Artificial Intelligence (AI) is no longer a futuristic concept. It’s a transformative force reshaping how organizations manage records and information. As AI technologies evolve, so do the opportunities and challenges for Records and Information Management (RIM) professionals. From automating classification to enhancing compliance and governance, AI is redefining the RIM landscape.
This article explores how leading organizations are leveraging AI to modernize their RIM programs, based on insights from Zasio’s most recent Virtual Coffee with Consulting webinar, “Unlocking the Future of RIM with AI” on May 20, 2025. | Read the Webinar Transcript
The New Information Revolution
We are in the midst of a digital and AI-driven information revolution. Organizations are not only generating more data than ever before, but they are also increasingly inclined to retain it “just in case.” As a result, this shift amplifies both the value and the risk of information. Therefore, RIM professionals are now tasked with maximizing information utility while minimizing exposure.
AI is central to this transformation. It enables organizations to extract actionable insights, automate manual processes, and ensure compliance—all while managing growing volumes of data.
Why AI Success Depends on RIM Maturity
AI thrives on clean, well-managed data. However, 44 percent of organizations still lack basic information management measures. Additionally, 52 percent struggle with data quality during AI implementation. This highlights a critical insight: mature RIM programs increase AI success by 1.5 times.
Consequently, organizations that have embraced AI in RIM report a 74 percent improvement in efficiency and a 67 percent boost in decision-making capabilities. Thus, aligning AI initiatives with robust information governance frameworks is essential.
Key AI Technologies Transforming RIM
Several AI technologies are driving innovation in RIM:
- Natural Language Processing (NLP) and Machine Learning (ML): These tools automate classification, metadata tagging, and sensitive data identification.
- Intelligent Document Processing: This extracts data from diverse formats using OCR and NLP, improving indexing and compliance.
- Robotic Process Automation (RPA): It automates repetitive tasks like scanning and categorizing documents at scale.
- Conversational AI: Tools like ChatGPT and Copilot assist with content generation and semantic search, enhancing productivity.
Notably, these technologies are already embedded in platforms like Microsoft Purview and Veeva. As a result, organizations can choose between out-of-the-box and customizable solutions.
Practical Use Cases for AI in RIM
AI is delivering tangible benefits across various RIM functions:
- Duplicate Detection and ROT Cleanup: AI identifies redundant or near-duplicate files, reducing storage costs and decluttering repositories.
- eDiscovery Support: Semantic search and concept clustering streamline legal discovery processes.
- Compliance Monitoring: AI flags unauthorized access, monitors data usage, and ensures policy adherence.
- Risk Scoring: It assesses unstructured data repositories for regulatory and operational risks.
- Enhanced Searchability: Semantic and OCR-powered search improves access to both structured and unstructured data.
Clearly, these applications are not just theoretical—they are already in use and delivering measurable results.
Governance and Cross-Functional Collaboration
Effective AI governance requires cross-functional collaboration. RIM professionals should be integral to AI governance committees. This ensures that AI initiatives align with organizational policies and compliance requirements. Moreover, business units, legal, IT, and privacy teams must also be involved to assess risks and impacts comprehensively.
In many cases, business users are best positioned to evaluate the real-world implications of AI. Therefore, their input is essential for ensuring transparency, fairness, and operational alignment.
Navigating the Regulatory Landscape
With over 1,000 AI-related laws proposed across 69 countries, regulatory compliance is a moving target. The EU AI Act, Canada’s AIDA, and emerging U.S. state laws reflect diverse approaches to AI governance. Consequently, RIM professionals must stay informed and adapt policies to meet evolving legal standards.
Furthermore, many of these laws intersect with existing data privacy regulations. For example, GDPR and CCPA both influence how AI systems handle personal data. Thus, compliance strategies must be holistic and forward-thinking.
Addressing AI Risks and Challenges
AI introduces several risks, including:
- Bias and Inaccuracy: Poor training data can lead to unfair outcomes and hallucinated results.
- Lack of Explainability: Complex models may produce decisions that are difficult to interpret.
- Operational Resistance: Cultural hesitancy and fear of job displacement can hinder adoption.
To mitigate these risks, organizations must implement strong governance, transparent policies, and continuous education. Additionally, regular audits and human oversight are essential for maintaining trust and accountability.
Policy and Retention Implications
AI-generated content, including prompts and outputs, must be evaluated for records value. Like email, transitory content may be auto-disposed. However, substantive outputs should follow established retention schedules. Many organizations are aligning AI content management with existing email policies, often setting auto-disposition periods between three months and one year.
Therefore, RIM professionals must work closely with IT and legal teams to ensure that AI-generated records are properly classified and retained.
Final Thoughts: Unlocking the Future of RIM with AI
AI is not just a tool—it’s a strategic enabler for modern RIM programs. By embracing AI responsibly, RIM professionals can enhance efficiency, reduce risk, and unlock new value from their information assets. Therefore, the time to act is now.
Disclaimer: The purpose of this post is to provide general education on information governance topics. The statements are informational only and do not constitute legal advice. If you have specific questions regarding the application of the law to your business activities, you should seek the advice of your legal counsel.