But behind the scenes, the ISHS had been managing these important collections with aging, unsupported records management tools and no internal records retention schedule. That changed when the state agency partnered with Zasio.

Through the implementation of Zasio’s physical records management solution, Versatile Enterprise (now known as Versatile 2026 with Advanced Physical Records Management) and a comprehensive records retention schedule developed with the help of Zasio’s Consulting Team, the historical society has improved daily operations and strengthened how staff locate, manage, and care for long‑term historical records.

Background

Spanning territorial-era documents from 1863 through manuscript collections, photographs, oral histories, and the archives of city, county, and state agencies, ISHS is responsible for preserving a vast and varied record set. With only 12 staff members, the agency required a system capable of efficiently managing high record volumes while maintaining the rigorous tracking and documentation standards essential to its mission.

Before Versatile, ISHS relied on two outdated systems: a legacy program “not necessarily developed for archives,” and a separate homegrown database at the State Records Center described as being on “life support.”

As State Archives Administrator David Matte noted, the system was unsupported, not user-friendly, and had been built by two programmers who were leaving. The transfer of nearly 35,000 active boxes from the Idaho State Records Center to the Historical Society underscored the need for a more robust and efficient records management system.

Implementing Versatile

After Zasio was selected and Versatile was implemented, day‑to‑day operations at ISHS improved significantly. Tasks that previously took hours (such as printing large spreadsheets and taping them together on a table for monthly billing) became fully automated and far easier and more reliable to manage with our records management software. Staff were able to work more efficiently with faster searching, bulk uploads, and dependable auditing tools (capabilities that simply weren’t possible with the previous systems).

Key improvements include:

• Automated billing and workflow processes, eliminating manual spreadsheet reconciliation.
• Faster, more precise searching, including the ability to drill down into sub‑entities within large agencies.
• Bulk inventory uploads, replacing handwritten box inventories and reducing errors.
• Robust auditing and space‑management tools, enabling staff to verify locations, correct past misplacements, and keep track of every box and its location during the move.

Versatile helped the agency conduct an audit of its archives for the first time. It’s also become a critical tool in the agency’s 50,000-square-foot expansion project (scheduled to open in 2027) and relocation of more than 30 semi-truck loads worth of boxes that will be transported to the new building.

“Versatile is key to the whole expansion project,” David said. “We know where every single box is from every agency and that information will be used in moving to the new building.”

Consulting

While Versatile solved system and workflow challenges, ISHS was in an awkward situation. It still did not have its own internal records retention schedule. Staff had long been responsible for helping and guiding other state agencies on proper retention, yet internally it relied on the general state schedule.

“It always felt a little weird… we should be leaders in that, and we couldn’t completely make the case for our leadership if we ourselves didn’t have a retention schedule,” David said.

The agency had wanted to develop a records retention schedule for years, but budget and timing never aligned. That changed once ISHS partnered with Zasio’s Records Retention Consulting Team. After a positive experience with Versatile, choosing to partner with Zasio to help create a new retention schedule was the obvious next step.

“I didn’t think of anybody else to create a schedule with,” David said.

Working closely with Frank Fazzio, Senior Analyst, ISHS and Zasio worked with departments across the agency to build the schedule. Frank and David went through multiple review sessions to refine, consolidate, and ensure retention rules were “as lean as they could be” while still aligned with the general state schedule.

“The retention schedule is amazing and everybody in the agency was very impressed with it,” David said. “It really has been one of the many highlights during the 18 years I’ve worked here.”

The Result: A Scalable Partnership for Preserving Idaho’s History

David repeatedly emphasized how positive the working relationship with Zasio has been, describing the company as customer‑oriented, highly skilled, and supportive from start to finish. He praised the software and the technical support during Versatile’s implementation. He also recognized Frank who provided steady guidance, and a collaborative approach to build the much-needed retention schedule.

David said he appreciates how Zasio took time to understand how the agency works and structured the project around those needs.

“We couldn’t have done it without Zasio,” he said.

