by the current logged on user within the past 15 days will be kept in the Recent Record Tray and it is limited to the last 30 records only 481 Recent Records Flow Chart Recent Record Go to Disseminate Menu Click
43. 0 1 1 5 1 Title Peraturan Pilihanraya 2013 Records Attached Record Mumber Title MAMPU 100 1 1 5 1 Peraturan Pilihanraya 2013 Subject and Message field are automatically filled by the system 6 At To field click amp button to select an email address from Principals data Note Click amp button clear the To field User Manual Page 85 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 7 8 9 User Manual Principals screen will appear Principals Event Log my A ctions Add 88 Refresh Quick search based on name external id or ema Name amp Principal Type amp ABU ABDUL MUIZ BIN ABD AZIZ Person amp ABU BAKAR BIN HAJI ISMAIL Person abu bakar spp gov my amp admin Person sksoo dgkom com my F7 a admin1 Person umi dgkom com my amp admin mampu Person AGI Organization amp ahmad Person 8 ali Person H Analyst Position amp Application Team Person sksoo dgkom com my a Bilik Fail Tingkat 1 Location Bilik filing tgkt 3 Organization amp ChuaDK Person dkchua233 yahoo com Page 1of2 b 7 Please select a valid principal Displaying 1 40 of 70 Jf Ok 3 Cancel If the email address is not registered in the system user can key in the email kk 37 address at To field User can use as a separator between emails Browse and tick the checkbox to select the Pr
44. 007 on pour computer Click Nest to start the installation User Manual Page 38 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings 10 Click button and the following dialog box displayed the installation in progress fia Addin for Office 2007 Installing Addin for Office 2007 Addin for Office 2007 1s being installed Please wait Cancel 11 Watt until the installation is completed 12 Click Close button to close the screen The following screen will be displayed on your screen 38 Addin for Office 2007 Installation Complete Addin for Office 2007 has been successfully installed Click Close to exit Please use Windows Update ta check for any critical updates to the Framework Cancel E Close User Manual Page 39 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings 13 To configure Microsoft Office Word open the Microsoft Office word there should have DDMS appear in the Menu bar eid 9 550 E 3 qus Home Insert Fage Layout References Mailings X Cut amp Calibri Body 33 Copy Paste JY Format Painter Clipboard Tu s Font o ESSI Paragraph Z U oe x Ar A 14 Click the Menu and the following items display The following screen will be displayed Page Layout Change Settings db About Capture Record Recor
45. 012 05 21 PM 10 12 2012 02 59 PM 10 12 2012 02 58 PM 10 12 2012 02 45 PM 08 12 2012 05 34 PM 10 12 2012 02 58 PM 10 12 2012 02 59 PM Boolean Search Using NOT The NOT operator excludes documents that contain the term after NOT In more technical terms This is equivalent to a difference using sets The symbol can be used in place of the word NOT The NOT operator cannot be used with just one term For example the following search will return no results NOT surat mesyuarat da Enter surat pekeliling NOT minit mesyuarat at the Quick Search field User Manual Page 125 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record User Manual 2 Press Enter or click da icon Search Result screen will appear a new tab E Title H 5 PENTADBIRAN Perundangan Pekeliling Surat Pekeliling 1 E PENGURUSAN PENTADBIRAN Perundang Main 1 Search Results Ja Send All To Report 23 Refresh IE Preview Mode Pa 2nd lampiran 3 E PENTADBIRAN Perundangan Pekeliling 3 E PENGURUSAN PENTADBIRAN Perundang E PENTADBIRAN Perundangan Pekeliling d PENTADBIRAN Perundangan Pekeliling 3j E PENGURUSAN PENTADBIRAN Perundang i 25 PENGURUSAN PENTADBIRAN Perundang H E PENGURUSAN PENTADBIRAN Perundang Boolean search using operator The or prohibit operator excludes records that co
46. 10 m Save Fill all the metadata and click Save button Updated Lampiran will appear on Cataloging new email screen DDMS USER GUIDE Creating and Capturing Documents DDMS DIGITAL DOCUMENT MANAGEMENT SYSTEM Email ixl Save Metadata Minutes Access Control Related Records Tarikh dan Masa Hantar 18 06 2013 3 02 22 00 PM ww Tarikh dan Masa Terima 18 06 2013 3 02 22 00 PM 5 s Lampiran Title Record Number Date Registered 03 07 2013 02 14 PM Re Fwd Multiple mistakes in the Disp Misfiling Remark Record Type Garis Panduan Panduan Is Date Registered and Lampiran Type column has been filled automatically 11 Repeat step 8 to 10 to add more attachment lt Email id Save Email Details Minutes Access Control Related Records Tarikh dan Masa Hantar 11 04 2013 3 02 53 55 v A 9 Tarikh dan Masa Terima 11 04 2013 3 02 53 55 PM jx al Lampiran Title Record Number IK Pelanjutan Bengkel Pemurnian Dokumen System Design Specification SDS DDMS pdf e memo bengkel doc Record Type 16 04 2013 06 38 PM Garis Panduan 16 04 2013 06 42 PM Minit Mesyuarat User Manual Page 64 of 165 n Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 12 Click the Minutes tab a Email A Saye Email Details Minutes Access Control Related Records Minit 13 Click button
47. 5 PENGURUSAN PENTADBIRAN Perundanga HE MAMPU 100 1 6 PENGURUSAN PENTADBIRAN Perundanga BE MAMPU 100 1 7 PENGURUSAN PENTADBIRAN Perundanga B E 100 1 7 1 JLD 1 Pekeliling Dalam Jabatan Tahun 2012 Di rw m sp m ep ra TAN Is s HE MAMPU 100 1 8 PENGURUSAN PENTADBIRAN Perundanga HE MAMPU 100 1 9 PENGURUSAM PENTADBIRAN Perundanga 3 3 4 Right click and hold the selected file record drag it to the Favourites menu B E MAMPU 100 177 1 JLD 1 1 MAMPU 100 1 7 1 2 A Disseminate 3 A MAMPU 100 1 7A 1 E E d Browse By Classifications EB Advance Search BE MAMPU 100 1 9 Favourites 22 Recent Records m ig MAMPU 100 2 2 selected rows J ee mr fa MAMPU 100 3 User Manual Page 152 of 165 Digital Document Management System DDMS DDMS USER GUIDE Maintain Favourites Tray List 5 Successfully message will appear Ga Record Favourites saved successful Record added to favourites successfully_ Select Disseminate menu and click Favourites to view added File s Record s Disseminate D Browse Via Classifications HB Advance Search Saved Search lt Favourites 32 Recent Records New added files s record s will appear in Favourites list Main A Browse By Classific wi Favourites 2 Refresh Preview Mode Record Number MAMPU 100 177 1 2 MAMPU 200 1 1 1016 MAMPU 100 1 7 1 1 MAMPU 200 1 1 1 Removing the File s Record s from
48. A A A A User Manual Page 149 of 165 Digital Document Management System DDMS DDMS USER GUIDE Maintain Favourites Tray List 3 Right click on the selected File Main Browse By Class E Refresh Quick search based on Full Number or Title 7 Classification Number Title Sig MAMPU 200 eg MAMPU 200 1 SL 200 1 1 GB MAMPU 200 1 1 1 E MAMPU 200 1 gy MAMPU 200 1 8 8 MAMPU 200 1 MAMPU 200 1 Ei MAMPU 200 1 gi m MAMPU 200 1 PENGURL PENGURL Properties Content New Navigate Details H g Fs s s s 3 MAMPU 200 1 MAMPU 200 1 MAMPU 200 1 MAMPU 200 1 MAMPU 200 1 MAMPU 200 1 MAMPU 200 1 E MAMPU 200 1 GG MAMPU 200 1 1 1 6 Send To Remove From 5 Administration Export to XML Record URL Communication History HTML he 4 The following alert message will be displayed Properties j Content New Navigate Details Remove From Administration Export to XML Record URL kerja pembinaan jambatan Rayuan 1997 itan Pelaksanaan User Acceptance SLEREXE COMPANY LIMITED Iran Pilihanraya 2013 Jemputan ke Bengkel Permurniai Send Favourites Send To Mail Send To Report Template onic Government Activities Act Part onic Government Activities Act Part onic Government Activities Act Communication
49. AGEMENT SYSTEM Username 450203101233 mampu Example 450203101233 mampu Password Forgot Password Resel Login Failed Username or password is invalid User Manual Page 20 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login 4 1 4 Change Password as Precaution Scenario When the user feels that his her password is no more secure and decided to change the password by clicking the Change Password button The system will prompt the user to enter his current password and a new password The system will prompt the user to enter this new password the next time they attempt to login into the system again a Change Password as Precaution Flow Chart Reset new password Click Change Password menu Enter current amp new password Click on Save button Figure 4 4 Change password as precaution flow chart User Manual Page 21 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login b Change Password as Precaution Procedure 1 Under Settings and Download section click on Change Password menu F Settings and Download Ba AI User Preferences View Details C9 Downloads The following dialog box will be displayed Change Password x Ok fi Clear M Close Password Password Confirm Password 2 Enter Current Password New Password and Confirm Password Change Password x ok V Clear 3 Close Password PIL Passw
50. AN PFNTADRIRAN Prnnram Keriasama Dalam Neneri No data to display 7 Click OK button to confirm Refresh button to refresh the screen User Manual Page 70 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents The selected File will be filled automatically on the Fail field Fail MAMPU 100 1 5 2 8 Click Minutes tab Metadata Minutes Access Control Related Records Minit 9 Click 9 button to fill in Minit field Note 1 button to clear Minit field Catat Minit screen will appear Catat Minit of Catat Minit J amp Cancel 10 Fill in Catat Minit field and Catat Minit button Click Cancel button to cancel the action Metadata Minutes Access Control Related Records Minit Lampiran User Manual Page 71 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 11 Click Save button to save record or Close button to cancel User Manual Page 72 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 4 3 5 Capture Digital Document Audio and Video Scenario When a user has a digital document such as audio and need to be captured into the system they can upload using this feature a Capture Digital Document Audio and Video Flow Chart Capture Digital Document Audio Click New Record menu
51. C Notebook specification should have at least the following specification Network 1GovNet network access Processor 1 Gigahertz GHz or faster 32 bit x86 or 64 bit x64 processor 2 Operating System Microsoft Windows XP or higher Web Browser Google Chrome best view Internet Explorer or Mozilla Firefox with updated flash version and Office Automation Software Integration Microsoft Office Word Excel PowerPoint Outlook The native client will be provided in the form of Add Ins that will be installed onto Microsoft Office for Windows version 2003 2007 and 2010 Email Client Microsoft Outlook Component of Microsoft Office 2003 2007 2010 Details on how to operate the DDMS system will be discussed in the following section DDMS Call Center DDMS is supported by a dedicated call center consisting of trained personnel The call center will be operating 24x7 to provide assistance with troubleshooting and technical support For technical support please contact the DDMS Call Centre at 603 5650 5020 The call center can also be reached through email at dgkcc dgkom com my User Manual Page 10 of 165 Digital Document Management System DDMS 3 DDMS ACCESS MATRIX Access Matrix 3 DDMS ACCESS MATRIX Module Sub module Setting and Download User Preferences Change Password View Details 4 Download Setup amp Configuration 1 Classif
52. CS Sea aa Na 129 Maintain PAVOUNICS Tray LIST E 148 4 7 1 Maintain Favourites Tray List Flow Chart Wa 148 4 7 2 Maintain Favourites Tray List Procedure la 149 Rise 9 kana on asma aa 156 4 8 1 Recent Records Flow pieds vu vadit sex Frac 156 4 8 2 Recent Records 157 Ve PN ID Sl ek TT 160 491 View Principal Flow Chart oo 160 4 9 2 View Principal Procedure Woo 161 User Manual Page iv Digital Document Management System DDMS LIST OF TABLES List of Table LIST OF TABLES Table 1 Abbrevialo0ns aranana tani A a a aa ag E a a a a MA aa Table 2 Access Mak PERENNE User Manual Page 5 of 165 Digital Document Management System DDMS LIST OF FIGURES List of Figure LIST OF FIGURES Figure 4 1 Main User Login flow ChaTrt 2x Woo mna 12 Figure 4 2 Using valid Username and password flow chart a oom oom Wak 13 Figure 4 3 Forgot password flow Chaft Woo Woo Wana 17 Figure 4 4 Change password as precaution flow chaTrt Woo Woo 21 Figure 4 5 Customized user preferences flow chart ooooWoo Woo Wa 24 Figure 4 6 View details flow chart 32 Figure 4 7 Add In
