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Before Versatile, ISHS relied on two outdated systems: a legacy program “not necessarily developed for archives,” and a separate homegrown database at the State Records Center described as being on “life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

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.

The post Zasio Consulting Services Case Study: United Bank appeared first on Zasio.

And that’s going to continue in 2025!

Here’s a quick snapshot of another fantastic year!

Software & Support:

Building on the success of Versatile 2023, Zasio announced this fall its next major update to the company’s industry-leading information and compliance platform — Versatile 2025.

The product’s newest features included in Release 1 leverages artificial intelligence with the Versatile Information Assistant (VIA) for more intuitive legal research discovery. It also includes the first phase of Advanced Records Management functionality, including retention holds and audit trail access.

Additional Software Updates: Versatile Import has been updated to be compatible with Versatile 2025 continuing the ability to perform automated or large-scale creation of new records into Versatile. In addition, updates were also released for Versatile ERMS 4.2 and Versatile Mobile software 2.2.

With these updates, Versatile Retention, Versatile Express, Versatile Professional, and now Versatile Enterprise customers are eligible to upgrade to Versatile 2025 for free.

“Lots of behind-the-scenes activities come together to make software updates successful, and our team is excited for customers to experience the new functionality,” Zasio’s support team said. “The focus is now on the next phase of Versatile 2025 with several new features that we can’t wait to share in the coming year.”

Consulting: Zasio’s Consulting division celebrated a fantastic year of growth and successful partnerships! The theme was to think “BIG.” We supported clients with high-level organizational initiatives, including full RIM program assessments, development roadmaps for further growth and maturity, and numerous email management and implementation plans.

While continuing our standard project-based offerings, Zasio rolled out annual subscription-based services, so clients have a Zasio RIM expert on their team. Consulting is thrilled about opportunities the new year holds and looks forward to partnering with you as your trusted RIM advisors.

Our citations total 166,073 and are still increasing! We updated retention regulations in 105 countries along with 74 sub-jurisdictions. Our legal research team updated nearly 15,000 citations in the U.S. and internationally and added more than 7,400 to our growing list of active citations. Bhutan, Burkina Faso, Liechtenstein, Mauritania, Palau, Seychelles, and Yemen have also been added to our list of researched countries. Our analysts have researched a combined 302 countries, states, provinces, territories, self-regulated organizations, and supranational unions. In other words, we are always updating our database of citations! Learn more about the team and how it delivers world-class recordkeeping research.

Sharing the Knowledge: Zasio’s software and consulting teams led more than a dozen webinars in 2024 sharing their records management and information governance expertise. This included our new Tech Talk series, which introduces customers to many of the exciting features available in our flagship product, Versatile 2025.

Our Virtual Coffee with Consulting series had another fantastic year! To date, our Consulting team has held 30 educational sessions for the records management and information community. Featured topics in 2024 included privacy, cybersecurity, and mastering RIM policies. We look forward to having you join us in 2025!

Our amazing team of consultants and research analysts contributed numerous professional articles on Zasio’s website — ranging from RIM program compliance, initiatives in project and change management, and how identifying personal information can boost a RIM program. Make sure you’re signed up with ZConnect, our monthly newsletter, where we share blogs, recent industry news, and events, and provide a host of other information governance resources.

Increasing Transparency: Zasio achieved several security improvement goals. We implemented continuous scanning of upstream open-source libraries to check for licensing and vulnerability issues and automated software bills of materials.

Additionally, we enhanced the depth of penetration testing, upgraded our endpoint protection, detection, and response capabilities, advanced our incident response tabletop exercises, and raised phishing tests to an ‘insane’ level, making users very afraid of email links.

As always, customers and prospects can see an overview of our Information Security Management System and request access to policies and certifications at our Information Security site. 

On the Road: Zasio exhibited at two information governance and records management conferences, including NAGARA in Atlanta (July) and ARMA InfoCon in Houston (October). Our team met with industry professionals, attended educational sessions, and shared insights about Zasio’s software solutions and consulting services. We look forward to once again meeting our industry colleagues in 2025!