The ISHS’s transformation shows how much of a difference the right software and support can make. ISHS has moved from outdated systems and informal processes to a more organized, efficient operation that’s better prepared for future growth. It can now preserve Idaho’s history with greater accuracy, efficiency, and confidence than ever before.

With Versatile and Zasio’s Consulting Teams’ expertise, ISHS has not only improved operations for today but also put tools in place that will support its work for years to come.

To learn more about Versatile 2026 with Advanced Physical Records Management, and our Consulting services, call 800-513-1000 or email connect@zasio.com

The post Idaho State Historical Society Modernizes Records Management with Zasio’s Versatile software and Consulting Services appeared first on Zasio.

As organizations grapple with exploding data volumes, evolving privacy laws, and increasingly complex systems, one thing is clear. Old methods can’t keep up. Process‑driven retention offers a path forward.

What is Process-Driven Retention?

Process-driven retention is a strategic information governance framework that determines data lifecycles based on business processes and data dependencies rather than static, document-centric records.

Why Traditional Retention No Longer Works

For decades, retention programs were built around one deceptively simple question: Can I destroy this record? It was a world of self‑contained documents, straightforward classifications, and predictable lifecycles.

But that world is gone.

Modern organizations operate in an environment where:

• Data is no longer self‑contained.
• Information is generated continuously across systems.
• Records are often reconstructed, not stored as static objects.
• Retention schedules rarely cover all the data an organization touches.

This disconnect has opened a gap between what retention schedules say and what actual business processes require.

The Data Explosion Changed the Rules

Data today is not merely an output, it’s the raw material that organizations process, refine, and reuse. The line between “data,” “information,” and “record” is now fluid:

• Data: raw, unstructured bits.
• Information: data given meaning.
• Records: documented evidence of activities.

Traditional schedules were built to manage records, not the sprawling ecosystems of structured and unstructured data that now feed them. So, organizations are increasingly forced to ask: What do we keep? What counts as a record?

These questions aren’t academic. They shape compliance, risk, and efficiency.

Then Privacy Changed the Rules Again

As privacy mandates gained strength, they introduced obligations that frequently conflict with retention requirements. Among the new challenges:

• Right to be forgotten obligations
• Mandatory deletion maximums
• Conflicts with statutory retention minimums
• Data dependencies across systems
• Requirements not covered by most retention schedules

In other words: it’s no longer enough to know when you can delete something. You have to know when you must.

Enter Process‑Driven Retention

Process‑driven retention reframes the conversation around context. Rather than evaluating a piece of information as a standalone object, it looks at how that information flows, transforms, and supports business operations.

It asks not just what the data is, but:

• Who generates it
• Who processes it
• Where it is stored
• What activities rely on it
• What privacy, security, and legal obligations affect it
• What upstream and downstream dependencies bind it

This approach breaks down silos and reveals the true lifecycle of data—not just the record‑keeping lifecycle.

What Makes This Approach Different

Process‑driven retention is:

• Purpose‑driven rather than content‑driven
• Holistic and fabric-oriented, not siloed
• Metadata aware, using context as an asset
• Structured around dependencies, not isolated artifacts
• Supportive of both privacy and operational requirements

It connects the dots across teams such as legal, IT, records management, operations, privacy and creating shared visibility into the data landscape.

Real‑World Examples in Action

The webinar walked through scenarios that highlight the value of process‑driven thinking:

1. Energy Consumption Data in Utilities

Hourly energy logs feed billing, outage reports, efficiency analyses, and forecasting. They also intersect with marketing, customer success, and project management processes. Deleting logs isn’t just a retention question, it’s an operational one.

2. Time Clock Logs in HR

Clock‑in/out data drives timesheets, pay slips, benefits eligibility, PTO management, and performance reviews. The decision to delete this data has far‑reaching implications.

Implementing Process‑Driven Retention

Transitioning to this modern model requires organizational commitment. The webinar outlined key steps:

• Form a cross‑functional steering committee
• Conduct risk and dependency analyses
• Revisit policies and retention schedules
• Map systems and data flows
• Aggregate data where possible
• Align onboarding and offboarding processes across systems

It’s a foundational shift, but one with significant payoffs. Greater compliance clarity, reduced risk, and more resilient information governance overall.