53. MPU 70D PENGURUSAN PROJEK SEKTOR AWAM o x xp a a a pa Page 1lof1 14 Search the File by clicking icon Browse by Classifications wf OK F3 Refresh Quick search based on Full Number or Title Classification Number Title cg MAMPU 100 10 PENGURUSAN PENTADBIRAN Penerbitan Jabat i MAMPU 100 11 PENGURUSAN PENTADBIRAN Teknologi Maklur aL MAMPU 100 1171 PENGURUSAN PENTADBIRAN Teknologi Maklur E LJ MAMPU 100 1 1 27 PENGURUSAN PENTADBIRAN Teknologi Maklu 9 Es MAMPU 100 11 2 K MAMPU 9 Ea MAMPU 100 11 2 2 E Perolehan B Ea MAMPU 100 11 2 3 Sistem Pengesahan Kehadiran BE MAMPU 100 11 2 4 E mel 9 Ea MAMPU 100 11 2 5 ScoreCard 89 MAMPU 100 11 2 6 E HR PERKESO 89 Ea MAMPU 100 11 2 7 E Ratting E MAMPU 100 11 2 9 DDMS Project BE MAMPU 100 1113 PENGURUSAN PENTADBIRAN Teknologi Maklun BI MAMPU 100 11 4 PENGURUSAN PENTADBIRAN Teknologi Maklun F MAMPU 100 127 PENGURUSAN PENTADBIRAN Pengurusan Rek Li A RIO Anh A94 HERA amp KI DIERET KDI A EI hese 3 Page alofi b Fl User Manual Page 49 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 15 Select the File by tick on checkbox Browse by Classifications P OK F3 Refresh Quick search based on Full Number or Title Classification Number Title eg MAMPU 100 10 PENGURUSAN PENTADBIRAN Pen
54. Main A Principal A Browse Venue Add Refresh Quick search based on name or email E Mame Frincipal Type Email Profile F ij Bilik Fail Tingkat 1 Location User Manual Page 164 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Manual Page 165 of 165
55. Malaysia MAMPU 100 PENGURUSAN PENTADBIRAN HH MAMPU 200 PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR E3 MAMPU 300 PENGURUSAN ASET E MAMPU 400 FENGURUSAN KEWANGAN HH MAMPU 500 PENGURUSAN SUMBER MANUSIA E3 F MAMPU 600 PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PERKHIDMATAN MAMPU 700 PENGURUSAN PROJEK SEKTOR AWAM 2 Browse the classification until record level and select the record CG Ia MAMPU Unit Pemodenan Tadbiran dan Perancangan Gl MAMPU 100 PENGURUSAN PENTADBIRAN zi 5 MAMPU Z200 PENGURUSAN TANAH BANGUNAN DAN INFRA CG MAMPU 200 17 PENGURUSAN BANGUNAN DAN INF RS BES MAMPU 200 1 1 PENGURUSAN TANAH BANGUNAN DAN INFRA Gm MAMPU 200 1 1 1 Pekeliling Am ay MAMPU 200 1 1 1 22 Akta Rayuan 1997 MAMPU 200 1 1 1C21 Jemputan Pelaksanaan User Acceptance Test 1 Tau MAMPU 200 17171119 THE SLEREXE COMPANY LIMITED Ej MAMPU 200 17171118 Peraturan Pilihanraya 2013 MAMPU 200 17171117 Aturcara Jemputan ke Bengkel Permurnian 2012 MAMPU 200 1 1 1714 Semua Maklumat Berkenaan Perjumpaan SDS MAMPU 200 171 1013 Atur Cara Beng User Manual Page 116 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record 3 Right click on selected record click Content from the context menu and click Download from the sub context menu E Properties Ca Content New it Upload 88 Navigate Check Out E Detak M Undo Check Qut Sen
56. Open the browser and key in URL ddms mampu gov my at the internet browser e CQ f ddms mampu gov my 2 Enter your Username and password Format for username NRIC Agency and click on Login button Example 800617065281 2mampu 800617065281 pemandu User Manual Page 13 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login teh DDMS Usemame NRIC Agency Password 3 If user key in the wrong user name and or password the following screen will be displayed Username 690823083333 mampu Password Forgot Password Login Failed Username or password is invalid Notes Account will be locked if the user tries to login the system for three times and failed User needs to contact administrator to unlock the account User Manual Page 14 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login 4 If the user login for the first time the following window will be displayed to force change a new password Out dated Password According to our policy your password has exceeded its expiration or your password has been changed by someone who is not yourself e g admin To secure your account please change your password New Password Retype Password 1 Change Password Logout 9 Enter your New Password and Retype Password in respective field Note The password must be at least 12 characters long with a combination
57. PEMANDU 600 1111 PEMANDU 600 2 6 4 MAMPU 600 7 2 147 MAMPU G00 7 2 94 PEMANDU 600 1 1 8 MAMPU 1001 7112 PEMANDU 600 2 4 6 The wildcard symbol represents Zero or more characters in the search word or phrase Therefore if the user enters a search word such as tn then this would match records that contains the word teen or tin television in other words any word that begins with a t then followed by zero or more characters then followed by an n 1 Enter t n at the Quick Search field 2 Press Enter or click tab Main i Search Results g Send All To Report d Refresh Preview Mode Title Keadaan Semasa H PENGURUSAN PROGRAM TRANSFORMASI NEGARA J test on access control P Al PENGURUSAN KEWANGAN Akaun Akaun Terimaan 9 25 PEMODENAN PENTADBIRAN DAN PENYAMPAIAN 9 PENGURUSAN KEWANGAN Bayaran Tuntutan Rawa H E PENGURUSAN KEWANGAN Bayaran Tuntutan Rawa 9 25 PEMODENAN PENTADBIRAN DAN PENYAMPAIAN 8 Es PENGURUSAN SUMBER MANUSIA Perkhidmatan Tapi 9 25 PENGURUSAN SUMBER MANUSIA Perkhidmatan Tapi PENGURUSAN SUMBER MANUSIA Perkhidmatan Tapi PENGURUSAN SUMBER MANUSIA Perkhidmatan Tapi PENGURUSAN PENTADBIRAN Penerbitan Jabatan Pe PENGURUSAN PENTADBIRAN Penerbitan Jabat
58. R 15489 2 2001 IDT DDMS provides the technological component of a framework for the systematic and structured management of records It links electronic and non electronic records to activities retains records of past actions and fixes the content and structure of records over time This will ensure that the electronic records generated can be preserved while maintaining their authenticity reliability integrity usability and accessibility at any time User Manual Page 8 of 165 Digital Document Management System DDMS INTRODUCTION OF DDMS Implementation 2 1 2 2 DDMS provides the following management capabilities Efficiency by making information readily available when needed for decision making and operational activities Better use of financial resources by allowing timely disposal of noncurrent records Accountability by enabling the creation of a complete and authoritative record of official activities Compliance by demonstrating that legal requirements have been met and Risk Mitigation by managing the risks associated with illegal loss or destruction of records and from inappropriate or unauthorized access to records DDMS simplifies the records management of a traditional paper based record filings system The system includes an advanced file classification system that is designed based on ANM specifications This feature incorporates the file retention schedules that are associated to
59. Record Type for New Record window will be prompted Select Record Type for New Record w Ok 96 Cancel Name Akta Ordinan Audio D Cabutan Keputusan Jemaah Menteri Dokumen Tender Sebut Harga Fail 2 Select the Record Type by clicking on the checkbox Select Record Type for New Record af Ok Cancel Name da Maklum Balas Mesyuarat E Minit Mesyuarat Nota Jemaah Menteri Mp Nota Mesyuarat Perbincangan Pekeliling 2 Perianiian Memorandum 3 Click Ok button Click Cancel button to cancel the action af oki 3 amp Cancel User Manual Page 44 of 165 Digital Document Management System DDMS Data Entry Form will appear on a new tab There are four tabs in this screen and each has its own function User Manual Metadata tabs contains information that describe about data Minutes tabs contains instruction about the records For example Sila ambil tindakan Access control tabs contains information about the records security level and principals The security level of the records either Terbuka and etc While principals contain information on who access the records At the bottom of the screen there are two checkbox which are File Based Security and Bypass Reference Access Control Level File Based security will follow the record s file security level while Bypass Reference Access Control Le
60. Report Template Templates Record Listing Records Record Type Chart The generated report will be displayed Main d Saved Search Reportis sh Showing page 1 of 3 4 cotopage senarai Rekod Secara Terperinci Mulasuat 1 Tarikh Apr 20 2012 Masa 5 55 20 AM No Rujukan Kami MAMPU 100 11 1 1 1 Tarikh Wujud Dec 6 2012 Jenis Rekod Laporan Tarikh Tutup Tajuk Network bandwidth Nama Pewujud 500 Fal PENGURUSAN PENTADBIRAN Teknologi Maklumat amp Komunikasi Teknologi Maklumat Keselamatan ICT Tahun 2012 No Rujukan Kami MAMPU 100 6 1 1 2 Tarikh Wujud Dec 8 2012 Jenis Rekod Lukisan Teknikal Tarikh Tutup Tajuk Lukisan on DOMS hardware high level architecture diagram Nama Pewujud 500 Fail PENGURUSAN PENTADBIRAN Pengurusan Mesyuarat Mesyuarat Dalam Jabatan Mesyuarat Pengurusan Jabatan No Rujukan Kami MAMPU 100 6 1 1 4 Tarikh Wujud Dec 9 2012 Jenis Rekod Laporan Tarikh Tutup Tajuk test on hybrid Nama Pewujud Sksoo Fal PENGURUSAN PENTADBIRAN Pengurusan Mesyuarat Mesyuarat Dalam Jabatan Mesyuarat Pengurusan Jabatan No Rujukan Kami MAMPU 100 6 1 1 5 Tarikh Wujud Dec 9 2012 Jenis Rekod Laporan Tarikh Tutup User Manual Page 142 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record Showing page 1 of 1 Print report Print report dialog box will be displayed Print Format HTML por Auto amp Alpages Current
61. Searching File or Record 18 To remove filter item select the record type and clik Remove icon 2 Lampiran LA Laporan Lukisan Teknikal Selected items were removed from the filter list Search X af Ok Cancel lg Save Search Query Filter Sort gj Browse for Record Types Remove a m 4 Laporan E Lukisan Teknikal A Maklum Balas Mesyuarat 19 To specify sorting sequence use the Sort Tab Click on Sort tab The content for Sort tab will be displayed Search Ok ME Cancel la Save Search Query Filter Sort Ca Browse for properties Remove ED Mame Order User Manual Page 138 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record Click Browse for properties The following dialog box will be displayed Sort By f Ok 3 Cancel 8 Select All E Deselect All Attributes Properties Name Assignee Author Barcode Batch Id Classification Client Combined Title Container Creator Name Creator Username Date Archived Rate Plane 1 DD s 99 S39 3 89 ii Sort the result list based on the record properties or attributes lil There is two tab which are Attributes and Properties can choose IV Select Date Registered and Record Number from Attributes tab V Click Ok button Properties will insert into sort Search X af Ok Cancel
62. Select Audio Record Type Upload the selected Audio file Fill in all data for Metadata amp Catat Minit form Click Save button Figure 4 12 Capture Digital Document Audio and Video flow chart User Manual Page 73 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents b Capture Digital Document Audio and Video Procedure 1 Go to Create menu click New Record F Create D New Record Select Record Type for New Record window will be prompted Click Cancel button is to cancel creating a record Select Record Type for New Record w Cancel Name ey Akta Ordinan Audio Cabutan Keputusan Jemaah Menteri Carta Dokumen Tender Sebut Harga Emel Es Fail 2 Click on OK button Data entry form will be displayed Main lt New Record zi Saye FE Close E Scan df Upload Metadata Minutes Access Control Related Records Audio Tajuk Fail Format Audio Bahasa Durasi Tahun Diterbitkan Penerbit Every Record has its own metadata ii Field Label with red asterisk is a mandatory metadata User Manual Page 74 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 3 Click Upload button Save Close Scan fe Upload Metadata Minutes Access Control Related Records The Upload Dialog window will be p
63. USER GUIDE Maintain Favourites Tray List 2 Click icon to expand the drop down list Main D Browse By Class Refresh Quick search based on Full Number or Title Classification Number Title m MAMPU Unit Pemodenan Tadbiran dan afg MAMPU 100 PENGURUSAN PENTADBIRAN Bel MAMPU 100 1 PENGURUSAN PENTADBIRAN LE MAMPU 100 1 1 PENGURUSAN PENTADBI SEH MAMPU 100 1 2 PENGURUSAN PENTADBIRAN f BEI MAMPU 100 1 3 PENGURUSAN PENTADBIRAN GE MAMPU 100 1 4 PENGURUSAN PENTADBIRAN LE MAMPU 100 1 5 PENGURUSAN PENTADBIRAN BE MAMPU 100 1 6 SE MAMPU 100 1 7 Qi MAMPU 100 1 7H JLD 1 Pekeliling Dalam Jabatan Tahun MAMPU 100 1 7 1 2 Pekeliling Baru A MAMPU 100 1 7 1 1 Pekeliling SEH MAMPU 100 1 8 PENGURUSAN PENTADBIRAN f BE MAMPU 100 1 9 PENGURUSAN PENTADBIRAN f m MAMPU 100 2 PENGURUSAN PENTADBIRAN f rw mp Jb oup rw ow s ps m mb 39 ns 3 Tick the checkboc to select record file Main D Browse By Class zb Refresh Quick search based on Full Number or Title Pp 7 Classification Number Title rs F MAMPU Unit Pemodenan Tadbiran dan Perancangan 3 F MAMPU 100 PENGURUSAN PENTADBIRAN G F MAMPU 100 1 PENGURUSAM PENTADBIRAN Perundanga HE MAMPU 100 1 1 PENGURUSAN PENTADBIRAN Perundanga HE MAMPU 100 1 2 PENGURUSAN PENTADBIRAN Perundanga HE MAMPU 100 1 3 PENGURUSAN PENTADBIRAN Perundanga BEI MAMPU 100 1 4 PENGURUSAN PENTADBIRAN Perundanga HE MAMPU 100 1
