News & Events
Stay on top of the changing information governance landscape with expertly written blogs and industry-driven webinars by Zasio experts. Our case studies show how we’ve served every industry from pharmaceutical to utilities.
When Data Becomes a Record: How to Tackle the Master Data Retention Dilemma
Is data a record? Traditionally, experts have answered no. Organizations originally designed records retention schedules for documents (official records, not raw data). However, as privacy laws expand and data volumes skyrocket, the traditional boundaries between data, information, and records have become blurred.
Zasio’s recent webinar, “When Data Becomes a Record: Master Data Retention Dilemma,” explored this evolving challenge in depth.
During this session, Warren Bean, Zasio Vice President of Technology and Product Development, and Rick Surber, Senior Consultant, tackled these pressing RIM challenges: how to manage, retain, and defensibly dispose of data in a world where data can...
The Day the Internet Archive Wayback Machine Saved My Credibility
We were nearing the end of a long and detailed review of our team’s global policy recommendations when one comment in the Excel sheet immediately caught my eye. I leaned in and squinted to read the small text in the Excel comment box:
"Recommendation cannot be adopted because the administrative guidance cited doesn't exist."
This is the kind of scenario that fuels RIM nightmares, the kind that keep you up at night. Citing an incorrect law is scary enough—but a legal requirement that doesn’t exist? That could seriously jeopardize the deliverable, not to mention our credibility with the client....
Common Pitfalls in Retention Schedule Refreshes and How to Avoid Them
Introduction
You started from scratch with the goal of crafting a comprehensive records retention schedule (RRS). After months of analyzing regulatory requirements, gathering feedback from stakeholders, and fine-tuning details to align the policy with your organization’s needs, the dust has settled. Now, it is time to refresh your retention schedule. While this task may seem overwhelming, avoiding these four common pitfalls can make the retention schedule refresh process more efficient and less painful.
Legal and Regulatory Changes
To minimize the risk of quickly failing out of compliance, start by reviewing legal and regulatory changes. These include new requirements not previously...
Town of Southampton Case Study: Versatile 2025 with Standard Physical Records Management
Introduction: The Town of Southampton, New York, known for its picturesque landscapes and vibrant community in the Hamptons, faced significant challenges managing its expanding records collection.
The outdated systems and inefficient processes highlighted the need for a modern solution. With Versatile 2025, Zasio’s state-of-the-art records management software, it was able to transform how it organizes, accesses, and protects records.
Background: Sundy Schermeyer, the Southampton Town Clerk who also serves as the NYS appointed Records Management Officer, has been at the helm of the records management program for more than 18 years, overseeing the Records Management Division. Candace Brambley, Senior Administrative Assistant, joined...
Fresh Records Only: Using RIM and Your Records Retention Schedule to Eliminate ROT
The Cost of Clutter
Picture this: you open your fridge, and a sour smell hits you. Expired milk, wilted lettuce, and last week’s leftovers are all taking up space. Now, imagine trying to find what you need to cook a meal from that mess. Frustrating, right? If only you had cleared out the old food before it became past its prime, you wouldn’t waste time when you just need to get cooking. Similarly, just like a cluttered fridge makes it harder to find what you need, a disorganized records and information management (RIM) system can slow down operations and create...
Template Schmemplate: Build a Customized Records Schedule That Actually Works
Records retention schedules may not be the most glamorous aspect of your business. However, when used effectively, a customized records retention schedule is one of the most powerful risk mitigation tools at your disposal. And when done correctly by involving knowledgeable stakeholders to customize it, you’ll spare yourself from wheel-spinning, headaches, potential lawsuits, and risky digital hoarding tendencies.
That said, here’s the catch: if you’re still relying on a template or a one-size-fits-all solution, you’re not managing your records—you’re babysitting them.
Let’s break down why a customized retention schedule is, hands down, the best approach, including why templates may be...
Unlocking the Future of RIM with AI: Survey Today’s Landscape to Revolutionize Your Program Tomorrow
Join Virtual Coffee with Consulting for an exciting journey into the world of AI-powered Records and Information Management!
While organizations quickly learn to use AI to leverage and extract optimal value from their information, it is also leading to more information, risks, and complexities. RIM professionals need to ensure they keep up with AI advancements impacting information across their organization while also using AI to improve and adapt their own program. During this session we’ll discuss how leading organizations are revolutionizing their RIM technologies and programs with cutting-edge AI innovations and enhanced governance. From automating tedious tasks to enhancing searchability,...
Embracing AI in Records and Information Management: A New Era of Efficiency and Innovation
Technology is moving fast, and artificial intelligence (AI) is becoming a big part of records and information management (RIM) and information governance (IG). But don’t worry—AI isn’t here to take your job. Instead, it helps us work smarter, faster, and more efficiently.
The Impact of AI on RIM and IG
AI is improving how we manage records and information, making tasks easier and reducing human error. Here are a few of the biggest ways AI is making a difference:
Automatic Sorting and Organizing
Instead of spending hours sorting documents, AI can do it instantly. It can recognize and tag...
You’re Probably Not Keeping Your U.S. Tax & Accounting Records Long Enough
Having a retention plan for tax and accounting records is crucial for your business. To make such a plan, organizations often consult applicable federal laws, tax professionals, and similar businesses in the industry. Under this approach, most U.S. companies consider seven years to be the proper retention period for tax and accounting records.
But by looking only to these sources for guidance, it’s easy to miss state-based requirements that your business may need to follow to avoid fines or other sanctions. One such law is 18 CCR 19141.6 under California’s Franchise and Income Tax regulations, which has a longer than...
Building a Smarter RIM Program Through Structured Problem Solving
What do finance, healthcare, and great chess players have in common? Each relies on “structured problem solving”—a systematic approach to identifying, analyzing, and resolving complex issues—to overcome their thorniest challenges.
In a world of rapidly growing data volumes, complex regulations, and vexing data privacy and cybersecurity concerns, records and information management (RIM) professionals should adopt the same approach.
Structured problem solving offers a clear, logical framework for tackling intricate issues. In finance, it helps manage investment risks and optimize portfolios. In healthcare, it supports accurate diagnoses and effective treatment plans. Chess players use it to plan their moves and counter...
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