Looking Ahead

As data complexity grows, retention programs must evolve to match. Process‑driven retention equips organizations to manage information with nuance, context, and foresight. It’s not simply a new technique. It’s a modern mindset for a modern data world.

If you’d like guidance on adopting a process‑driven approach, our team is here to help.

Disclaimer: The purpose of this post is to provide general education on information governance consulting. 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.

The post Beyond Records: Why the Future of Retention Is Process Driven appeared first on Zasio.

From AI-driven automation to the growing demand for defensible disposition and digital preservation, the coming year promises big shifts in how businesses manage information.

In this blog, Zasio’s experts share their predictions for 2026.

Jennifer Chadband — Senior Consultant, CRM, IGP, CIPP/E, Licensed Attorney

Records and information software will continue to build momentum towards simpler, more connected ways of working. Evolving technology and tools that automate filing and disposal will make it easier than ever to manage information, freeing teams to focus on higher‑value work. A growing sense of urgency will also accelerate a big shift already underway: viewing records not merely as compliance requirements, but as resources to organize and use to improve decision‑making.

In 2026, this familiar goal will be more vital than ever: build programs that are easy to follow, reduce wasted effort, and maximize the value of the information organizations already possess.

Will Fletcher, General Counsel, CIPP/US/E, IGP

RIM and IG professionals will intensify their focus on capturing and retaining “records of compliance” across the increasingly complex landscape of data privacy and AI regulations.

For data privacy, critical records of compliance include transfer impact assessments, data protection impact assessments, and evidence of DSAR compliance. For AI, they include AI impact assessments, AI architecture documentation, retention and deletion logs for AI inputs and outputs, and the policies and standards that comprise an organization’s responsible AI governance program.

Organizations relying on digital systems and automation must also ensure these systems can produce record outputs on demand, and preserve them for as long as necessary, whether for regulatory investigations or legal defense.

Warren Bean — VP Technology & Product Development, CRM, CISM

• AI agents will require management similar to human users to control identity and access management. This includes which agents can access specific data repositories, what actions they can perform, and how to verify their authenticity.
• Governance frameworks will expand to include human oversight of AI systems and validation of LLMs and inference outcomes.
• Archivists will have to rethink the concept of ‘provenance’—the history of records and information, including their movements and transformations–-in light of AI deepfakes.

Rick Surber, Senior Consultant, CRM, IGP, Licensed Attorney

As AI growth accelerates in 2026, phishing and other information security intrusions will become more convincing and successful. This will cause data breaches to become more common as attackers use AI to automate social engineering and scale their efforts. In response, solid information governance will matter more than ever.

Clear retention rules, continuity planning, strong information security practices, and well-defined response processes will be essential—not to prevent every incident, but to limit impact, speed recovery, and prevent disruptions from escalating into expensive, long-lasting problems.

Stephanie Martin, Vice President of Product Management & Support

Privacy, security, cost, and accuracy concerns will continue to slow adoption of new AI agents, especially for smaller organizations. Large infrastructure costs and regulatory demands without parallel profits will likely accelerate the price of AI services. However, the benefits of AI will be limited if records lack quality, consistent metadata, or proper organization, making data hygiene a prerequisite for success. Accordingly, successful records management will still depend on record quality.

Navigating the Future of Records & Information Management in 2026

Preparing for 2026 requires a strategic alignment of policy, security, and high-quality metadata. Zasio’s enterprise-grade records management software is specifically designed to handle these complexities, offering the automation and defensible disposition tools necessary to stay ahead of the curve.

Contact Zasio today to learn how our experts and technology can help you audit and optimize your RIM program for the future.

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.

The post What’s Next for RIM and IG? Zasio Experts Share 2026 Trends & Predictions appeared first on Zasio.

Why High-Value Records Are Critical

High-value records aren’t just records, they’re the lifeblood of your organization. They underpin legal compliance, operational continuity, financial stability, and even corporate history. Losing or exposing these records can trigger regulatory penalties, reputational damage, and operational chaos.