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; Idaho Parents Unlimited board member; Glocal Community Partners, furniture delivery for resettled refugees; Idaho Trail Association volunteer; Idaho Botanical Garden board member, Association of Corporate Counsel board member and Programs Committee Chair; Idaho Academy of Leadership for Lawyers; Idaho Foodbank.

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

In 2024, Zasio financially contributed to St. Jude’s Children’s Hospital, The Idaho Foodbank, Tunnels to Towers Foundation, and the Women’s & Children’s Alliance (Back to School sponsorship of two children + Hope Society Member).

Additionally, Zasio is thrilled 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.

The post Zasio Year in Review: Versatile 2025 Release Dominates Busy 2024 appeared first on Zasio.

What is an event trigger?

Also known as “event-based retention,” event triggers start the disposition process by providing a specific occurrence that begins the specified period required before disposition. An event trigger often aligns with the natural lifecycle of a record. For example, a common event trigger for personnel records is “Duration of Employment.” This is in line with the lifecycle for a personnel record and its usefulness, spanning the creation beginning at the time of hiring through the end of employment. Once the employment ends, the fixed retention period begins. Duration of Employment + 7 Years is a common retention period for these records.

Beyond practical lifecycle considerations, event triggers may be mandated by legal regulatory requirements, as is the case for personnel records. Effective and compliant event triggers need to consider both lifecycle and regulatory factors.

Why are event triggers so triggering?

When the requisite event has either begun or concluded is often difficult to determine. In the case of “Duration of Employment,” your HR department can provide information about an employee’s “Duration of Employment.” To begin the period of retention, this trigger determination is contingent on getting additional information. Many event triggers require coordination and input from multiple individuals, adding a hurdle to the disposition process.

In contrast, a retention of “Creation” or “Calendar Year” can easily be automated within a system and is not contingent upon additional information. These simplified and straightforward “flat” retention periods are preferred and more easily actionable. Fewer hurdles equal a higher likelihood of adherence and effective disposition.

Each of these event triggers can be calculated to occur within one year. So, by adding on a year and using a default creation date as the trigger, you create a simplified retention period as tracking creation is much easier and allows you to standardize. While you may add some time to the retention period by rounding up, the amount of time is small, and the benefit from increased adherence typically outweighs any drawbacks.

Calculable Retention Periods

Products

Some of the most difficult event triggers to implement are those tied to a specific event that has wide variation and may require input from multiple knowledgeable individuals to determine when an event has been triggered. Here are a couple of the biggest offenders:

These event triggers are used for a few reasons. Primarily, there are often regulations and standards that require certain records to be kept for the duration of the life of a product or following the shelf life or expiration of a lot, batch, or other type. This is to ensure records are made available in case of a quality issue or recall, for instance.

Additionally, these triggers speak to the records lifecycle as certain records that support design certifications or marketing authorizations need to be kept for as long as a product is on the market. Often, it’s possible to calculate the life or shelf life of a product. For instance, if the expected life of a drug is 1 year,  a shelf life of 1 year plus 5 years would equal a total retention period of Creation + 6 Years.

For each, you may gather additional information to get a sense of when and how frequently these events trigger. For example, many record types are periodically reviewed and superseded on an annual basis. When that happens, superseded (1 Year) plus 3 years would result in a simplified retention period of Creation + 4 Years. If the lifecycle of a project is typically no more than 2 years, then project completion (2 Years) plus 5 years equals 7 years. Depending on the complexity and diversity of your organization’s processes and their related records lifecycle, you can use a similar type of determination for the other event trigger categories listed above.

But Can I Get Rid of All Event Triggers?

Unfortunately, despite your best efforts, you’ll still find it difficult to get rid of some event triggers. “Duration of Employment” is a good example of a necessary event trigger. This is due to the variability in the amount of time of employment, regulatory recordkeeping requirements, and personal information risks for over-retention. A simplified calculated retention period for “Duration of Employment” runs the risks of either under or over-retention for specific employee records.