64. agement System DDMS DDMS USER GUIDE Creating and Capturing Documents 3 Tick the checkbox to select the document s File s Main A Browse By Class Refresh Quick search based on Full Number or Title p Classification Number Title 28 mampu la MAMPU 100 Unit Pemodenan Tadbiran dan Perancangan PENGURUSAN PENTADBIRAN 3 id MAMPU 100 17 PENGURUSAN PENTADBIRAN Perundangai ai MAMPU 100 1 1 PENGURUSAN PENTADBIRAN Perundangai 9 Ea MAMPU 100 1 1 2 JLD 1 Pekeliling Khas amp g zz MAMPU 100 1 1 2 JLD 2 Pekeliling Khas es MAMPU 100 1 1 3 Tee Test ACL H MAMPU 100 1 1 4 Pindaan Undang undang Alam Sekitar 2012 Ea MAMPU 100 1 1 5 Akta 2013 Peraturan Pilihanraya 2013 4 Right click the selected document s File s Classification Number Title sd MAMPU MAMPU eg MAMPU 100 eg MAMPU 100 1 SE MAMPU 100 14 Pengurusan Pentadbiran Pengurusan Pentadbiran Perundangan Pengurusan Pentadbiran Perundangan MAM 9 Eg PU 100 1 PU 100 1 1 2 MAMPU 100 1 1 3 B sj PU 100 1 1 4 PENGGUBALAN PENYEDIAAN FINDAAN UNDANG UNDANG PERATURAN Bi MAMPU 100 1 1 4 8 AKTA 123 MAMPU 100 1 1 4 5 Redacted AKTA 563 AKTA JENAYAH gy MAMPU 100 1 1 4 4 Red Properties Bj MAMPU 100 1 1 4 3 34 Content MAMPU 100 1 1 4 2 New A MAMPU 100 1 1 4 1 Navigate eL MAMPU 100 112 Peng BE BEI MAM BE MAM BE MAM BE
65. ajlis Sambutan Perayaan MAMPU 100 186522 5 PENGURUSAN PENTADBIRAN 5 MAMPU 100 16 1 3 H PENGURUSAN PENTADBIRAN Majlis Sambutan Perayaan MAMPU 100 16 1 5 9 ey DDMS DDMS DDMS Test DDMS Test Cataloque Text Messa MAMPU 100 18 1 5 2 Li Audio MAMPU 100 18 1 1 3 PENGURUSAN PENTADBIRAN Majlis Sambutan Perayaan 100 16 1 7 H Memo peringatan MAMPU 0061 2171 Moved Bunyi MAMPU 100 76 1 3 1 a Moved Memo peringatan MAMPU 100 16 2 1 1 Di 0 s cw s s m s es m s o m S3 GEA User Manual Page 120 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record Search using phrase 1 Enter phrase minit mesyuarat at the Quick Search field minit mesyuarat 2 Press Enter or click aa icon Search Result screen will appear on a new tab Main i Search Results jg Send All To Report 23 Refresh Preview Mode Title Record Number Minit M esyuarat Pelaksanaan DDMS di Age MAMPU 100 11 1 1 JLD 211 Minit Mesyuarat DOMS Bil 1 2012 MAMPU 100 1H 2 3 Semua Maklumat Berkenaan Perjumpaan 505 MAMPU 200 1 1 14 PENGURUSAN PROJEK SEKTOR AWAM _ MAMPU 700 4 2 2 Document Management System DDMS PENGURUSAN PENTADBIRAN Perundang MAMPU 100 1 1 2 JLD 4 2 2 HH Minit Mesyuarat DDMS Record Voice MAMPU 700 4 2 2 1 E E E E Wildcard search
66. an Atur Cara Bengkel Pemurnian Part 2 Atur Cara Bengkel Pemurnian part 3 S Delete D Reset Classification Title is PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR Record Number MAMPU 100 11 4 1 1 MAMPU 100 5 1 2 MAMPU 100 1 1 4 MAMPU 100 6 1 1 5 MAMPU 300 1 1 1 1 MAMPU 300 1H 2 1 AGI 00 10 2013 1 4 MAMPU 200 1 1 1 3 MAMPU 400 1 1 1 1 MAMPU 200 1 1 1 12 MAMPU 200 1 1 1 13 Page 147 of 165 Digital Document Management System DDMS DDMS USER GUIDE Maintain Favourites Tray List 4 7 Maintain Favourites Tray List Add files or records that are frequently used to favourites tray for quick access in the future 4 7 4 Maintain Favourites Tray List Flow Chart Maintain Favourites Tray List 50 to Disseminate Menu Click Browse by Classification Expand the drop down list to select the File Right click the selected File Select Send To and click Send to Favourites Click Favourites menu to view added File si Record s Choose File Recard to remove from Favourites list Select Remove From menu and click Remove From Favourites End Figure 4 29 Maintain Favourites Tray List flow chart User Manual Page 148 of 165 Digital Document Management System DDMS DDMS USER GUIDE Maintain Favourites Tray List 4 7 2 Maintain Favourites Tray List Procedure Adding File s or Record s to Favourites tray by using Send To Favourites context menu 1 From Disseminate m
67. an Pe icon Search Result screen will appear on a new Record Number MAMPU 100 1771 1 PEM AANDU 8600 171 1 2 MAMPU 400 1 4 6 MAMPU 8500 9 40 MAMPU 400 3 10 1 PEMANDU 400 3 10 1 MAMPU 800 5 1 2 MAMPU 100 3 171 8 MAMPU 500 2 6 1 MAMPU 500 2 6 2 PEM ANDU 500 2 6 1 PEM ANDU 500 2 6 2 MAMPU 100 10 7 1 MAMPU 100 10 7 2 User Manual Page 122 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record Boolean Search Using OR The OR operator is the default conjunction operator This means that when no Boolean operator between two terms the OR operator is used The OR operator links two terms and finds a matching document if either of the terms exist in a document in more technical terms This is equivalent to union using sets The symbol can be used in place of the word OR jm Enter minit mesyuarat OR surat OR minit mesyurat surat at the Quick Search field 2 Press Enter or click aa tab Main i Search Results Send Al To Report Refresh Preview Mode Title H E PENGURUSAN PENTADBIRAN Perundang Pal Minit Mesyuarat Pelaksanaan DOMS di Age Pa Minit Mesyuarat DOMS Bil 1 2012 li Minit Mesyuarat DDMS Record Voice Pal 2nd lampiran Semua Maklumat Berkenaan Perjumpaan SDS gg es PENGURUSAN PROJEK SEKTOR AWAM Document Management System DDMS Pal Surat dua Pal Surat Satu E SURAT PANGGILAN MEEETING Es SPORT
68. an and may contain mesyuarat use the query 2 Enter fail fungsian mesyurat at the Quick Search field User Manual Page 124 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record 3 Press Enter or click aa Icon Search Result screen will appear on a new tab Main Search Results 5 Send Al To Report Z Refresh Preview Mode E Title gm RE Fail Fungsian 600 amp 700 130912 G E PENGURUSAN PROJEK SEKTOR AWAM Document Management system DDMS Electronic goverment Activities Cm Di Surat Jemputan Bengkel Pemurnian RFP DOMS 9 E JEMPUTAN KE SEMINAR TECHNOLOG E FW Fail Fungsian 600 amp 700 130912 g 8 FW Fail Fungsian 600 amp 700 130912 li Minit Mesyuarat DDMS Record Voice CH mt RE Fail Fungsian 600 amp 700 130912 FW Fail Fungsian 600 amp 700 130912 8 FW Fail Fungsian 600 amp 700 130912 m rw cw ow H op o n3 5 E PENGURUSAN PENTADBIRAN Pengurusa Record Number MAMPU 100 5 2 MAMPU 100 5 2 1 MAMPU 700 4 2 2 MAMPU 700 4 2 2 7 MAMPU 700 4 2 2 6 MAMPU 700 4 2 2 5 MAMPU T00 4 2 2 4 MAMPU 700 4 2 2 3 MAMPU 700 4 2 2 2 MAMPU 700 4 2 2 1 MAMPU 100 5 2A 1 MAMPU 700 4 2 2 2 MAMPU 700 4 2 2 3 Date Registered 2711 2012 06 33 PM 08 12 2012 05 34 PM 29 11 2012 11 25 AM 14 04 2013 03 28 PM 12 04 2013 05 26 PM 10 12 2012 05 31 PM 10 12 2
69. by the system To perform a quick search use the search box located at the top right hand corner of the main page a Quick Search Flow Chart Quick Search located at the right top corner Type Term Phrase at the Quick Search field Press Enter to see the search result Figure 4 27 Quick Search flow chart User Manual Page 119 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record b Quick Search Procedure Quick Search 1 Quick Search bar is located at the right top corner of the window near the Logout button OCUMENT MANAGEMENT SYSTEM Search by Single Term User can find a record by using key word in the Quick Search field 1 Enter word sambutan at the Quick Search field sambutan 2 Press Enter or click tab icon Search Result screen will appear on a new Main 12 Search Results 1g Send Al To Report Refresh Preview Mode Title Record Number E PENGURUSAN PENTADBIRAN Majlis zambutap Perayaan MAMPU 100 1614 E L1 test Memo with lampiran MAMPU 100 16 1 5 1 g E PENTADBIRAN Majlis Sambutap Perayaan Dalam Jabatan PEMANDU 100 16 1 2 8 53 PENGURUSAN PENTADBIRAN Majlis Sambutan Perayaan MAMPU 100 18 1 4 g E PENTADBIRAN Majlis Sambutan Perayaan Dalam Jabatan PEMANDU 100 16 1 1 E PENGURUSAN PENTADBIRAN Majlis Sambutan Perayaan MAMPU 100 16 1 8 H PENGURUSAN PENTADBIRAN M
70. ct General tab for view only Select Association tab for view only Select Security tab for view only Select Access Control tab for view only Figure 4 31 View Principal flow chart User Manual Page 160 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Principal 4 9 2 View Principal Procedure 1 Search the principal by Disseminate menu click Principal Disseminate Browse By Classifications A Principals lg Saved Search Di Favourites a Recent Records The screen below displays Main A Principal i Add Quick search based on name or email p GBrowse Venue Principals Name a Principal Type Email Profile Security Level Can Login 8 ABU ABDUL MU BIN A Person Information Worker Terbuka Open 8 ABU BAKAR BIN HAJIIS Person umi dgkom com my Information Worker Sulit Confidential 8 admin Person sksoofddgkom com my Administrator Terbuka Open 8 admini admin mampu g AG ahmad Bj s Analyst B Application Team B Aven Bik ing tg 3 B aux n il DGKom 8 enduser 8 End User 8 enduser pemandu 8 enquiry enquiry pemandu m HARUL ANUAR BIN IDERIS 2 Right click on the selected principal And click on Properties menu item ALL User Manual Persil Organization Position Persi Persi Organization Persil Organization Persol Perso Perso Perso Perso P
71. d Manager settings 15 Click the Change Settings button to display the following dialog box The following screen will be displayed Server Configuration Prompt to save to DDMS Username Fassword Update Latest Version User Manual Page 40 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings 16 Enter the IP address of the server in the Server field Example http ddms mampu gov my Enter the Username Password that is used to access the system The following screen will be displayed Settings cs E jm Server Configuration Server http ddms mampu gov my Prompt to save to DDMS Login Username 891221085936 mampu Password eeeeeecc Update Latest Version Reset Save button to save the configuration settings Reset button to clear all the settings Notes User needs to update their password in Microsoft Office Addin setting same as password in DDMS ii If click Save the following message window will be displayed Authentication successful OK User Manual Page 41 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 4 3 Creating and Capturing Documents There are six scenarios for Creating and Capturing Documents Capture Digital Document Capture Physical Document Capture MS Outlook Email Capture MS Office Document Capture Digital Document Aud
72. d To Scan i Remove From edact I Administration Un Finalize WE Export to XML vernment Activities Act Pa wernment Activities Act R4 Record URL 88 Communication History The download process will be automatically run 4 The location of the download depends on the browser setting for downloads The content will be downloaded to the user download folder P r k Computer OS C Users sanza Downloads Organize Include in library Sharewth New Favorites title block ansi dwg W Desktop iv semuaMaklumat 1 2 Recent Places ta TEST User Manual Page 117 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record 4 6 Searching File or Record There are two scenarios Searching File or Record a Quick Search and b Advance Search 461 Main Searching File Flow Chart MU xe Searching File Record 3 b Quick Search Y Advance Search X AN f PN b F N 4 Figure 4 26 Main Searching File flow chart User Manual Page 118 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record 46 2 Quick Search A Quick Search function is used to perform fast and simple searches The Quick Search function can search words or phrases in the textual electronic content or the metadata of records that has been text indexed
73. d text and then click Copy The following window will pop up Print C crt copy Paste Delete Select All ii Paste the copy text into destinated document Screen below shows that the text is paste into Microsoft Word TE SET ae AaBbbccDe AaBbCc Ad D es spac Headingi Heading2 Paragraph Ta Styles MIN MEN TEMU TO EN EN EN KN ee Tone ae an ag From Tengku Nazlia bt Tengku MohammadSent 29 Mac 2013 9 41To Azimah Binti Mohd Ali Hemalatha A P Ramasamy Kathirrasan Kupusamy SusieDoraiRaj Maznum bt Mohd Arif Normazlinalaila Bahari Zam Zarina Ishak Hazrulizam Bin Mohd Hatar Nurul Ayuni bt Juhari Rusniza HamdanCc Parmjit Kaur Norzaman bin Nordin Siti Noorasmah bt Hashim Mazita Mohd Abdullah bin Mohammad Shahiruddin bin TaibSubject Pelanjutan Bengkel Pemurnian Dokumen System Design Specification 505 DDMS 19 Click Browse tool to revert to scroll mode in order to scroll page up and down lt will be displayed a EE u 0 4 gt DET al Aliya saya per amp ara Ul alas 2 Seperti yang tuan puan sedia maklum Bengkel Pemurnian Dokumen System Design Specification SDS DDMS bersama subject matter expert SME Arkib Negara Malaysia ANM telah dilaksanakan pada 27 dan 28 Mac 2013 Hasil daripada sesi tersebut 4 modul telah disemak dan sign off ke atas 2 modul iaitu Modul Setup and Configurati
74. dia Penyediaan Undang Undang Penggubalan Undang Undang Perundangan Pekeliling Khas Pekeliling Khas Peraturan Penggubalan Am Pengurusan Pentadbiran Kerajaan Perundangan Khidmat Nasihat Page 53 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 3 Right click on the selected File Main Fs Refresh Browse By Class Classification Number mfg mampu F3 x sp p s e m Sp ee m9 9 39 3 3 eg MAMPU 100 alg MAMPU 100 1 Quick search based on Full Number or Title SEY MAMPU 100 1 1 BE 100 1 1 2 JLD 1 8 F3 100 1 1 2 JLD 2 eq MAMPU 100 1 1 3 eq MAMPU 100 1 1 4 ii 100 1 1 5 BE MAMPU 100 1 2 BE MAMPU 100 1 3 BE MAMPU 100 1 4 HE MAMPU 100 1 5 BE MAMPU 100 1 6 BE MAMPU 100 1 7 BE MAMPU 100 1 8 BE MAMPU 100 1 9 eg MAMPU 100 2 eg MAMPU 100 3 mg MAMPU 100 4 eg MAMPU 100 5 eg MAMPU 100 6 MAMPU 100 7 Title Unit Pemodenan Tadbiran dan Pera PENGURUSAN PENTADBIRAN PENGURUSAN PENTADBIRAN Pe PENGURUSAN PENTADBIRAN Pe Pekeliling Khas Pekeliling Khas Tee Test ACL Pindaan Undang undang Alam Sek 4 FI Properties Content New Navigate Details Send To Remove From Administration t Export to XML Record URL e Communication History 4 Navigate your mouse to New and click Record Properties Usil Content
