Digital Records Management

Patent metadata

Field	Value
Publication number	US-2016110668-A1
Application number	US-201514980509-A
Country	US
Kind code	A1
Filing date	Dec 28, 2015
Priority date	Feb 2, 2010
Publication date	Apr 21, 2016
Grant date	—

Abstract

Record management of a business unit is aligned to a digital records policy of a business enterprise. The digital records policy may require process, technology and cultural changes to shift from paper to digital records management. Paper intensive processes tend to have a number of economic, environmental, and operational disadvantages. In addition, government regulations are increasingly requiring businesses to be able to locate and retrieve information quickly. An implementation document contains information about a business process so that a business process supporting digital records may be compared with a digital records policy of the business enterprise. If there are any gaps between the business process and the digital records policy, an action plan may be constructed in order to eliminate or mitigate the gaps. Also, the economic benefits for a business unit migrating to digital records may be analyzed by a business case wizard tool.

First claim

We claim:

1 . A computer-assisted method comprising:
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 a first storage device of a computer system 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; when the benefit metric exceeds a predetermined threshold, receiving, by a first business process, before an initiation of any transaction request for storing the digital record to a second storage device of the computer system, an implementation document storing implementation information about the first business process and related technology supporting digital records for a first business unit within a business enterprise, wherein the business enterprise comprises a plurality of business units; comparing, by at least one processor of the computer system before the initiation, entries from the implementation document with a set of rules that specify the 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 computer system; determining, by the at least one processor, an assessment score during the comparing; when the comparing is complete, determining, based on the assessment score by the at least one processor before the initiation, whether there is a detected gap between the first business process of the first business unit and the digital records policy of the business enterprise; 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; in response to the identifying, 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 modified digital record of the transcribed document on a shared storage drive of the second storage device only when no detected gap occurs.

2 . The method of claim 1 , further comprising:
providing improvement information for the first business unit to delete the detected gap.

3 . The method of claim 1 , further comprising:
assessing an economic benefit for deleting the detected gap; and generating an exception request for the detected gap when the economic benefit is less than the predetermined threshold.

4 . The method of claim 1 , further comprising:
determining whether to initiate a change in the first business process based on compliance with the digital records policy; and executing the determined change for the first business process.

5 . The method of claim 4 , further comprising:
obtaining a certification of the first business process that is indicative of compliance with the digital records policy.

6 . The method of claim 5 , further comprising:
determining whether the first business process is compliant with the digital records policy of the business enterprise after the certification; and recertifying the first business process when at least one change in the digital records policy occurs.

7 . The method of claim 1 , wherein compliance to the digital records policy is based on accuracy, durability, integrity, and retrievably of digital records by the first business unit.

8 . The method of claim 7 , further comprising:
based on the compliance, detecting an absence of a required metadata field in one of the digital records.

9 . The method of claim 7 , wherein the compliance is further based on a retention schedule of the digital records.

10 . 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.

11 . The one or more computer-readable media of claim 10 , wherein the one or more processing devices performs:
assessing a economic benefit for deleting the detected gap; and generating an exception request for the detected gap when an economic measure of the benefit is less than the predetermined threshold.

12 . The one or more computer-readable media of claim 10 , wherein the one or more processing devices performs:
determining whether to initiate a change in the business process based on compliance with the digital records policy; and executing the determined change to the business process.

13 . The one or more computer-readable media of claim 12 , wherein the one or more processing devices performs:
obtaining a certification of the business process that is indicative of compliance with the digital records policy.

14 . The one or more computer-readable media of claim 13 , wherein the one or more processing devices performs:
monitoring the business process after the certification of the business process; and determining whether the business process is compliant with the digital records policy of the business enterprise.

15 . 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 exe

Assignees

• Bank Of America

Inventors

• Ford Bryan
• Goodman Susan K
• Halliburton Kirk A
• Heuberger Karen W
• Banker Sherrye C
• Louer Robert S
• Rice Carlisle
• Uitemarkt David A

Classifications

• G06Q10/06313 Primary

  Resource planning in a project environment · CPC title

• G06Q30/018

  Certifying business or products · CPC title

• G06F17/30365

  Physics · mapped topic

• G06F16/235

  Update request formulation · CPC title

• G06Q10/0639

  Performance analysis of employees; Performance analysis of enterprise or organisation operations · CPC title