Conclusion

Retention schedule simplification is a growing trend, especially when it comes to implementing retention periods across systems with varying event trigger capabilities. With a little investigation, you can simplify many types of event triggers within your organization’s records retention schedule. It’s helpful to gather insight from stakeholders who can confirm essential information. Calculable retention periods depend on details surrounding records lifecycles and the nature of various products. But this effort on the front end will pay off through increased records retention schedule adherence, hopefully leaving you tickled instead of triggered.

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 Tired of Getting Triggered by Retention Event Triggers? Try Simplifying. appeared first on Zasio.

Join Zasio Consulting analyst Brandon Tuley, along with Jennifer Chadband and Rick Surber, co-managers of Zasio’s Consulting division, for this important and timely discussion!

What: Identifying and Breaking Down Privacy Requirements for Your Program

When: Tuesday, Jan. 30, 2024.

UPDATE: This webinar has aired! Looking for the slides from the presentation? View them HERE. You can register and view the recording HERE.

The post Virtual Coffee with Consulting: Identifying and Breaking Down Privacy Requirements for Your Program appeared first on Zasio.

And that’s going to continue in 2024.

Here’s a quick snapshot of another fantastic year!

Software: Earlier in the year, our software and development teams updated our Versatile Express and Versatile Professional programs (now version 5.3). They also released companion updates to Versatile Import and Versatile Mobile Package.

This paved the way for our initial release of Versatile 2023 with Retention Management for SaaS, followed closely by the on-premises version. The year ended with a preview release for Versatile 2023 with Physical Records Management. “Laying this core groundwork will accelerate our progress in 2024 as we finish the physical records management with standard functionality and then complete the journey by going full force with releasing Versatile’s advanced features,” Zasio’s software support team said.

Want to know more about Versatile 2023 Physical Records Management? Register for our Versatile 2023 PRM demo on Jan. 16.

Consulting: Zasio’s Consulting division celebrated a fantastic 2023 full of triumphs with numerous successful partnerships! We welcomed new analyst Jake Naylor and several members of the team earned new IG and privacy-related certifications. Ranging from routine client RIM/IG program projects to novel and evolving pain points, the division successfully supported an unprecedented number of existing and new partnerships through growth and versatility. Consulting is excited at the prospect of 2024 and new things to come!

Our citations total 159,373 and are still increasing! We updated retention regulations in 102 countries along with 74 sub-jurisdictions in 2023. Our team updated nearly 22,000 citations in the U.S. and internationally and added more than 13,000 to our growing list of active citations. Curacao, Libya, Suriname, Saint Lucia, and Turks and Caicos have also been added to our list of researched countries. Our analysts have researched a combined 255 countries, states, provinces, territories, self-regulated organizations, and supranational unions. In other words, we are always updating our database of citations!

Sharing the Knowledge: Zasio’s software and consulting teams led a dozen webinars sharing their expertise of all things records management and information governance. This included our popular Doing More with Less and Virtual Coffee with Consulting series. Other popular topics included cybersecurity and artificial intelligence, differentiating retention schedules and record series, and privacy updates and strategies for compliance. Our attendees have told us they “appreciate Zasio’s commitment to engaging with the community of records professionals.” To them, we say, thank you for your continued support!

In 2023, our amazing team of consultants and research analysts contributed numerous professional articles on Zasio’s website — ranging from information security for RIM professionals, challenges for records managers, and state consumer privacy updates. Make sure you’re signed up with ZConnect, our monthly newsletter, where we share blogs, recent industry news, and events, and provide a host of other information governance resources.

Increasing Transparency: Zasio launched an information security site where customers and prospects can see an overview of our Information Security Management System and request access to policies and certifications.

On the Road: Zasio exhibited at two information governance and records management conferences in 2023, including NAGARA in Cincinnati (July) and ARMA InfoCon in Detroit (October). Our team met with industry professionals, attended educational sessions, and shared many insights about Zasio’s software solutions and consulting services. At NAGARA we also gave a presentation on maintaining retention schedules.

Volunteer Service: Zasio team members held volunteer positions in several community and professional organizations in 2023, including the positions of president, board member, and community relations director of Boise Valley ARMA; Institute of Certified Records Managers mentor (x2), Idaho Volunteer Lawyers member; Idaho Parents Unlimited board member; Boise State Cyber Operations and Resilience Program, mentor; Glocal Community Partners, furniture delivery for resettled refugees.