Examples include:

• Legal: Sarbanes-Oxley filings, patent applications
• Operational: Emergency response plans, just-in-time inventory systems
• Financial: Merger due diligence, customer transaction ledgers
• Intellectual: R&D logs, trade secrets, proprietary formulas
• Historical: Corporate archives, images, and artifacts

Understanding what qualifies as “high value” is the first step toward effective protection.

The Escalating Cost of Breaches

Data breaches are no longer rare. They’re routine, and their impact is staggering:

• 2,300 breaches in 2023 affected 343 million victims
• The average cost of a mega-breach in 2024 hit $375 million

Recent examples illustrate the risk:

• Tea App Leak: 72,000 selfies, IDs, and 1.1 million private messages exposed after promises of privacy were broken.
• Clorox Cyberattack: Poor authentication practices led to halted manufacturing, weeks of manual order processing, and $380 million in damages.

The takeaway? Breaches are expensive, disruptive, and often preventable.

Categorizing Security: Frameworks That Work

Not all records require the same level of protection. Security categorization ensures resources are allocated where they matter most. The process involves:

• Evaluating value and risk
• Considering regulatory requirements
• Aligning with business priorities

Leading frameworks include:

• NIST FIPS 199: Low, Moderate, High security levels
• ISO/IEC 27001: Public, Confidential, Restricted classifications
• Sector-specific standards: PCI DSS, HIPAA, HITRUST, SOC 2

These frameworks provide consistency and objectivity, helping organizations prioritize information management and security solutions.

Decision Tree for Smarter Protection

A structured approach simplifies decision-making. Ask:

• Is the information public?
• Could disclosure cause financial or reputational harm?
• Does it contain personal or regulated data?
• Is it vital for continuity or disaster recovery?
• Does it include intellectual property or trade secrets?

Answering these questions helps determine whether basic, moderate, or high-level security is appropriate.

Six Core Security Capabilities

Building resilience requires a layered defense. Focus on these essentials:

• Access Controls: From MFA and role-based access to biometric verification and real-time monitoring.
• System Hardening: Secure configurations, intrusion detection, and zero-trust architecture.
• Data Loss Prevention (DLP): Real-time alerts and automated responses to unauthorized transfers.
• Encryption: End-to-end protection using AES-256 and RSA standards, plus secure key management.
• Electronic Vaults: Tamper-proof, encrypted storage with geographic redundancy and audit trails.
• Disaster Recovery: Tested plans, offsite backups, and clear recovery objectives (RTO/RPO).

Each capability scales from basic to advanced, depending on the sensitivity of your records.

Deploying Resources Wisely

Security budgets aren’t infinite. Align spending with risk:

• High-value records demand advanced measures like encryption, biometric access, and comprehensive DLP.
• Lower-value records can rely on basic protections without compromising efficiency.

Industry benchmarks show cybersecurity spending averages 6–13% of IT budgets, varying by sector. Strategic allocation ensures maximum protection without overspending.

Final Thoughts

Securing high-value records isn’t optional. It’s mission critical. By identifying what matters most, applying categorization frameworks, and implementing layered security capabilities, organizations can stay ahead of threats and protect their most valuable assets.

Want to learn more? Watch the full webinar or connect with our experts at Zasio Consulting. Together, we can help you build a security strategy that’s proactive, practical, and future-ready.

Disclaimer: The purpose of this post is to provide general education on information governance consulting. 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.

The post Securing High-Value Records in the Digital Age: Insights from Our Latest Webinar appeared first on Zasio.

And we’re excited to build on that success in 2026!

Software & Support:

This year, our Versatile Software/SaaS platform delivered two major updates with another exciting release on the horizon. Dynamic dashboards now offer customizable insights, and our Advanced Records Management Module includes disposition history logs, e-signature approvals, transfer options, and user-defined fields tied to record series.

Versatile users also enjoy enhanced search tools, including an advanced query builder and saved searches for advanced licenses.

We introduced a refreshed Corporate-Wide Access interface with improved accessibility and security. The Data Import Add-On (additional purchase necessary) is now fully integrated across the Versatile platform with a streamlined interface for creating new records. Plus, the Versatile Notification Add-On (VNS) is available to all customers, offering automated alerts and reports. Customers can contact our world-class Support Team to explore how VNS can elevate their program.