75. download and Settings flow 34 Figure 4 8 Create flow ChATt Koo Wa 42 Figure 4 9 Capture Digital Document flow ChaTIt oo Wana 43 Figure 4 10 Capture MS Outlook Email flow Chart oooWoW Woo Wa 58 Figure 4 11 Capture MS Office Document flow chart Woo WWW mma 67 Figure 4 12 Capture Digital Document Audio and Video flow 13 Figure 4 13 Routing Record through Email flow chart Woo XX 82 Figure 4 14 View records flow ChATL WWW nana 89 Figure 4 15 View records Content flow charlt Woo Wa 90 Figure 4 16 Content View flow Chaft ooooWoWo Woo maa 91 Figure 4 17 View Records Navigate flow chart oom Jaa 92 Figure 4 18 Navigate Related records details flow chart oo W Wo WooWoooW Wa 92 Figure 4 19 Navigate Container flow Chart oo ooooW oom aa 92 Figure 4 20 Navigate Containees flow Chart ooWW Woo Wa 93 Figure 4 21 View Records Send to flow ChaTrt Wo Wo aa 93 Figure 4 22 Send to Send to Favourites flow Chart oom 93 Figure 4 23 Send to Send to Mail flow Chart Woo Woo Wa 94 Figure 4 24 Send to Send to Report Template flow
76. ecord browse window User can see these changes when browsing attachments to attach in Lampiran while in creating records such as Memo Surat Menyurat and Emel The default fields displayed for record browse is as Field Name Title Record Number Tarikh Buka Record Type Page 29 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings 2 To add fields in the record browse setting Choose the required field in the Available Fields column ii Click button the reguired field will be added to the top of the Selected Fields list on the right Example User chooses Creator Username field to be added in the Selected Fields column The Creator username fields added in the selected field column as displayed User Preferences x Save 3 Cancel Language Record View Record Browse Field Name Field Name Bilangan Pekeliling Tahun Dikeluarkan 1 Record Number Buyer No Klasifikasi Tarikh Buka Combined Title Record Type Fail Container Level A d Content Filename Content Text nm Nama Pewujud Date Archived Date Closed Date Created Date Enclosed Date Finalized Date Last Modified Date Last Modified of Contents iii Click Save button to save the changes The following message window will be displayed User Preferences User Preferences Updated Successfully Please Refresh To Apply Changes User Manual Page 30 of 165 Digital Doc
77. ect default language under Language tab Select field column name under Record View tab Select field column name under Record Browse tab Click on Save button Figure 4 5 Customized user preferences flow chart User Manual Page 24 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings d Customized User Preferences Procedure 1 Under Settings and Download section user has to click on User Preferences menu FR Settings and Download a View Details C9 Downloads The following pop up window will be displayed with Language tab as default User Preferences Save 3 Cancel Language Record View Record Browse Default Language English User Manual Page 25 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings Record View 1 Click on the Record View tab to set the record view value Title Record Number Tarikh Buka and Record Type will be the defaults field in record browse window User can see these changes when searching The default fields display in record list is as follows User Preferences Save lt pansa Language Record Browse Available Fields Field Name Field Ahli Fotografi gt Title Assignee Record Number 111 Audio Format Tarikh Buka Author Record Type Bahasa Batch Id Bilangan Pekeliling Tahun Dikeluarkan Add Combined Title C
78. ed Main A Search Results DDMS USER GUIDE Searching File or Record HB Refine Search g Send Al To Report Refresh Preview Mode Tie 9 Fa Cm Ca rw rw rw rw cw Pa ow amp A Network bandwidth A Lukisan on DDMS hardware high level arc D test on hybrid 2 lese D 12 2 1212 fal Screen layer A Jadual Perjalanan Utara Laporan Kewangan Bulanan Atur Cara Bengkel Pemurnian Part 2 Atur Cara Bengkel Pemurnian part 3 Record Number MAMPU 100 14 1 1 1 MAMPU 100 6 1 4 2 MAMPU 100 6 1 1 4 MAMPU 100 6 1 115 MAMPU 300 1 1 1 1 MAMPU 300 1 1 1 2 AGI100 10 2013 1 4 MAMPU 200 11M 3 MAMPU 400 1 1 1 1 MAMPU 200 1 1 4 12 MAMPU 200 1 1 1 13 button to save search If successful the following message will Date Registered 06 12 2012 04 32 PM 08 12 2012 06 23 PM 10 12 2012 08 45 AM 10 12 2012 09 00 AM 10 12 2012 07 50 PM 11 12 2012 10 45 PM 09 01 2013 11 32 AM 01 04 2013 03 48 PM 02 04 2013 10 26 07 04 2015 02 15 PM 07 04 2013 02 16 PM 24 User can print search by report Click Send All To Report Ja Send All To Report User Manual Page 141 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record Report template dialog box will be displayed Report Template s Generali ra l Click drop down menu from report template and click your selected template ii Click Generate Reports
79. eminate Browse By Classifications A Principals BB Advance Search lg Saved Search Favourites Browse Classification screen will new tab Main Browse By Class Refresh Quick search based on Full Number or Title E Classification Number mamu MAMPU 100 Bg 200 98 MAMPU 300 Bd MAMPU 400 Bd MAMPU 500 Bd MAMPU 600 Bd MAMPU 700 Title Unit Pemodenan Tadbiran dan Perancangan Pengurusan Malaysia PENGURUSAN PENTADBIRAN PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR PENGURUSAN ASET PENGURUSAN KEWANGAN PENGURUSAN SUMBER MANUSIA PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PERKHIDMATAN PENGURUSAN PROJEK SEKTOR AWAM 2 Browse the classification by clicking the sign to expand Main D Browse By Class Refresh Quick search based on Full Number or Title P Classification Number E am MAMPU Si MAMPU 100 as MAMPU 100 1 aL MAMPU 400 141 a 25 MAMPU 100 1 1 2 JLD 1 a 25 MAMPU 100 1 1 2 JLD 2 3j Eg MAMPU 100 1 1 3 3j Ea MAMPU 100 1 1 4 3j Ea MAMPU 100 1 1 5 BE MAMPU 100 1 2 7 Title Unit Pemodenan Tadbiran dan Per PENGURUSAN PENTADBIRAN PENGURUSAN PENTADBIRAN Pe PENGURUSAN PENTADBIRAN Pe Pekeliling Khas Pekeliling Khas Tee Test ACL Pindaan Undang undang Alam Se Akta Pilihanraya 2013 PENGURUSAN PENTADBIRAN Pe User Manual Page 83 of 165 Digital Document Man
80. ent Actions Previous Record Jei Ej es lid i 9 126 0 4 ATUR C Program Bengkel Pemurnian Dokumen Specification SDS bagi DD Tarikh 27 29 March 2013 Rabu Ju Tempat Bilik Titan 6 Residence Hotel Uniten Kampus Putrajaya K 43009 Kajang Selangor 27 March 2013 Rabu Masa Agenda 8 30 pagi Semakan Modul Setup a 10 30 pagi Minum Pagi 10 45 pagi Semakan Modul Setup a 12 15 tengahari Makan Tengahari 2 30 petang Semakan Modul Create Page 158 of 165 Digital Document Management System DDMS DDMS USER GUIDE Recent Records Normal Mode 6 Click icon to return back to normal mode Main A Recent Records jd Send All To Report Refresh E Preview Mode Title Record Number a Semua Maklumat Berkenaan Perjumpaan 505 200 1 1 1 14 3i THE SLEREXE COMPANY LIMITED 200 1 1 1 19 Peraturan Pilihanraya 2013 MAMPU 200 1 1 1 18 Perjalanan Ke utara MAMPU 100 1 1 2 9 User Manual Page 159 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Principal 49 View Principal Scenario A Principal object may be used to represent a user a role position a user group an organizational unit an organization or a venue place Here user is able to view other user s information such as name of user or department 491 View Principal Flow Chart Log to DOMS Click Principal sub menu Y Sele
81. enu click o Browse by Classification Advance Search al Saved Search T Favourites a Recent Records Classification screen will appear on a new tab Main G Classification Add Refresh Fiter Classification No Titis j J MAMPU MAMPU 3 Gg MAMPU 100 PENGURUSAN PENTADBRAN 3 g WAMPU 200 PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR 3 MAU PENGURUSAN ASET WAMPU 200 NGURUSAN KEWANGAN 3 MAMPU 0 PENGURUSAN SUMBER MANUSIA 1j MAMPU 600 PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PERKHOMATAN 3 70 NGURUSAN PROJEK SEKTOR AWAN 2 Click icon to expand the drop down list Main d Browse By Class 2 Refresh Quick search based on Full Number or Title Classification Number Title Bel MAMPU 200 PENGURUSAN TANAH BANGUNAN DAN INFRASTRI F MAMPU 200 1 FENGURUSAN TANAH BANGUNAN DAN INFRASTRI BE MAMPU 200 1 1 PENGURUSAN TANAH BANGUNAN DAN INFRASTRI 1 MAMPU 200 1 1 1 Pekeliling Am E MAMPU 200 1717139 Kertas kerja pembinaan jambatan gil MAMPU 200 1 1 1 22 Akta Rayuan 1997 9 MAMPU 200 194 21 Jemputan Pelaksanaan User Acceptance Test UAT MAMPU 200 1 19 THE SLEREXE COMPANY LIMITED E MAMPU 200 1717118 Peraturan Pilihanraya 2013 Hm MAMPU 200 17171017 Aturcara Jemputan ke Bengkel Permurnian 2012 MAMPU 200 1 41 1 14 Semua Maklumat Berkenaan Perjumpaan SDS MAMPU 200 1 1 1 13 Atur Cara Bengkel Pemurnian part 3 pd MAMPU 200 1 4 12 Atur Cara Bengkel Pemurnian Part 2 A A A A
82. erbita eg MAMPU 100 11 PENGURUSAN PENTADBIRAN Teknolog EE MAMPU 100 11 1 PENGURUSAN PENTADBIRAN Teknolog aL MAMPU 100 11 2 PENGURUSAN PENTADBIRAN Teknolog a Ea MAMPU 100 11 271 K MAMPU a Ea MAMPU 100 11 2 2 E Perolehan 9 Ea MAMPU 100 11 2 3 Sistem Pengesahan Kehadiran a Ea MAMPU 100 11 2 4 E mel 88 5 MAMPU 100 11 2 5 ScoreCard 25 MAMPU 100 11 2 6 E HR PERKESO MAMPU 100 11 2 7 E Ratting Is BEI MAMPU 100 11 3 PENGURUSAN PENTADBIRAN Teknolog BE MAMPU 100 11 4 PENGURUSAN PENTADBIRAN Teknolog 9 MAMPU 100 127 PENGURUSAN PENTADBIRAN Pengurus BB MARINI Ann 1477 NE A A NOIN A KI im im Ooo Page 1lof1 Click OK button to confirm the action 16 No Rujukan Kami field will be generated automatically field upon saving Main New Record Val Save 3 Close 2 Scan di Upload Metadata Minutes Access Control Related Records WO Memo Tajuk BENGKEL PENAMBAHBAIKAN STS TEM Fail MAMPU 100 11 2 9 No Rujukan Tuan MAMPU BPPES 100 7 3 1 12JLD 2 1 Ho Rujukan Kami Tarikh Memo 01 10 2009 C3 Hama Pengirim Parrrygit Kaur Jawatan Pengirim Pengarah Bahagian Pembangunan da Nama Penerima Azlan Bin Iskandar lawatan Penerimre User Manual Page 50 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 17 Click the Minu
83. ersi Dll 1 1 n n 1 1 1 Umi dgkom com my ahmad mampu gov my sksoofddgkom com my dkchua233 yahoo com sksoo idgkom commy hasmida idgkom com my sksoo idgkom commy hairulg mampu gov my Administrator Administrator View Only User Application Team Record Manager Administrator End User End User End User View Only User View Only User Administrator Sulit Confidential Sult Confidential Terbuka Open Terbuka Open Terbuka Open Terbuka Open Terbuka Open Terbuka Open Terhad Restricted Terbuka Open Terhad Restricted Terbuka Open pb p woe p Page 161 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Principal The following screen will be displayed View Principal Arjen Save Cancel General Associations Security Access Control Active From Click Cancel is to close the window 3 Click on Associations tab The following screen will be displayed View Principal Abu Abdul Muiz Bin Abd Aziz lg Save 3 amp Cancel General Associations Security Access Control 1 Member Of Default Bahagian Perancangan Dan Komunik User Manual Page 162 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Principal 4 Click on Access Control
84. filled in by the system 6 Browse the Classification to search the File by clicking the 4 button Browse by Classifications f IS Refresh Quick search based on Full Number or Title Classification Number ag mampu ad mampu 100 fig MAMPU 100 1 BEI MAMPU 100 1 1 BE MAMPU 100 1 2 BL MAMPU 100 1 3 BE MAMPU 100 1 4 BE MAMPU 100 1 5 3j MAMPU 100 1 5 1 Sh E p pup pup pup pup BE MAMPU 100 1 6 BE MAMPU 100 1 7 BE MAMPU 100 1 8 GE MAMPU 100 1 9 100 2 ad MAMPU ANN Page 1 of 1 Title Unit Pemodenan Tadbiran dan Perancangan Peng p PENGURUSAN PENTADBIRAN PENGURUSAN PENTADBIRAN Perundangan PENGURUSAN PENTADB PENGURUSAN PENTADB PENGURUSAN PENTADB PENGURUSAN PENTADB PENGURUSAN PENTADB PENGURUSAN PENTADB PENGURUSAN PENTADB PENGURUSAN PENTADB PENGURUSAN PENTADB PENGURUSAN PENTADB PENGURIISAN PENTANA IDAN Prnoram Keriaca RAN Perundangan P IRAN Perundangan RAN Perundangan IRAN Perundangan D IRAN Perundangan A Maklumbalas Komen atas Penggubalan Akta akta IRAN Perundangan E RAN Perundangan P IRAN Perundangan P IRAN Perundangan A IRAN Perhubungan Awr Date Created No data to display User Manual Page 61 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 7 Click OK button to confirm or Refres
