Digital Records Management

One or more non-transitory computer-readable storage media storing computer-executable instructions that, when executed, cause one or more processing devices to perform:

• executing a wizard tool to assess a migration to a digital record of a transcribed document;
• in response to the executing, determining a benefit metric of the migration;
• when the benefit metric exceeds a predetermined threshold, receiving, by a business process, before an initiation of any transaction request for storing the digital record to a storage device of a computer system, an implementation document storing implementation information about the business process supporting digital records for a business unit within a business enterprise;
• comparing entries from the implementation document with a set of rules that specify a digital records policy of the business enterprise before any said transaction request by the business process, wherein the set of rules for the digital records policy includes at least one of a technology requirement and an architectural requirement for the computer system;
• determining an assessment score during the comparing;
• when the comparing is complete, determining, based on the assessment score before the initiation, whether there is a detected gap between the business process of the business unit and the digital records policy of the business enterprise before storing the digital record of the transcribed document on the computer system;
• identifying, from the detected gap of the business process, whether there is at least one deficiency for an alignment of the digital record with a series of digital records within a retention schedule;
• removing the detected gap to correct the at least one deficiency with the alignment of the digital record with a series of digital records to obtain a modified digital record;
• and
• storing the modified digital record of the transcribed document on a shared storage drive of the storage device of the computer system only when no detected gap occurs.

A computer system comprising:

• a first computing device comprising:
• a first memory device;
• a first storage device comprising a data repository with at least one shared drive;
• a second computing device comprising:
• a second memory device;
• a second storage device;
• and
• a second processing device coupled to the second memory device and configured to perform, based on instructions stored in the second memory device:
• executing a wizard tool to assess a migration to a digital record of a transcribed document, wherein the wizard tool retrieves a plurality of data components from the second storage device and wherein the plurality of data components is indicative of benefit factors;
• in response to the executing, determining a benefit metric of the migration from the plurality of data components;
• receiving, by a business process, before an initiation of any transaction request for storing the digital record to the first storage device of the first computing device, an implementation document storing implementation information about the business process supporting digital records for a business unit within a business enterprise;
• comparing entries from the implementation document, before the initiation of any said transaction request, entries from the implementation document with a set of rules that specify a digital records policy of the business enterprise, wherein the set of rules for the digital records policy includes at least one of a technology requirement and an architectural requirement for the first computing device;
• determining an assessment score during the comparing;
• when the comparing is complete, determining, based on the assessment score before the initiation of any said transaction request, whether to initiate a change to the business process of the business unit based on compliance with the digital records policy of the business enterprise before storing the digital record of the transcribed document on the first computing device;
• and
• executing, before the initiation of any said transaction request, the determined change to the business process, wherein a detected gap between the business process of the business unit and the digital records policy of the business enterprise is removed and;
• and
• the first processing device coupled to the first memory device and configured to perform, based on instructions stored in the first memory device:
• receiving, via a communication channel between the first and second computing devices, an indication about the detected gap;
• identifying, from the detected gap of the business process, whether there is at least one deficiency with one of the data fields in the digital record;
• removing the detected gap to correct the at least one deficiency with said one data field to obtain a modified digital record;
• and
• storing the digital record of the transcribed document on the at least shared drive of the first storage device of the computer system only when no detected gap occurs.