Additional updates include Versatile ERMS 4.3 and the Versatile Mobile-App, both coming later this month. These enhancements form part of our modern, flexible platform and set the stage for more innovation ahead.

And don’t forget! Versatile Retention, Express, Professional, and Enterprise customers can upgrade to Versatile 2025 for free.

“The enthusiasm and positive feedback we’ve received from customers upgrading to Versatile 2025 has been energizing,” said Stephanie Martin, Zasio’s VP of Product Management & Support.

Consulting:

Zasio’s Consulting Team didn’t just keep pace with change in 2025 — we helped drive it. Our new subscription-based services saw strong adoption, giving clients direct access to embedded RIM experts for ongoing support. Organizations embraced the model for strategic guidance and practical help on demand.

We continued leading program assessments, email strategy development, and tailored implementation roadmaps to align governance frameworks with real-world workflows and compliance needs.

A renewed focus on litigation readiness and defensible disposition shaped many projects. Clients turned to Zasio to strengthen retention policies, clarify triggers, and reduce risk across legacy systems and active repositories.

Demand surged for solutions to manage electronic records. From organizing repositories to navigating platform-specific challenges, our team delivered actionable strategies to retain what matters, dispose with confidence, and build sustainable practices.

As we head into 2026, Zasio Consulting is energized by the momentum and proud to be your trusted RIM partner!

Our citations total over 173,000 and are still increasing! Zasio’s Legal Research Team has refreshed retention regulations across 101 countries and 74 sub-jurisdictions, keeping our database sharper and more reliable than ever. Our powerhouse legal research team has updated over 20,000 citations in the U.S. and beyond, adding over 7,500 new citations to our expanding database.

And the world keeps getting bigger: Benin, Burundi, Cape Verde, Fiji, Grenada, Nepal, and Vanuatu have joined our roster of researched countries. Versatile now covers 309 jurisdictions (including countries, states, provinces, territories, self-regulated organizations, and supranational unions).

One thing is clear: our database never stops evolving.

Sharing Knowledge: Zasio’s software and consulting teams led almost a dozen webinars in 2025 sharing their RIM and IG expertise. This included our ongoing Versatile Tech Talk series, which introduces customers to the exciting features available in our flagship product, Versatile 2025.

Our Virtual Coffee with Consulting series had a fantastic year! To date, our Consulting team has held 34 educational sessions. Featured topics in 2025 included RIM programs, artificial intelligence, HR + privacy records, and securing records in the digital age. We look forward to you joining us in 2026!

Our consultants and research analysts contributed numerous professional articles on Zasio’s website — ranging from building a smarter RIM program, tax and accounting records, embracing AI in RIM, and building a customized records retention schedule (that actually works).

Increasing Transparency:

Zasio achieved several security goals in 2025.

Cybercriminals never sleep, and with the advent of AI tools and bots, the threats are greater than ever. That’s why Zasio’s Information Security Team stayed vigilant, enhancing security controls in several ways, including:

• Going deeper with penetration test coverage
• Adding gamification to our incident response workshop
• Reviewing and updating security policies and controls
• Expanding business email compromise testing and training
• Broadening the scope of zero-trust implementation
• Adding more logging and anomaly detection to our SIEM system

As always, customers and prospects can see an overview of our Information Security Management System and request access to our SOC 2 report on our Information Security Trust Page. 

On the Road: Zasio exhibited at InfoNext in Savannah, Georgia, and ARMA InfoCon in Phoenix, two of the most prominent conferences in InfoGov. Our team met with industry professionals, presented several educational breakout sessions, and shared insights about Zasio’s software solutions and consulting services. We look forward to once again meeting our industry colleagues in 2026!

Volunteer Service:

Zasio team members held volunteer positions in several community and professional organizations, including the positions of director, past president (x2) of Boise Valley ARMA; Glocal Community Partners, furniture delivery for resettled refugees; Idaho Trail Association volunteer; Idaho Botanical Garden board member.