85. h button to refresh the screen Browse by Classific MAMPU 100 1 5 2 8 On the Lampiran field select the attachment and click 9 to update metadata Cataloging new email DDMS DIGITAL DOCUMENT MANAGEMENT SYSTEM Email lal Save Metadata Minutes Access Control Related Records Tarikh dan Masa Hantar 18 06 2013 9 02 22 Tarikh dan Masa Terima 18 06 2013 9 02 22 Lampiran Title Record Number Date Registered Re Fwd Multiple mistakes in the Disp Record Type Select Record for New Record screen will appear Select Record Type for Record wok X Cancel Akta Ordinan Eg Audio D fj Cabutan Keputusan Jemaah Menteri Dokumen Tender Sebut Harga E Faks w Foto User Manual Page 62 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 9 Select the Record Type and click Ok button Foto Garis Panduan pg Kertas Jemaah Menteri Data Entry Form for Lampiran will appear Lampiran zi Save Metadata Minutes Access Control Related Records E Garis Panduan Panduan Tajuk Re Fwd Multiple mistakes in the Disposition Module test scripts 30 4 KB msg Tarikh Diluluskan 3 Tarikh Keluaran Cetakan E Penerbit Pencetak No ISBN ISSN Versi Edisi 7 Hybrid User Manual Page 63 of 165 Digital Document Management System DDMS
86. he list of newly created record will be displayed A Send All To Report Refresh EZ Preview Mode Record Number Date Registered Record Type 17 Double click the record type to view the content The following screen will be displayed Save X Close Metadata Minutes Content Access Control Related Records Audio Tajuk Ucaptama Perasmian gt e f 00 00 03 51 Ucaptama Perasmian Fail MAMPU 100 16 1 1 Audio Format Mp3 Bahasa Bahasa Malaysia Durasi 30 Tahun Diterbitkan 2013 Penerbit Deskripsi User Manual Page 81 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 4 3 6 Routing Record through Email Scenario When the user has a record that needs other party s actions on it The system enables users to send a record via send by email method a Routing Record through Email Flow Chart Routing record through Email Click Browse by Classification menu Select the specific file Right click Send to Send to Email Fill in all mandatory Information for email Click Send button Figure 4 13 Routing Record through Email flow chart User Manual Page 82 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents b Routing Record through Email Procedure 1 Go to Disseminate menu and click the Browse By Classification F Diss
87. how the related record for selected record THE SLEREXE COMPANY LI E Properties Peraturan Pilihanraya 2012 9 Aturcara Jemputan ke Beng New Semua Maklumat Berkenaan agi Navigate E Details It displays Main By Classific 4 MAMPU 200 1 1 Refresh E Preview Mode Creator Name Title Record Number HM recordmgr Aturcara Jemputan ke Bengkel Permur MAMPU 200 1 1 1 17 u NUR HASMIDA BINTI KAMIS THE SLEREXE COMPANY LIMITED MAMPU 200 1 19 If the selected record does not have related record then it will be displayed the screen without any record User Manual Page 109 of 165 Digital Document Management System DDMS DDMS USER GUIDE View 22 Click Navigate menu 23 Then click Container menu item to show the parent of the record THE SLEREXE COMPANY LI Properties Peraturan Pilihanraya 2013 dm Content Aturcara Jemputan ke Beng New Semua Maklumat Berkenaan 891 Navigate Refresh Containees Details Related Records Send To Latest Volume Remove From Administration Export to XML Record URL 2 Communication History Containees L Original Of It displays Main D Browse By Classific Ea MAMPU 200 1 1 i Refresh Preview Mode E Title Record Number 5 25 PENGURUSAN TANAH BANGUNAN DAN MAMPU 200 1 1 1 24 Click Navigate menu and click Containees menu item to show the record inside the file Aa
88. ication NO a cm Oo NI 2 2 Record Type 3 2 4 Batch Upload Retention E Create Disposition Job 4 2 Hold 4 3 Notification Disseminate DEN 5 1 Browse by Classification 5 2 Principal 5 3 Advance Search 5 4 Saved Search 5 5 Favourites 5 6 Hecent Record 6 1 User Defined Field 6 2 Principal 6 3 User Profile 6 4 Security Level 6 5 Login amp Security Policy Session Tracking 6 7 Report Table 2 Access Matrix User Manual Page 11 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login 4 DDMS USER GUIDE 4 1 User Login There are three scenarios for User Login a User login b Forgot Password and C Change Password as Precaution 4 1 1 A Main Login Process a Main User Login Flow Chart DDMS Login screen Login to DDM S Forgot password Change Password Figure 4 1 Main User Login flow chart User Manual Page 12 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login 41 2 User Login Scenario User login into the system using a valid username and password If the user login for the first time the system will reguest user to change the password immediately after successful login a User Login Flowchart Login to DDM S Valid username password Success log to DDMS Figure 4 2 Using valid Username and password flow chart b Using Valid Username and Password Procedure 1
89. ice version installed in the PC or notebook l For Microsoft Office 2003 click Excel Outlook PowerPoint and Word to download Office 2003 Add In User Manual Page 35 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings li For Microsoft Office 2007 click Office Addin 2007 to download Office 2007 Add In lil For Microsoft Office 2010 click Office Addin 2010 to download Office 2010 Add in This example shown for Microsoft Word 2007 The following screen will be displayed Opening OfficeAddIn2007 zip You have chosen to open OfficeAddIn2007 zip which is a Compressed zipped Folder 204 MB from http 192 168 1 214 What should Firefox do with this file 7 Do this automatically for files like this from now on 3 Click on the OK button to start the download process Download window will be displayed amp Downloads v lho gt OfficeAddIn2007 204 MB 192 168 1 214 Clear List Search pP 4 Once downloaded the user needs to extracts the ZIP file in the local desktop or notebook computer into specific folder The following screen will be displayed User Manual Page 36 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings Documents library OfficeAddin2007 Name Date modified Type Size 9 OfficeAddIn2007Setup 9 4 2013 12 11 PM Windows Installer 4 613 KB 5 From the extracted zip folder click setup icon The fo
90. ield in the Selected Fields column Click Remove button The selected fields will be removed from the Selected Fields list The Creator Name fields have moved to the available field column E F a aT WO User Preferences x lal Save 3 Cancel Language Record View Record Browse Field Name a Et Title i Record Number Assignee Tarikh Buka Audio Format Record Type Author Bahasa Batch Id Bilangan Pekeliling Tahun Dikeluarkan Combined Title Container Level Content Filename Content Text Date Archived Date Closed Date Created Date Enclosed Date Finalized Click Save button to save the changes The following message window will be displayed 9 User Preferences User Preferences updated successfully Page 28 of 165 Digital Document Management System DDMS User Manual Record Browse follows User Preferences Save 3 Cancel Language Record View Record Browse Available Fields Field Ahli Fotografi Assignee LL Audio Format Author Bahasa Batch Id Bilangan Pekeliling Tahun Dikeluarkan Combined Title Container Level Content Filename Content Text Creator Username Date Archived Date Closed Date Created Date Enclosed Date Finalized DDMS USER GUIDE Settings Click on the Record Browse tab to set the record browse value Title Record Number Tarikh Buka and Record Type will be the default field in r
91. ies Act Part 3 Electronic Government Activities Act Part 2 User Manual Page 96 of 165 Digital Document Management System DDMS DDMS USER GUIDE View 5 Click Properties menu item to view selected record metadata and its content It will be displayed Main A Browse By Classific A MAMPU 200 1 1 A Save Close Metadata Minutes Content Version Access Control Related Records e Minit Mesyuarat Tajuk Mesyuarat Semua Maklumat Berkenaan Perjumpaan Fail MAMPU 200 1 1 1 Tarikh Mesyuarat 07 02 2013 amp Tempat Mesyuarat Nama Pewujud Misfiing Remark View content 6 Click Content menu then click View menu item to view the content of records Properties Lj Content ig View Notes Java Runtime will appear User need to allow in order viewing the content If user still cannot view the content please refer to Setting and Download module on downloads Java Runtime User Manual Page 97 of 165 Digital Document Management System DDMS DDMS USER GUIDE View The content view will be displayed as below da Browse By Classific Semua Maklum fj 9 181 OF di ADA ATUR CARA Program Bengkel Pemurnian Dokumen System Design Specification SDS bagi DDMS Tarikh 27 29 March 2013 Rabu Jumaat Tempat Bilik Titan 6 Residence Hotel Universiti Tenaga Nasional Uniten Kampus Putrajaya KM 7 Jala
92. incipal with email address Principals Add 3 Refresh Quick search based on name external id or email p amp ABU ABDUL MUL BIN ABD AZZ Person Principal Type Email abu bakar amp spp gov my Person sksoo dgkom com my fA ABU BAKAR BIN HAJI ISMAIL Person Click Ok button to confirm or Cancel button to cancel abu_bakar spp gov my Click Show Cc button to show the field Main Browse By Classific Send to Mail 4 Send amp Hide Cc Ku Clear Cancel abu bakar spp gov my Page 86 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 10 At Cc field click amp button to select an email address from Principals data Click 5 button to clear the field Principals screen will appear on user s screen Principals Add sd Refresh Quick search based on name external id or email pa III Event Log s Actions El Mame Principal Type Email ABU ABDUL MU BIN AZIZ Person A ABU BAKAR BIN HAJI ISMAIL Person abu_bakar epp gov my El amp admin Person sksoomdgkom com my A admin1 Person umimdgkom com amp admin_mampu Person AGI Organization 2 ahmad Person amp ali Person 9 Analyst Position El amp Application Team Person sksoomdgkom com my jj Bilik Fail Tingkat 1 Location A Bilik filing tgkt 3 Organization El 8 ChuaDK Ferson dkchua233qmyahoo com
93. io and Video and Tp Routing Record through Email 4 3 1 Create Flow Chart a Main Create Flow Chart Log in to DDMS Capture Digital Document Capture Physical Document Capture MS Outlook Email Capture MS Office Document Capture Digital Audio Routing Record through Email e A A A A s A Figure 4 8 Create flow chart User Manual Page 42 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 4 3 2 Capture Digital Document Scenario When user having a digital document in softcopy such as memo and need to be captured and upload into the system they can upload using these features For example documents in Ms Office Word audio notepad and pdf a Capture Digital Document Flow Chart Capture Physical Document Go to Browse by Create from New Classification menu Record menu From the Classification Go to INew R list Right click New oto New Record menu Record Select the Record type Click on Scan icon Select scanner Click on Scan button Click on Upload button Fill in all data for Figure 4 9 Capture Digital Document flow chart User Manual Page 43 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents b Capture Digital Document Procedure 1 Go to the Create menu and click New Record New Record Select
94. is 01 12 2012 MOT LIKE Es Save Search new amp Del 6 Click calendar button red circle below to select date To filed The calendar will appear gt Select date and it will automatically inserted into the Form field ef Ok BE Cancel Query Filter Sort Search by Date Registered From 07 11 2012 To AND YO OR MOT LIKE Date Registered is 07 11 2012 gt 4 Save Search User Manual Page 132 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record 7 User can choose boolean operators for more specific search Search x W Ok Cancel HI Save Search Query Filter Sort Search by Date Registered From 07 11 2012 To 07 04 2013 Date Registered is BETWEEN 07 11 2012 and 07 04 2013 Other functions of Boolean Operators and search criteria function buttons are as Vi Vil follows AND to refine a search to find only records which meet both the current search method and the previous search method This narrows a search returning fewer records in the Inquiry List but pinpointing the required records OR to expand a search to find all records which meet either the current or previous sets of search methods This broadens a search returning more records and including a wider subject range NOT refines a search to include only records that meet the previous but not the
