Information Technology Audit: Document Management Systems across Government

The Auditor General, Charles Deguara, today presented to the Hon Speaker of the House of Representatives, Dr Anglu Farrugia, the National Audit Office (NAO) report entitled “Information Technology Audit: Document Management Systems across Government”.

The NAO conducted an extensive Information Technology audit to assess document management practices across various Government Ministries and departments. It addressed the transition from traditional paper-based systems to digital formats, driven by advancements in Information Communication Technology (ICT). This shift aimed to improve the operational efficiency, regulatory compliance, and data security.

Key findings of the Report included the need for a centralised data governance body to promote standardised guidelines, facilitate data sharing, and offer ongoing training for public service employees. The NAO highlighted the importance of integrating existing paper records into the Central Electronic Document Management System (CEDMS) and recommended the establishment of a dedicated Task Force to oversee this challenging process.

To enhance document management across Government, the NAO suggested that a phased approach for migrating data from the current Document Register (DocReg) to CEDMS is adopted, ensuring careful planning, testing, and contingency measures. Standardisation of procedures for digitising documents, along with consistent file naming conventions, was also advised to streamline file retrieval and ensure uniformity.

The Report further recommended strengthening collaboration with the National Archives of Malta to ensure that public records are retained and archived according to legal requirements. It also highlighted the need for robust security protocols, including encryption, access controls, and disaster recovery plans, to safeguard sensitive Government documents.

In conclusion, the NAO highlighted that while the transition to a digital system poses challenges, it offers significant benefits in terms of efficiency, transparency, and security. Prioritising key functionalities and involving key stakeholders will ensure a smooth transition to modern document management across the Public Service.

To view report (.PDF) please follow link.