Giving Back:

Zasio believes in being more than experts in records management. We’re equally committed to giving back to our community.

In 2025, Zasio financially contributed to Idaho Foodbank, Boise Rescue Mission, Tunnels to Towers Foundation, 2nd annual Foster Care Christmas, and the Women’s & Children’s Alliance (Hope Society Member). Additionally, Zasio is thrilled to continue to sponsor two students in Nairobi, Africa as part of the AmericaShare program, which includes school fees, room and board, uniforms, meals, and school supplies.

Cheers to a great year!

The post A ‘Versatile’ Year: How Zasio Delivered Innovation, Security, and Success in 2025 appeared first on Zasio.

When Butler County Records Center & Archives (Ohio) faced mounting challenges with its aging records management system, employees knew it was time for a change.

With over 438,000 files and 16,000 boxes, ranging from court and sheriff documents to historical records dating back to 1797, the county needed a solution that could handle both scale and complexity.

Background

Prior to 2022, Butler County had relied on a homegrown system. While innovative for its time, the system had become outdated and difficult to maintain.

“They were just putting Band-Aids on it,” Denise Goll, Chief Deputy Recorder, said. “If I needed a report, they would give me raw data, and I would try to create reports off of that.” The system lacked basic reporting capabilities, had data inconsistencies, and was not intuitive, making it hard to get other departments on board. “We had a really hard time getting people to buy in,” she added. “It was so archaic, they didn’t want to use it.”

Implementation

When Denise visited another county’s record center, she saw Zasio’s Versatile software in action for the first time. “I reached out to our IT department and said, ‘You’ve got to look at this, it can solve our problems.’”

Working with Zasio, Butler County transitioned from spreadsheets to Versatile Professional (now known as Versatile 2025 with Standard Physical Records Management) in 2022.

Despite complex data, the process with Zasio’s Support team was quick and easy. “I was pleasantly surprised the data actually appeared exactly where it was supposed to,” Denise said. “I’ve been through other conversions, but this one was really smooth.”

Training and onboarding were equally successful. Staff who had used the old system for years were initially hesitant but quickly adapted. “They were really surprised at how modern it looked and how easy it actually is to use compared to the old software,” Denise said. “It didn’t take a ton of training. It’s very self-explanatory.”

Benefits & Favorite Features

Versatile 2025 has transformed Butler County’s records management program.

From improved data accuracy to streamlined workflows, the benefits are clear.

“It’s a powerful, powerful piece of software,” Denise emphasized. “It’s not intimidating and it’s really simple to use.”

One of her favorite features is the record series builder, which allows about 40 departments to manage different retention schedules with precision. “To have it automatically come up with the calculated destruction date is just crazy,” she said. “You’re not always trying to find that paper document… it’s right there at your fingertips.”

Versatile has also helped Butler County save valuable time.

The checkout manager in Versatile has significantly helped the records retrieval process for several departments. Previously, tracking files relied on informal methods, often leading to misplaced records and long-overdue returns (sometimes years overdue).

Now, with automated tracking, due dates, and overdue alerts, employees can easily monitor file status and follow up promptly. This saves time and improves accountability while reducing the risk of lost records.

Partnership with Zasio

Denise praised Zasio’s support team for its responsiveness and expertise. “It’s great. I don’t think I’ve ever had any circumstance that hasn’t been extremely fast, same-day service,” she said. Whether it’s answering questions or assisting with upgrades, Zasio has been a reliable partner. “They literally go through and help our IT department figure everything out,” she added. “That part’s been super smooth.”

The affordability of Versatile was also a pleasant surprise. “I was concerned going to our county commissioners to ask for money,” Denise admitted. “But they didn’t even blink. It was so cost-effective for what we needed.”

Conclusion

Three years after implementation, the Butler County Records Center & Archives continues to rely on Versatile 2025 for its day-to-day operations. Departments that once resisted change are now happily using Versatile. “It’s so useful, so broad, and affordable,” Denise said.

With a growing need to manage both paper and electronic records, Butler County sees Versatile as a long-term solution. “We’re always going to have paper, we’re always going to have boxes of records,” she concluded. “It’s such a great system.”