95. laces Arrange by Folder v wi training emel SPLD v9 Libraries wi knowledge PRJ Sl Documents WA DDMS Infoworker guide v1 18 2 Music 4 Tatacara_Pengurusan_Rekod_Elektr Pictures W additional Vid Videos 2 DDMS UAT Administrator Scenario vr File name User Manual Page 46 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 8 10 Select the document that the user wants to upload Organize v New folder Fr Favorites Documents library Arrange by Folder v Desktop Training 48 Downloads WI New Schedule Propose bh benar Wh Transfer to ANM aa MIM training emel SPLD v9 knowledge PRJ DDMS Infoworker guide v1 18 Libraries 2 Documents m Music i Pictures Vid E Videos 91 DDMS UAT Administrator Scenario File name Click button OR the user can just double click on the selected document Click Cancel button to cancel The selected document s to be uploaded will be listed on the Upload dialog screen There are two columns on the screen Filename Name of the document that ready to upload ii Status Status of the document list Queued for upload status will appear on Status column Upload dialog x Ready for new upload s Filename Status CAfakepathiTatacara Pengurusan Rek Queuved for upload dp Add Remove Reset dh Upload Close
96. lg Save Search Query Filter Sort gi Browse for properties B Remove E Order ate Register ASI Date Registered ASC Record Number ASC User Manual Page 139 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record 20 vi User can sort either want it Ascending ASC or Descending DESC by click at the beside e Remove vii Remove button is used to remove selected record type for filtering viii To remove filter item select the record type and clik Remove icon Search Ok Cancel a Save Search Query Filter Sort gj Browse for properties Remove E Name Date Registered Record Number If user want to save the result user can cllick on the Saved Search icon that located upper right Lal Save Search The save search dialog box will appear Save Search Ok 3 Cancel General Access Control Name Description User Manual Page 140 of 165 Digital Document Management System DDMS 21 Fill up the form Item marked is mandotary Save Search af Ok 3X Cancel General Access Control Name Pencarian Semua Maklumat Description 22 Click ag Ok be displayed Ga Saved Search saved Search saved successful Pencarian Semua Maklumat 23 Orclick Cancel button to cacel the search The result of Advance search will be display
97. lick View to view the content Click on Print to print selected content Click Single Page to display a single page Click Two Page to display 2 pages side by side Click Thumb view to display mult pages Click Rotate current page to rotate page 90 clockwise Zooming use Scale icon to 200m in and zoom out Click Full screen icon to view full screen page Chick Navigate icon 191 so goro next page or previous page Key m search string in search text box to search text Click Text Selector to highlight tex Click Browse tool to scroll page up and down End Figure 4 16 Content View flow chart User Manual Page 91 of 165 Digital Document Management System DDMS DDMS USER GUIDE View c View Records Navigate Flow Chart Navigate Menu Related Records Container Containees Figure 4 17 View Records Navigate flow chart Navigate Related Records Flow Chart C1 Click Related Records View the related record Figure 4 18 Navigate Related records details flow chart ii Navigate Container Flow Chart C2 Click Container View the level of file record Figure 4 19 Navigate Container flow chart User Manual Page 92 of 165 Digital Document Management System DDMS DDMS USER GUIDE View iii Navigate Containees Flow Chart C3 Click Containees View record inside a file Figure 4 20 Navigate Containees flow chart d View Records Send t
98. llowing screen will be displayed ff Addin for Office 2007 Welcome to the Addin for Office 2007 Setup Wizard The installer will quide through the steps required to install amp ddln for Office 2007 on pour computer WARMING This computer program 1 protected by copyright law and international treaties Unauthorized duplication or distribution of this program or any portion of it may result in severe civil criminal penalties and will be prosecuted to the maximum extent possible under the law 6 Click Next button to complete the installation process and insert the organization company name The following screen will be displayed 358 Addin for Office 2007 Office Add In 2007 Enter your Organization Company Name DDMS User Manual Page 37 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings 7 Enter DDMS at the Enter your Organization Company Name field 8 Select Installation Folder The installer will install Addin for Office 2007 to the following folder To install in this folder click Next To install to a different folder enter it below ar click Browse Folder C Program Files x86 Microsoft Addin for Office 2007 Cancel 9 Click button and the following dialog box displayed Addin for Office 2007 Contirm Installation The installer is ready to install Addin for Office 2
99. n IKRAM UNITEN 43009 Kajang Selangor 27 March 2013 Rabu Masa Agenda 8 30 pagi Semakan Modul Setup and Configuration 7 It will be displayed selection of print range Select print range All Current Page Pages Enter page numbers and or page ranges separated by commas For example 1 3 5 12 Print i Tick the radio button required The user can either print All Current Page or specific Pages User Manual Page 98 of 165 Digital Document Management System DDMS DDMS USER GUIDE View For specific pages please enter page number Select print range KJ All _ Current Page Is Pages 2 Enter page numbers and or page ranges separated by commas For example 1 3 5 12 Cancel Click Print button to proceed and hard copy will be printed Click Cancel button to cancel Single Page View 8 icon to display a single page on screen ATUR CARA Bengkel Pemurnian Dokumen System Design Specification SDS bagi DDMS Tarikh 27 29 March 2013 Rabu Jumaat Tempat Bilik Titan 6 Residence Hotel amp Universiti Tenaga Nasional Uniten Kampus Putrajaya KM 7 Jalan IKRAM UMITEM 43009 Kajang Selangor 27 March 2013 Rabu Masa Agenda 8 30 pagi Semakan Modul Setup and Configuration 10 30 pagi Minum Pagi 10 45 pagi Semakan Modul Setup and Configuration Sambungan 12 15 tengahari Makan Tengahari 2 30 petang
100. nduan Panduan L Kertas Jemaah Menteri Kertas Kerja Kertas Konsep L4 Laporan 2 Lejer Lukisan Teknikal Maklum Balas Mesyuarat LI Memo 9 Memo User 1 9 Memo User 2 4 Minit Mesyuarat li Nota Jemaah Menteri M Nota Mesyuarat Perbincangan pekeliing 4 Double click the selected Record Type Data Entry Form will appear Create new record DIGITAL DOCUMENT MANAGEMENT SYS Akta Ordinan Save Metadata Minutes Access Control Related Records Akta Ordinan Akta Ordinan Fail Nombor Akta Ordinan Tahun Akta Ordinan Tarikh Kuatkuasa Tarikh Persetujuan Diraja 9 Tarikh Divartakan C Hybrid Tempat Penyimpanan Misfiling Remark Fill in all the fields in the Metadata tab User Manual Page 69 of 165 Digital Document Management System DDMS 5 On Fail filed click 9 button to find the Fail or M ton to clear Fail field DDMS USER GUIDE Creating and Capturing Documents Browse by Classification screen will appear Browse by Classifications f OK Refresh Quick search based on Full Number or Title Classification Number O ag mampu gs MAMPU 100 aE MAMPU 200 ia MAMPU 300 aE MAMPU 400 gag MAMPU 5S00 0 ig MAMPU 700 6 Browse the Classification to search the File by clicking the 21 button until File level Browse by Classifications v OK Refresh Quick s Classification Number E
101. ntain the term after the symbol 1 Enter surat pekeliling Record Number LAMPIRAN 2012 5 PEMANDU 100 1 8 2 MAMPU 100 1 80 PEMANDU 100 1 8 6 PEMANDU 100 1 8 11 MAMPU 100 1 8 4 MAMPU 100 1 8 2 MAMPU 100 1 8 6 PEMANDU 100 1 8 4 MAMPU 100 1 2 10 MAMPU 100 1 1 2 JLD 1 2 Press Enter or click tab Main Search Results g Send Al To Report Refresh E Preview Mode 3 Title 2nd lampiran O 0 Do OB 73 Gi E PENTADBIRAN Perundangan Pekeliling amp g E PENGURUSAN PENTADBIRAN Perundang Bg PENTADBIRAN Perundangan Pekeliling amp E PENTADBIRAN Perundangan Pekeliling BI E PENGURUSAN PENTADBIRAN Perundang gg 5 PENGURUSAN PENTADBIRAN Perundang Gi E PENGURUSAN PENTADBIRAN Perundang E PENTADBIRAN Perundangan Pekeliling 4 Surat Pekeliling 1 BI 55 PENGURUSAN PENTADBIRAN Perundang Record Number LAMPIRAN 2012 5 PEMANDU 100 1 5 2 MAMPU 100 1 3 10 PEMANDU 100 1 8 8 PEMANDU 100 1 8 11 MAMPU 100 1 8 4 MAMPU 100 1 8 2 MAMPU 100 1 8 6 PEMANDU 100 1 8 4 MAMPU 100 1 1 2 10 MAMPU 100 1 1 2 JLD 1 Date Registered 11 12 2012 04 45 PM 29 11 2012 10 56 AM 271 2012 04 55 PM 291 2012 02 43 PM 29 11 2012 02 45 PM 27 1 2012 04 44 PM 271 2012 04 05 PM 27 1 2012 04 45 PM 291 2012 02 42 PM 10 12 2012 02 36 08 12 2012 06 20 PM minit mesyurat at the Quick Search field icon Search Result screen will ap
102. o Flow Chart Send Send To Favourites Send To Mail Send To Report Template Figure 4 21 View Records Send to flow chart i Send to Send to Favorites Flow Chart D1 Click Send To Favourites Send the record to favourites tray Figure 4 22 Send to Send to Favourites flow chart User Manual Page 93 of 165 Digital Document Management System DDMS DDMS USER GUIDE View li Send to Send to Mail D2 Click Send Mail a Send the record to Mail Figure 4 23 Send to Send to Mail flow chart ii Send to Send to Report Templates D3 Click Send To Report Template Create report Select Record URL Figure 4 24 Send to Send to Report Template flow chart User Manual Page 94 of 165 Digital Document Management System DDMS DDMS USER GUIDE View 4 4 2 View Records Procedure 1 From Disseminate menu click Browse By Classification F Disseminate td Browse By Classifications A Principals BB Advance Search Saved Search Favourites The new tab will appear as follow Main D Browse By Class x 2 Refresh Quick search based on Full Number or Title Classification Number rj ag mampu gifs MAMPU 100 ga MAMPU 200 MAMPU 300 gs MAMPU 400 gifs MAMPU 500 gifs MAMPU 600 gi s MAMPU 700 Title xb mw ep mp m pj 2 eg MAmPu 200 eg MAMPU 200 1 Big MAMPU 200 1 1 B Eg MAMPU 200 1 1 1
103. ocuments Confirmation message will appear Capture 4 DIGITAL DOCUMENT MANAGEMENT SYSTEM Email m Save Metadata Minutes Access Control Related Records Emel Tajuk Fwd Re Fwd Multiple mistakes in the Disposition Module test scripts Fail Nama Penghantar Nor Izatul Aini Saleh izatulainigdgkon Nama Penerima mardhiah dgkom com my lt mardhiah dgkom com my gt Notes Tajuk Nama Penghantar and Nama Penerima field will automatically filled in User do not need to fill up those field User Manual Page 60 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 5 Click button on Fail field or button to clear Fail field Browse by Classification screen will appear Browse by Classifications OK Refresh Classification Number Title O ag mampu 100 200 ig MAMPU 300 4 0 500 00 Quick search based Full Number or Title 2 Date Created Unit Pemodenan Tadbiran dan Perancangan Pengurusan Malaysia PENGURUSAN PENTADBIRAN PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR PENGURUSAN ASET PENGURUSAN KEWANGAN PENGURUSAN SUMBER MANUSIA PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PERKHIDMAT PENGURUSAN PROJEK SEKTOR AWAM Displaying 1 1 of 1 records Note All other metadata are automatically
104. of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record The following dialog box will be displayed Search ey Save Yk Cancel General Query Filter Sort Access Control Name Pencarian Semua Maklumat Description ii User can edit the save search iii Go to Access Control tab It will be displayed as follow Search af Save Cancel General Query Filter Sort Access Control Leg Principal NUR HASMIDA BINTI KAMIS Mohd Arnizam Md Aris Permissions Allows Use Wiew Metadata Edit Metadata Delete Metadata 00000 Gre Access IV Mohd Arnizam Aris now can edit the saved search V Click Save button after done edit Saved search will change after save g Add FR Refresh Records Created from 01 11 2012 to 10 12 2012 PercubaanN da All Records E E Pencarian Semua Maklumat E E Record Registered from th 10th User Manual Page 145 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record vi User can delete Saved Search by right click on save search Select Delete Properties Search Search Form New Make Copy ad Send To Export to XML ud Event Loq Dialog box will appear for permission Delete Saved Search x A Are you sure you want to delete the selected Sawed Search Yes No Click Yes to proceed e Or click Cancel
105. of Societies Electronic System ROSES Jabatan Pendaftaran Pertubuhan User Manual DDMS USER GUIDE Searching File or Record icon Search Result screen will appear on a new Record Number MAMPU 700 5 4 10 MAMPU 500 4 4 3 MAMPU S00 1 3 1 1 MAMPU 700 1 2 2 MAMPU 700 1 2 6 MAMPU 700 1 2 7 MAMPU 700 1 2 8 MAMPU 700 1 2 10 MAMPU 700 1 2 11 MAMPU 700 1 2 12 MAMPU 700 1 2 18 Date Registered 29 11 2012 11 48 AM 26 11 2012 02 13 PM 21 03 2013 04 35 PM 29 11 2012 10 23 AM 23 11 2012 10 24 AM 29 11 2012 10 24 AM 28 11 2012 10 25 AM 23 11 2012 10 26 29 11 2012 10 27 AM 23 11 2012 10 33 23 11 2012 10 46 Page 127 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record Proximity Search To search or find words which are within a specific distance away use the tilde symbol at the end of a Phrase Example to search for Kajian and ISO 9001 within 10 words of each other in a document use the search 1 Enter Kajian MS ISO 9001 10 at the Quick Search field 2 Press Enter or click tab icon Search Result screen will appear on a new ation ISO emula Pengurusan 5 ISO 3001 2008 E ation ISO Kajian Semula Pengurusan 5 ISO 8001 2008 W User Manual Page 128 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record 4 6 3 Advance Search This i