Giving Back: Zasio believes in being more than experts in records management—we’re equally committed to giving back to our community. In 2023, Zasio financially contributed to the Warhawk Air Museum’s expansion to honor Post 9/11 and Global War on Terror Veterans, 100ADA, the Women’s and Children’s Alliance, and the Idaho Foodbank, among others.

The post Zasio Year in Review: All Hands-on Deck with Versatile 2023 appeared first on Zasio.

A global pharmaceutical company needed records retention consulting and a new retention management tool when they met Zasio at an industry conference. Impressed by Zasio’s team and their industry-leading retention management solution, Versatile Retention, (now known as Versatile 2025 with Retention Schedule Management) the Company hired Zasio for a small consulting pilot. This pilot led to reoccurring consulting engagements and the purchase of Versatile Retention. Over nine years later, the relationship between the two companies is more than just business, it’s a true partnership.

Engaging the Experts

For the pilot, Senior Records Manager, “SRM”, asked the Zasio team to review 20 retention codes in 12 countries to ensure the regulations and retention periods were correct. She had no history with this retention schedule because another group had managed retention at the Company but was disbanded during an organizational restructure. When this happened, the background knowledge and retention schedule history was lost, leaving SRM with little to work with and in need of expert help.

The Zasio Consultants delivered the pilot results in an Excel spreadsheet, per SRM’s request, and she uploaded it into her system. “They gave us exactly what we were looking for, and it was understandable! We’re not lawyers and we’re not experts in these regulations so the way they worded things was extremely helpful,” said SRM.

After the pilot, SRM hired Zasio’s Consultants to review the rest of their 300-code retention schedule. They reviewed all codes across 12 countries, consolidating many of them, and reformatted the retention schedule into a “big bucket” format. This was a huge project, but SRM was pleased with the results. “We saw a reduction of about 100 codes, which made the retention schedule simpler for our customers (other departments) to use. They had fewer questions, and it was easier for them to find specific retention codes,” she said.

Today, the Company’s global scope is 34 countries. Even with the larger scope and several country exceptions, the Company’s retention schedule is manageable and kept up-to-date by Zasio’s Consultants who review it every 3-5 years. Being experts in regulatory, clinical, and manufacturing record types, Zasio always delivers the information the Company needs for the pharmaceutical industry, in the format they need. “We’ve worked with other vendors on projects who provide deliverables in one format regardless of our requests and we have to make it work. We’ve never had that with Zasio,” said SRM. “It’s a great partnership we’ve had over the years.”

Implementing Versatile

Once the Company’s retention schedule was updated, SRM needed to address her other retention challenge — the outdated retention management tool. The IT Department would no longer support the existing tool so she needed something new. She selected Versatile because of the expansive international research database of over 174,000 international citations, and the fluidity of updates between the tool and Zasio’s Consultants. “It saves me so much time making updates or additions to the retention schedule, especially after a big review, because all updates are done within the system,” said SRM. “Zasio still provides a spreadsheet outlining the changes, but I don’t have to manually update each code. We just send over a data file, the consultants make updates and send it back, all through the Versatile system. It’s so easy.”

Other Benefits

Privacy Reviews

In addition to reviewing regulations and retention periods every 3-5 years, Zasio’s Consultants review for privacy and data localization. They share this information in reports that are easy for SRM and her team to understand. “They articulate areas of concern and things we should address, and compile it a way that’s easy for us to digest so we can discuss and make our decisions based on their suggestions and expertise,” said SRM.

The Customer Support

Zasio’s Customer Support was instrumental during implementation, but it goes further than that. “When we implemented Versatile, they were so helpful in answering all of our questions,” said SRM. “We would have biweekly meetings where they would go over different sections of the tool, showing us how it worked and ways to customize it.” For example, during implementation, they spent a lot of time teaching her how to create and customize reports but their help has never been limited to one-time training. Today, SRM will occasionally run into a new or complex report so she contacts Support and they show her how to do it, or if it’s time-sensitive, they’ll offer to do it for her. “It’s the extra touches and handholding like this that are so great. People on our team work with other vendors on projects and always tell me I have it so easy because I get to work with Zasio.”