About Zasio

Zasio has over 38 years of experience in providing information governance solutions. We help organizations build and maintain world-class records management programs. Our in-house team includes expert software developers, legal specialists, and certified records managers who stay ahead of evolving IG trends and scale our Versatile solutions to meet customer needs. It’s no wonder thousands of organizations—including half of the top 20 Fortune 500 companies—trust Zasio’s software and consulting services to create robust, compliant information governance programs. To learn more about Versatile 2025, call 800-513-1000 or email connect@zasio.com

The post Case Study: Butler County Records Center & Archives — Versatile 2025 with Standard Physical Records Management appeared first on Zasio.

The session offered practical strategies for balancing operational simplicity with increasing privacy demands. | Read the Full Webinar Transcript

Big Bucket vs. Granular Retention: Finding the Sweet Spot

Retention schedules are the backbone of HR data retention strategies, helping organizations manage records efficiently and compliantly. Our recent webinar emphasized the enduring value of the “big bucket” approach, which groups records into broad categories with unified retention periods. While granular, data object-level retention may seem ideal, it often leads to:

• Over-retention due to over-complexity, which leads to difficulty understanding obligations.
• Under-retention from misalignment with legal requirements
• Operational inefficiencies and non-compliance risks

The presenters urged organizations to strike a balance (use big buckets for simplicity but add granularity where privacy or legal obligations demand it).

The Deletion vs. Retention Dilemma

Notably, one of the most relatable challenges discussed was the tug-of-war between deletion and retention.

• Privacy advocates push for deletion to minimize data exposure.
• Legal teams require retention for compliance and litigation readiness.
• Risk mitigation teams need access to historical data for business continuity.

Global operations further complicate this balance, with varying retention laws across jurisdictions. The takeaway? Build flexible, jurisdiction-aware policies that accommodate both privacy and operational needs.

Managing Object-Level Data with Technology

Modern HR systems generate highly granular data such as emails, payroll entries, and performance reviews. Managing retention at this level is complex but achievable with:

• Metadata tagging
• Automated classification tools
• Integration with HRIS and ECM platforms

Consequently, these technologies help align granular data with broader retention categories, flag misclassified records, and reduce administrative burden.

HR Record Categories: Tailored Retention Strategies

For the strategies below, there are jurisdictions that are exceptions to these ranges and industries that also fall outside the ranges which highlights why a customized retention schedule is needed.

Recruitment Records

• Non-Hired Candidates: Retain for 6 months to 2 years, depending on jurisdiction.
• Hired Candidates: Records become part of the personnel file, retained for DOE + 5–7 years.

Background Checks

• Non-Hired: Retain for up to 1 year.
• Hired: Retain for DOE + 7 years, with industry-specific exceptions (e.g., aviation, finance).

Personnel Files

• Must be clearly defined per jurisdiction.
• Sensitive records (medical, grievances) should be segregated and protected.
• Common retention: DOE + 5–7 years.

Pension and Benefits

• Retention often driven by final payment + 5–11 years.
• Consider creating a “skeleton record series” with only essential data to avoid over-retention.

Leaves of Absence & Labor Relations

• Leaves: Typically, creation + 2–7 years, with exceptions.
• Labor Relations: Expiration + 7–15 years, driven by dispute resolution needs.

Data Subject Requests (DSRs)

• Retain the request, resolution summary, and logs.
• Copies provided to requesters should be treated as transitory.

Certificates of Destruction: Automation with Accountability

As organizations automate purges based on retention schedules, the webinar stressed the importance of:

• Documenting destruction via Certificates of Destruction (CODs)
• Checking for litigation holds before purging
• Maintaining audit trails for defensibility

Next Steps: Privacy as a Practice

In conclusion, the session closed with actionable advice for improving HR data retention strategies in response to evolving privacy laws and operational needs.

• Review and simplify retention schedules with privacy in mind
• Align triggers with legal and operational needs
• Train teams to understand the balance between retention and deletion
• Monitor global legal developments to stay ahead of compliance changes

Bottom Line: Big bucket retention remains a best practice, but today’s privacy climate demands thoughtful adjustments. By leveraging records management software, defining record categories clearly, and staying legally informed, HR teams can build retention strategies that are both compliant and efficient.