106. of alphabets numbers and special characters i e non alphanumeric characters example Out dated Password According to our policy your password has exceeded its expiration or your password has been changed by someone who is not yourself e g admin To secure your account please change your password Mew Password 99095095850 REESE Retype Password eeeseseeeesecse i Change Password tak Logout Click on Change Password to proceed to change password Logout to exit to the login page 6 After click on Change Password it will prompt Password change successfully Click OK button Successful i Password has been changed User Manual Page 15 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login 7 The following menu will be displayed on your screen DIGITAL DOCUMENT MANAGEMENT SYSTEM ENT MANAGEMENT SYSTEM ERES 5 GOVERNMENI TOWARDSABAR PF Settings and Download 1 an rekod OBJEKTIF DDMS 4i User Preferences softw 4 N 0 1 amp Change Password z hehe Menggantikan res 5 View Details kertas rekod digital ty Downloads pela gt g Setup and Configuration Classification Retention Create Z New Record Maintain b Disposition E Disseminate Browse By Classifications amp Principals Advance Search Saved Search _ Hubungi kami ddms enquiry mampu gov my Favourites 4 a d
107. on dan Modul Create telah dilaksanakan pada 28 Mac 2013 3 Sehubungan dengan itu bengkel ini akan dilanjutkan bagi melaksanakan semakan ke atas 1 lagi modul dan sign off ke atas 3 modul lain seperti butiran berikut Tarikh 29 Mac 2013 Jumaat Tempat Bilik Titan 6 Residence Hotel Universiti Tenaga Nasional Uniten Kampus Putrajaya KM 7 Jalan IKRAM UNITEN 43009 Kajang Selangor Atur Cara Seperti di Lampiran Kerjasama dan kehadiran tuan puan ke Bengkel Pemumian Dokumen 505 ini amat dihargai dan didahului dengan ucapan terima kasih User Manual Page 107 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Content From this content menu it allows user to download record from server into their local computer 20 Click Content menu and then click Download menu item to download the content E Roais raturan Pilihanraya 2013 ka View it Upload amp Check Out Undo Check Out d Download User Manual Page 108 of 165 Digital Document Management System DDMS DDMS USER GUIDE View Navigate Notes This menu can be used to refresh containees list navigate to the related records navigate to the latest volume navigate to the next volume navigate to the previous volume navigate to all volumes navigate to the container and navigate to the containees for the currently selected record 21 Click Navigate menu and then click Related Records menu item to s
108. ontainer Level Remove Content Filename Bea ifii d Content Text Creator Username Date Archived Date Closed Date Created Date Enclosed Date Finalized User Manual Page 26 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings 2 To add a field in the record view setting Choose the required field in the Available Fields column In this case Creator Name is used as an example ii Click button The reguired field will be added to the top of the Selected Fields list on the right The Creator Username field added in the selected field column as displayed User Preferences lal Save 3 Cancel Language Record View Record Browse A Field Ahli Fotografi Assignee Title gt Audio Format Record Number Author Tarikh Buka Bahasa Record Type Batch ld Bilangan Pekeliling Tahun Dikeluarkan Combined Title Container Level E Content Filename ees Content Text Date Archived Date Closed Date Created Date Enclosed Date Finalized Date Last Modified ET a 1 ss iii Click Save button to save the changes The following message window will be displayed User Preferences User Preferences updated successfully User Manual Page 27 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings User Manual 3 To remove fields from the record view setting Choose the unwanted f
109. ord Confirm Password e Click to confirm your action Click Close to cancel password change If click on button this message will be displayed di Change Password Password changed successfully User Manual Page 22 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login 3 If new Password and Confirm Password does not matched mouse over to the i the following dialog box will be displayed Change Password Password not match Change Password ig ok Vu Clear 3 Close Password C Password k Confirm Password 4 Re enter the matched password click OK button to confirm your action Change Password X Na clear XX Close Current Password dic lt Notes User can re use their old password on the 6 attempt of changing the password on 5 cycle password basis User Manual Page 23 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings 4 2 Settings There are three scenarios for Settings a Customized User Preferences b View Details and C Add In Downloads and Settings 4 2 1 Customized User Preferences Scenario User wants to customize his her preferences such as default language default columns to be displayed in record view or record browses c Customized User Preferences Flow Chart Login to DDMS Click User Preferences menu Sel
110. page D Pages Enter page number s and or page ranges For example 1 6 1 3 6 IV Setup your required format and pages V Click to continue vi Or click Cancel to cancel process Dialog box PDF format will be displayed 192 168 1 214 ebikko report output report REPORT DESIGN ac1 041 3 04 c64b6a076452a amp 8b9c CL Mar I8 2013 5 51 PM IB 2013 5 55 PM PENGURUSAN PENTADBIRAN Penyediaan Pindaan Undang ran Pekeliling Khas Vii Click Gl button to start printing Hard copy will be printed out User Manual Page 143 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record 25 To edit the saved search click Saved Search from Disseminate menu Disseminate D Browse By Classifications amp Principals Advance Search aA Saved Search LO Favourites da Recent Records Tab for saved search will be displayed Main Add i Refresh Name Records Created from 01 11 2012 to 10 12 2012 Pencarian Klasifikasi 200 Fail1 Pencarian Semua Maklumat All Records Record Registered from amp th 10th l From saved search list right click and clik Properties Pencarian Semua Maklumat All Records id HB Search Record Regist E Search Form 123 New Top Secret Rel Make a Copy mida Send To A b me ES elete YE Export to XML a Event Log User Manual Page 144
111. pear on a new Date Registered 11 12 2012 04 45 PM 29 11 2012 10 56 211112012 04 55 PM 29 11 2012 02 43 PM 29 11 2012 02 45 PM 211112012 04 44 211112012 04 05 PM 211 2012 04 45 PM 291 2012 02 42 PM 10 12 2012 02 36 PM 08 12 2012 06 20 PM Page 126 of 165 Digital Document Management System DDMS Fuzzy Search To search for a term similar in spelling to projek user can use the fuzzy search This finds records that contain words which are similar to the search term except for a few different characters 1 Enter projek at the Quick Search field 2 Press Enter or click tab Main Search Results Ia Send Al To Report Refresh E Preview Mode Tile 5 PENGURUSAN PROJEK SEKTOR AWAM Information Management System LMS Fasa 3 Khidmat Nasihat Bagi Proses Perolehan LIMS E PENGURUSAN SUMBER MANUSIA Komp Carta Organisasi MAMPU amp g 5 PENGURUSAN PROJEK SEKTOR AWAM Kemahiran SBKK E PENGURUSAN PROJEK SEKTOR AWAM Kastam Diraja Malaysia JKDM gj E PENGURUSAN PROJEK SEKTOR AWAM Akruan Jabatan Akauntan Negara E PENGURUSAN PROJEK SEKTOR AWAM Report Polis gj E PENGURUSAN PROJEK SEKTOR AWAM Anti Dadah Kebangsaan AADK gj E PENGURUSAN PROJEK SEKTOR AWAM Semula Aplikasi Data Dictionary Sektor Awam SDDSA i E PENGURUSAN PROJEK SEKTOR AWAM Tak Alih H 5 PENGURUSAN PROJEK SEKTOR AWAM
112. re both terms exist anywhere in the text of a single document This is equivalent to an intersection using sets The symbol amp amp can be used in place of the word AND 1 Enter surat pekeliling AND mesyuarat OR surat pekeliling amp amp mesyuarat at the Quick Search field 2 Press Enter or aa icon Search Result screen will appear on a new tab Main Search Results 8 Send All To Report 2 Refresh Preview Mode E Title Record Number Date Registered D B E PENGURUSAN PENTADBIRAN Perundang MAMPU 100 1 1 2 JLD 1 08 12 2012 06 20 PM ge Gambar Rajah MAMPU 100 1 1 2 JLD 1 11 11 12 2012 11 23 PM d Surat Pekeliing 1 MAMPU 100 1 1 2 10 10 12 2012 02 36 PM Perjalanan Ke utara MAMPU 100 1 1 2 9 10 12 2012 02 32 PM lii Pemandangan MAMPU 100 1 1 2 8 1012 2012 02 30 PM A Minit Mesyuarat DDMS Bil 1 2012 MAMPU 100 1 1 2 3 08 12 2012 08 11 PM Pal Pekeliling Am Pemansuhan Penggunaan MAMPU 100 11 211 08 12 2012 06 23 PM Boolean Search Using operator The or required operator requires that the term after the symbol exist somewhere in the text of a document For example when the user enters the search phrase bank negara the system will return records that must contain the word bank and may but not necessarily contain the word negara Records that contain only negara but not bank will not be returned 1 To search for documents that must contain Fail Fungsi
113. rompted Upload dialog Ready for new upload s Filename Status or Add Remove 3 Reset sik Upload 4 To upload audio file click button Upload dialog Ready for new upload Filename A Choose File To Upload window will be prompted User can click on Cancel button to cancel the selection 5 Browse through the screen choose the document to be uploaded and click the Open button OR double click on the selected document Others function on the screen listed below Reset button is to clear all listed document s ii Remove button is to remove the documeni s to be uploaded User Manual Page 75 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 6 The selected document s to be uploaded will be listed on the Upload Dialog screen There are two columns on the screen Filename Name of the document that ready to upload ii Status Status of the document upload Upload dialog Filename perasmian hari alam sekitar mp Oueued for upload cr Add Remove 2 Reset de Upload Queued for upload status will appear on Status column Click Upload button and Status column will be changed to OK dialog Ready for new upload s Filename St C fakepath AG4 4 pdf de Add Remove Reset Upload The following screen will be displayed Upload dialog x
114. s Refresh Quick search based on Full Number or Title Classification Number Title af MAMPU ala MAMPU 100 Bd MAMPU 200 gifs MAMPU 300 Unit Pemodenan Tadbiran dan Perancangan Pengurusan Malaysia PENGURUSAN PENTADBIRAN PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR PENGURUSAN ASET Bd MAMPU 400 ad MAMPU 500 gifs MAMPU 600 MAMPU 700 PENGURUSAN KEWANGAN PENGURUSAN SUMBER MANUSIA PEMODENAN PENTADBIRAN DAN PENYAMPAIAN PERKHIDMATAN PENGURUSAN PROJEK SEKTOR AWAM 4 Click icon to expand the drop down list until the record level The list will drop as follow ag MAMPU 200 eg MAMPU 200 1 SEQ MAMPU 200 1 1 B 5j 200 1 1 1 ii MAMPU 200 1 1 1122 8 2 MAMPU 200 1 1 1 21 MAMPU 200 1 1 1 19 ES MAMPU 200 1 1 1 18 BM MAMPU 200 1 1 1 17 MAMPU 200 1 1 1 14 MAMPU 200 1 1 1 13 Bj MAMPU 200 1 1 1 12 MAMPU 200 1 1 1 11 MAMPU 200 1 1 1 10 Bj MAMPU 200 1 1 1 9 PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR Pekeliling Am Akta Rayuan 1997 Jemputan Pelaksanaan User Acceptance Test UAT Fasa THE SLEREXE COMPANY LIMITED Peraturan Pilihanraya 2013 Aturcara Jemputan ke Bengkel Permurnian 2012 Semua Maklumat Berkenaan Perjumpaan 505 Atur Cara Bengkel Pemurnian part 3 Atur Cara Bengkel Pemurnian Part 2 Atur Cara Bengkel Pemurnian Electronic Government Activit
115. s a scenario for Advance Search Searching enables records discovery by using keywords default metadata and any available custom metadata However the search result will be depending on the access control some records will not be seen by the user if does not have permission to discover them a Advance Search Flow Chart Advance Search 50 ta Disseminate Menu Select Advance Search Click at the Search By filed Choose search method from method list Key in searching details Go to filter tab to select record type Click OK to see searching result Click Saved Search to save search result Click button ta save search Click Send All To Report to print search by report Click your selected report template Click Generate Reports Print selected report Figure 4 28 Advance Search flow chart User Manual Page 129 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record b Advance Search Procedure Advance Search 1 From Disseminate menu select Advance Search Disseminate D Browse By Classifications fs Principals Saved Search Favourites ga Recent Records Search form displays Search wc Ok 3 cancel iz Save Search Query Filter Search by Equal To E New GH Delete D Reset Search by List of Search methods display as below User Manual Page 130 of 165 Digital Document Management S