Projects Beyond Scope 

When the Company’s IT Department launched a new risk management initiative, they wanted to tie the retention schedule into a new risk management system. This required a printed copy of the entire 34-country retention schedule, inclusive of all country exceptions. “I said, I don’t think we can do that, that is a huge report,” says SRM, but she contacted Zasio to see if they could help. Zasio’s Product Development team met directly with the Company’s IT and Risk Management teams and developed a report to provide the necessary information with an agreement to refresh it every 3-5 years. “Zasio supports us so well as a records management group, but then they’re willing to help other departments within our company. It’s above and beyond the scope of consulting or Versatile,” said SRM.

Results

Since working with Zasio, the Company’s results are significant. They have an up-to-date global records retention schedule that is reviewed every 3-5 years by experts who know the pharmaceutical industry. The reviews include privacy and data localization so the Company can feel confident knowing they’re compliant with applicable privacy regulations around the world. Changes and updates to the retention schedule flow directly from the Zasio Consultants into Versatile saving SRM an estimated 40% of time she used to spend making changes manually, and they have access to a U.S.-based customer support team they can call directly. Results like these are what Zasio aims for when it comes to customer satisfaction and retention. “I am always willing to recommend Zasio, the true partnership our company has with your team is phenomenal,” said SRM.

To learn more about Versatile 2025 with Retention Schedule Management or Zasio’s Consulting Services call 1-800-513-1000 opt. 1 or email sales@zasio.com.

The post Zasio Consulting Services and Versatile Retention™ Case Study: More Than a Vendor – Why Zasio is a Trusted Partner for this Global Pharmaceutical Company appeared first on Zasio.

Southwest Gas Corporation, a provider of natural gas services to more than 1.9 million customers throughout Arizona, Nevada, and California, set out to streamline its approach to information management by partnering with Zasio Enterprise’s Consulting division. Together, the two industry leaders developed key strategies to drive compliance, collective corporate buy-in, and simplified and sustainable solutions.

Objectives

• Consolidate existing record series
• Develop an intuitive, easy-to-use records retention schedule
• Update records to ensure accuracy
• Garner collective buy-in to the corporate schedule

Solution

To help streamline the number of record series and develop a dynamic retention schedule, the Zasio team:

• Conducted a comprehensive assessment of the existing records management scheme
• Interviewed knowledgeable stakeholders from each department, as well as the records managers, to gain insights into what records exist and how those records were being treated
• Developed a new strategy that is easier to use, manage, and implement

The result – an updated functional schedule allows for the corporation to address the management of records from a corporate-wide perspective, as opposed to the piece-by-piece approach that was in use with the granular index.

Results

In partnering with Zasio, Southwest Gas Corporation saw immediate and long-term results.

• An 80% reduction in record series – from 1,165 to less than 250
• A comprehensive functional retention schedule in place of a granular index
• A user-friendly retention schedule allowing for an increase in adherence and collective buy-in

The post Zasio Consulting Services Case Study: Southwest Gas Corporation appeared first on Zasio.

You may not realize that Zasio is known for both top-shelf software tools and in-depth consulting services. Do you lack confidence that you’ve found and properly applied all of the data privacy laws that might be required? We can solve that! Need an effective way to apply retention to cloud-based document repositories? Zasio has you covered there too. Stop by and let us know what issues you’re facing.

1:1 Appointment space is limited – schedule yours today by emailing michelle.lynch@zasio.com!

About the MER Conference

MER delivers the very latest insights to eRIM decision-makers and influencers inspiring confidence to lead change in your organization.

The 27^th annual MER Conference is a 2-½ day immersive event focused on the LEGAL, TECHNICAL and OPERATIONAL aspects of managing electronic records in an ever-changing environment. Carefully designed to be a collaborative learning experience, it regularly delivers on an intentional focus: empowering leaders with insights, connections, and resources to effectively lead IG and eRIM solutions that support business objectives.

The post MER Conference – May 20-22, 2019 appeared first on Zasio.