Disclaimer: The purpose of this post is to provide general education on information governance solutions. 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.

The post Buckets, Benefits, and Boundaries: HR Records in a Growing Privacy Climate appeared first on Zasio.

Why RIM Matters More Than Ever

A robust RIM program is no longer a back-office function. It’s a strategic asset. Here’s why:

• Legal & Regulatory Compliance: Stay ahead of evolving mandates like GDPR, HIPAA, and SOX.
• Risk Mitigation: Avoid non-compliance penalties and minimize expensive litigation discovery, and data breach risks.
• Operational Efficiency: Cut costs, reduce redundancy, and boost productivity.
• Data Protection: Safeguard sensitive and proprietary information.
• Business Continuity: Ensure recoverability in the face of disaster.
• Informed Decision-Making: Enable fast, accurate access to critical records.
• Digital Transformation: Align RIM with enterprise content and governance strategies.

Core Components of a Modern RIM Program

The foundation of a successful RIM initiative includes six key pillars:

1. Governance: Clear documentation, structure, and oversight.
2. RIM Practices: From identification to secure disposal.
3. Work Culture: Training and awareness to drive adoption.
4. Technology: Integrated, automated systems for digital records.
5. Risk & Security: Disaster recovery and data protection.
6. Compliance: Ongoing audit readiness and legal alignment.

Assessment: The First Step Toward Transformation

A comprehensive RIM assessment is essential to identify gaps and set priorities. The webinar outlined a structured approach:

Define Objectives & Scope

• Are you addressing risk, compliance, modernization or all of the above?
• Will the assessment cover the entire organization or specific areas?

Engage Stakeholders

• Involve legal, IT, privacy, and business units.
• Use surveys and interviews to gather insights and build buy-in.

Evaluate Existing Frameworks

• Review retention schedules, policies, and classification structures.
• Assess current practices for defensible deletion and secure storage.

Analyze Technology & Systems

• Examine electronic records management systems (ERMS), and integration.
• Identify automation opportunities and onboarding standards.

Consider Risk & Security

• Pinpoint vulnerabilities in access controls and disaster recovery.
• Ensure sensitive data (PII, PHI, financial) is adequately protected.

Optimize Processes

• Look for inefficiencies, manual workarounds, and low adoption.
• Recommend streamlined workflows and cost-saving measures.

From Findings to Action: Reporting & Road Mapping

Once the assessment is complete, the next step is to translate insights into action:

• Report: Highlight risks, maturity levels, and improvement areas.
• Prioritize: Focus on high-impact, high-risk areas first.
• Roadmap: Develop a phased plan with clear milestones.

Sample Roadmap Timeline

 Final Thoughts: Start with Your ‘Why’

The most successful RIM transformations begin with a clear purpose. Whether your goal is compliance, efficiency, or modernization, aligning your assessment and roadmap with that “why” ensures relevance and impact.

If you missed the webinar or want to revisit the insights, reach out to our team. We’re here to help you build a smarter, safer, and more strategic RIM program.

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.

The post Revamping Your RIM Program: A Roadmap to Resilience and Efficiency appeared first on Zasio.

The post Buckets, Benefits, and Boundaries: HR Records in a Growing Privacy Climate appeared first on Zasio.

Warren Bean, Vice President of Technology and Product Development, and Rick Surber, Senior Consultant and Consulting Team Manager, will co-present a session on process-driven retention management. In a separate session, Frank Fazzio, Senior Analyst on the Consulting Team, will discuss strategies for securing high-value records in the digital age.

These sessions will tackle some of today’s most pressing challenges in information governance and records and information management (RIM). In addition to these educational presentations, Zasio will be featured in the InfoCon exhibit hall, where we’ll showcase our Versatile solutions and expert consulting services.

Stay tuned. Details on presentation times, dates, and room locations will be announced soon!

The post Zasio Staff Selected to Present at ARMA InfoCon 2025 in Phoenix appeared first on Zasio.