MALTA: National Audit Office of Malta IT audit report: Document management systems across government

10.12.2024

In an era where digital transformation is reshaping every sector, the shift from paper-based to electronic document management has become a pressing priority for Governments worldwide. Malta’s public institutions are no exception, tasked with managing an ever-growing volume of digital records and emails essential to their daily operations. In response to this challenge, the National Audit Office (NAO) of Malta has conducted a comprehensive Information Technology (IT) audit[1], focusing on the effectiveness of document management systems across various Government Ministries.

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The audit sought to evaluate the practices surrounding document management, ensuring that they complied with legal standards and identifying both strengths and areas for improvement. The audit report outlines a series of key findings and recommendations aimed at enhancing the Government's digital record-keeping infrastructure.

Centralised Data Governance

The NAO's audit underscored the importance of a centralised approach to data governance. The report recommended the establishment of a dedicated body tasked with setting standard guidelines for data security and improving the sharing of information across departments. Furthermore, the audit highlighted the need for ongoing training for public servants in data management to ensure they are equipped to handle the evolving digital landscape.

Task Force for Paper Record Digitisation

One of the audit’s major recommendations was the creation of a task force to oversee the digitisation of existing paper records. This would facilitate a smoother transition to the Central Electronic Document Management System (CEDMS). The task force would be responsible for standardising digitisation procedures and providing training to staff, ensuring that the integration of digital and paper records is seamless.

Feedback and Collaboration

Effective management of the CEDMS requires input from various Government departments. The NAO recommended that the Document Management Unit (DMU) within the Office of the Prime Minister should actively seek feedback from these departments. This approach would allow for timely updates and adjustments to policies and procedures governing the CEDMS.

Phased Data Migration

Migrating existing data from older systems, such as the Document Register (DocReg), to the CEDMS will require a phased and carefully planned approach. The NAO stressed the importance of meticulous planning, thorough testing, and clear communication with all stakeholders to ensure a smooth transition without data loss.

Preserving Legacy Data

Before any data migration, the NAO highlighted the need to preserve all existing data in the DocReg system. This step is critical to maintaining access to historical records, which may be essential for future reference.

Standardisation and Best Practices

The audit found a lack of consistent procedures for document classification and naming across Government Ministries. To address this, the NAO recommended the development of standardised protocols to improve file retrieval and enhance overall efficiency. Moreover, best practice guidelines for document management should be formalised, and collaboration with the National Archives of Malta should be strengthened to ensure compliance with record retention laws.

Enhanced Security and Monitoring

Given the sensitivity of Government information, the NAO urges the implementation of robust security measures for the CEDMS, including encryption and access controls. Regular monitoring and evaluation of the system’s performance are also essential to safeguard data integrity and prevent breaches.

Embracing Digital Signatures

Finally, the NAO advocated for the introduction of digital signature policies across Government entities. These policies would ensure the authenticity and integrity of electronic documents, further enhancing trust in digital processes.

In conclusion, as the Maltese Government continues its digital transformation, the NAO audit highlighted both the opportunities and challenges of moving from paper to digital document management systems. By addressing the gaps identified and implementing the proposed recommendations, public institutions stand to gain in efficiency, compliance, and security, ultimately fostering a more modern and responsive public service.

 

[1] The IT audit report can be downloaded from NAO Malta’s website - https://nao.gov.mt/2024/10/08/information-technology-audit-documentmanagement-systems-across-government/