116. t System DDMS DDMS USER GUIDE View Record URL This option allows user to view the URL of the selected record 29 Select Record URL to displays the URL of the record It displays Bookmark URL http 211 25 130 238 8020 mein jsp record number MAMPU 200 1 1 1 14 User Manual Page 114 of 165 Digital Document Management System DDMS DDMS USER GUIDE Download Content 4 5 Download Content This is a scenario for the user to download the content of the electronic document from the system The downloaded document content should be viewed or edited by their native software application installed on the local computer 4 5 1 Download Content Flow Chart a Download Content Disseminate Menu Click Browse by Classifications Click Content from the context menu Click Download from the sub context menu End Figure 4 25 Download Content flow chart User Manual Page 115 of 165 Digital Document Management System DDMS DDMS USER GUIDE Download Content 45 2 Download Content Procedure 1 From Disseminate menu click Browse by Classifications 0 Browse By Classifications ta Principals Advance Search zd Saved Search wi Favourites Ba Recent Records The new tab will appear as follow Main A Browse By Class 3 Refresh Quick search based on Full Number or Title P Classification Number Title E 3 Ia MAMPU Unit Pemodenan Tadbiran dan Perancangan Pengurusan
117. tab The following screen will be displayed tew Principal Abu Abdul Mut Bin Abd Ariz jel Save 6 Cancel General Associations Security Ca Principal Name Permissions 5 To perform search for Principals Access Control low Key search text such as name of person email or name of organization at the search column Van Principal Principai Type A ABU ASDULMUZ BNA Person ABU BAKAR BN HAJIIS Person agar B amni Person 3 adan Person Organgaton Person 2 Anayst Poston amp Applicaton Team Person B Arai Dente It will be displayed unit pemodenan Emai doom com my eksoodokom com my com my gom com my Profle Information Worker formation Worker Aon s Aomns eor View Only User Appicabon Team Dasar l anatar User Manual Page 163 of 165 Digital Document Management System DDMS DDMS USER GUIDE ii Press Enter or click button The following result will be displayed Main Principal Add rs Refresh unit pemodenan Mame Principal Type amp jj Unit Pemodenan Tadbira Organization 6 Click Refresh button to back to main principals list 7 User also can search the venue of principal by clicking the Browse Venue Principals icon g Browse Venue Principals The display result will looks like below
118. tes tab Metadata Minutes Access Control Related Records Minit 18 Click e button to fill in Minit field e button to clear Minit field 19 Catat Minit screen will appear Catat Minit Catat Mint Cancel 20 Fillin Catat Minit field and click Catat Minit button Click Cancel button to cancel the action Catat Minit y Catat Minit amp Cancel User Manual Page 51 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents After click on Catat Minit button window will be displayed Metadata Minutes Access Control Related Records Minit Memo diterima pada 12 12 2009 21 Click Save button to save the record J Record saved successful ly Note Only Record Manager can modify metadata after the record was saved 22 To view the minit i Reselect the respective record ii Click on Minit tab to display the result and the following screen will be displayed Al Save J amp Close Metadata Minutes Content Version Access Control Related Red Minit Thursday 25 April 2013 8 44 01 PM umi Memo diterima pada 12 12 2009 User Manual Page 52 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents Alternative way to create record is using Browse By Classifications menu 1 Go to Disseminate section and click the Browse By Classification menu Disposition
119. the Favourites list 1 Select Disseminate menu and click Favourites to view added File s Record s Disseminate D Browse Wia Classifications HB Advance Search Saved Search Favourites Recent Records User Manual Page 153 of 165 Digital Document Management System DDMS DDMS USER GUIDE Maintain Favourites Tray List Favourites screen will appear on a new tab Main Browse By Classific Favourites 4 Refresh Preview Mode Title Record Number a t Pekeliling Baru MAMPU 100 1 7 1 2 Ir ii Peraturan Pilihanraya 2013 MAMPU 200 1 1 1 18 A Pekeliling Am MAMPU 100 1 7 1 Gf PENGURUSAN TANAH BANGUNAN DAN I MAMPU 200 1 1 2 Select the File s Record s to remove from Favourites list Main Favo wi Refresh IE Preview Mode Title En Pekeliling Baru Pr Peraturan Pilihanraya 2013 Pekeliling Am Main Di Favourites Et Refresh Preview Mode F7 Title Record Number i Pekeliling Baru MAMPU 100 1 7 1 2 E i Peraturan Pilihanraya 2013 MAMPU 200 1 1 1 16 A Pekeliling Am MAMPU 100 1 7 4 1 ES PENGURUSAN TANAH BANGUNAN DAN 1 MAMPU 200 1 1 1 3 Right click on the selected File s Record s Main Di Favourites E3 Refresh t Preview Mode E Title Record Number 1 Pekeliling Baru PU 100 1 7 1 2 E Peraturan Pilihan PU 200 1 1 1 18 A Pekeliling Am PU 100 1 7 1 1 g z j PENGURUSAN New PU 20
120. ture Send Receive Folder View DDMS A ignore X m manda a u Meetin LI 1i Meeting x Ka Clean Up 9 New New a Delete Reply Reply Forward By More E mail Rems junk All 4 Favorites LJ Inbox 181 2j Sent Rems fa Deleted Items 1 Arrange Br Date 4 Today 4 mardhiah dgkom com my 1 Suhanah Rostan 1 Inbox 181 Draft 2 Sent Items fa Deleted Items 1 T Junk E mail 3 A Outbox RSS Feeds J9 Search Folders Fwd Iso Compliance Monday Syawalliah via Dropbox Mon 4 56 P Reminder Syawalkah Mond Yamin Sharifah Shekhah Mon 1 47 PM Assignment Repost Form New 1 Sharifah Shekhah Mon 1 38 PM New staff wef 1st July 2013 Last Week Syawalliah via Dropbox fri 28 6 Syawalliah Mohd Yamin wants to sh Shafiqah Nasra Ezanee Wed 26 6 Fwd RE Record Manager Profile Sharifah Shekhah Tue 25 6 Fw June 2013 salary A Suhanah Roslan Tue 25 6 Re New statt CY 4 Mayumie Azura Mond Tue 25 6 Re New staff CV E A Mayumie Arura Mohd Tue 25 6 Re New staff CV Suhanah Roshan Tue 25 6 hnk Jobs desc 1 Oh ote om Binna NANG 3 Click on Capture menu f T TI TE aloging new email Home Send Receive older View DDMS Ck Create Link amp Change Settings gg Capture E About Security Level Terbul 1 User Manual Page 59 of 165 Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing D
121. ument Management System DDMS DDMS USER GUIDE Settings 3 To remove field in the record list setting Choose the field to be removed from the Selected Fields column ii Click Remove button The selected fields will be removed from the Selected Fields list In this case the Creator Username field has been removed from the Selected Fields The Creator Username field was moved to Available Fields column as displayed User Preferences x la Save 3 Cancel Language Record View Record Browse Field Title Ahli Fotografi Record Number PAPAH Assignee Tarikh Buka Audio Format Record Type Author Bahasa Batch Id Bilangan Pekeliling Tahun Dikeluarkan Buyer No Klasifikasi Combined Title Fail Container Level Content Filename Content Text Hama Pewujud Date Archived iii Click Save button to save the changes The following message window will be displayed User Preferences User Preferences Updated Successfully Please Refresh To Apply Changes User Manual Page 31 of 165 Digital Document Management System DDMS DDMS USER GUIDE Settings 4 2 2 View Details Scenario The View Details button will actually prompt the properties of the current user logged in From there the user will be able to see his her profile details stored in the system a View Details Flow Chart Login to DDMS Click View Detail menu Select General tab for view only
122. vel will not follow any of it Related Records tab shows any records that related to it However the tab is disable and only Record Manager Pegawai Rekod Jabatan PRJ can relate a record to a record file to a record or file to a file Main New Record A Save 3 Close Scan d Upload Metadata Minutes Access Control 5 Memo Tajuk Fail Mo Rujukan Tuan Mo Rujukan Kami Tarikh Memo Es Nama Pengirim Jawatan Pengirim Nama Penerima Jawatan Penerima Page 45 of 165 DDMS USER GUIDE Creating and Capturing Documents Digital Document Management System DDMS DDMS USER GUIDE Creating and Capturing Documents 5 Click Upload button to upload the document s 6 Upload dialog window will appear Upload dialog Ready for new upload s Filename Status ap Add Remove Reset Upload button to add document to upload ii Remove button to remove the upload document s iii Reset button to refresh the screen IV Upload button to upload the document to the system and V Close button to close the Upload dialog screen 7 Click on Add button Choose Document to Upload window will appear c Nu QU so lt KERA DGKOM SDN BHD Training B H Organize v New folder H e Favorites 4 Documents library Desktop Training r Downloads wi New Schedule Propose 47 Dropbox Transfer to ANM 2 Recent P
123. y the system f You ve requested a Password Recovery Wednesday 23 January 2013 11 26 PM From ddocmasys gmail com ddocmasysiigmail com To AHMAD BIN AWANG lt ahmad mampu gov my gt You have requested a password reset on 671104125463 AHMAD BIN AWANG account Your new password will be T vSPgVGnqPVT Click the link below to confirm your password reset Confirm Password Reset This request was made on 24 01 2013 15 26 45 MYT For security reasons the password reset link will expire in 1 hourstime at 24 01 2013 15 26 45 MYT or after you reset your password Please do not reply to this message Mail sent to this address cannot be answered Primleged Confidential Information may be contained in this message If you are not the addressee indicated in this message or responsible for delivery of the message to such person you may not copy or deliver this message to anyone In such case you should destroy this message and notify us immediately User Manual Page 19 of 165 Digital Document Management System DDMS DDMS USER GUIDE User Login 8 Click on the Confirm Password Reset hyperlink and the password will reset automatically The screen below will be displayed Successful x 1 Password has been reset successfully Clik Ok button to proceed login page 9 In case the Username or Email is invalid the following error message will be displayed ng DIGITAL DOCUMENT MAN
124. ying 1 4 of 4 reci 3 Select one of the record in the recent record list window Example like below Semua Maklumat Berkenaan Perjumpaan 505 MAMPU 200 1 1 1 14 User Manual Page 157 of 165 Digital Document Management System DDMS 4 Click Main Pp DDMS USER GUIDE Recent Records icon It will be displayed the metadata about the selected record da Recent Records ja Send All To Report Zi Refresh Preview Mode Title Record Number Semua Maklumat Berkenaan Perjumpaan SDS MAMPU 200 1411014 ul THE SLEREXE COMPANY LIMITED MAMPU 200 1 1 1019 E Peraturan Pilihanraya 2013 MAMPU 200 1717118 Perjalanan Ke utara Page 7 of 1 View Name Tajuk Mesyuarat Fail Tarikh Mesyuarat Tempat Mesyuarat Nama Pewujud Misfiling Remark Minit 5 Click Main I Preview Mode 23 Recent Records l Send All To Report B Refresh t Normal Mode User Manual Title Perjalanan Ke utara Preview Mode mj Semua Maklumat Berkenaan Perjumpaan 505 MAMPU 200 1 1 1 14 ry THE SLEREXE COMPANY LIMITED B Peraturan Pilihanraya 2013 MAMPU 200 1 1 1 19 MAMPU 200 1 1 1 18 MAMPU 100 1 1 2 8 MAMPU 100111218 Value Semua Maklumat Berkenaan Perjumpaan SDS PENGURUSAN TANAH BANGUNAN DAN INFRASTRUKTUR Pe 07 02 2013 recordmgr Sunday April 07 2013 06 20 19 UTC recordmgr Assignee cha icon to preview the cont
125. ystem DDMS DDMS USER GUIDE Searching File or Record Search Methods Ok M Cancel DM Archiving a3 C Classification a 2 Content 9 Date 9 Navigation 9 LI Numbers 3d Principal 9 7 Properties 9 C Security Word Searches 3 Click the button at Date folder The following item will drop down search Methods x Ok RE Cancel a LJ Archiwing Classification pL Content eS Date ami Date Archived am Date Closed am Date Created am Date Finalized ami Date Last Modified am Date Last Modified of Content am Date Made Inactive am Date Registered ES Navigation Numbers Principal LI Properties 4 Click Date Registered lial Date Registered click OK button Following result will appear as follow Search x ef Ok 6 Cancel ad Save Search Query Filter Sort Search by Date Registered From 23 12 2012 amp AND NOT LIKE Delete D Reset Date Registered is 23 12 2012 5 Click calendar button red circle below to select date From field From 01 11 2012 5 le User Manual Page 131 of 165 Digital Document Management System DDMS DDMS USER GUIDE Searching File or Record The calendar will appear Select date and it will automatically inserted into the Form field Search w Ok BE Cancel Query Filter Sort Search by Date Registered From 01 12 2012 AND OR Date Registered

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