Versatile 2026 brings together Zasio’s industry-leading information governance solutions in a simple-to-use platform, including electronic records management, retention schedule management, and physical records management. With Versatile 2026, you choose the features you need. Whether it’s gaining control over unstructured documents, tracking boxes across multiple locations, or building domestic or global retention schedules, there’s no need to purchase separate software.

“Versatile 2026 marks an important evolution in how organizations manage and govern their information,” said Kevin Zasio, Founder and CEO. “By unifying physical and electronic records into a single, cohesive collection, we’re removing long-standing barriers and giving organizations a clearer, more complete view of their information.”

Key Enhancements

Building on the success of Versatile 2025, the updated release delivers a more user-friendly experience with a cleaner navigation bar and redesigned home screen that places your most frequently used tools (recent updates, integrated digital repositories, and personal collections of records) front and center. A new floating toolbar keeps shortcuts within reach wherever you navigate.

In another exciting update, Electronic Records Management (ERM) is now fully integrated, putting your key digital assets in the same view as physical records and retention schedules.

“Behind Versatile 2026 is a dedicated team effort centered on elevating electronic records management and enabling seamless retention across physical and electronic records,” Zasio said. “Through extensive development and collaboration, they’ve created a more unified platform where both record types function together as a single cohesive collection.”

The new My Collections feature lets you group mixed content for audits or projects without moving records and makes it easy to share collections with others. Finally, our enhanced AI-powered Versatile Information Assistant (VIA) recommends retention schedules and citations based on user inquiries. VIA can ask clarifying questions to ensure proper context and allows you to browse recommendations before adding them to your existing retention schedule.

Designed for Simplicity and Power

Unlike many applications that become more complex with each update, Zasio ensures each new feature enhances usability.

“We take great care to enrich the user experience while adding functionality,” said Warren Bean, Vice President of Technology and Product Development. “We don’t think you should have to search the internet to figure out how to use our products. It should be intuitive.”

Versatile 2026 represents Zasio’s next major update to the company’s industry-leading information and compliance platform. It’s currently scheduled for release in early May. View the Versatile 2026 feature overview video here. Questions? Visit zasio.com or email connect@zasio.com for details.

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Founded in 1987, Zasio has nearly 40 years of experience at the forefront of records management and information governance. Zasio prides itself on its ability to foster a culture of innovation mixed with long-term thinking, which translates into offering leading-edge records and information management solutions along with unparalleled support to its customers.

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When organizations evaluate electronic records management solutions, the choice often comes down to purpose-built systems versus adapted collaboration tools. But there are important differences.

Here’s how Versatile (designed specifically for records lifecycle management) compares to Microsoft 365® Purview™.*

✅ True hierarchical classification vs. Purview’s workaround using Adaptive Policy Scopes. Versatile supports multi-level hierarchical record classifications (e.g., business function, sub-function, record type, sub-type). Purview offers no default hierarchical structure for labels or policies, but hierarchies must be mimicked using Adaptive Policy Scopes. 📘Learn More

✅ Editable retention categories: Versatile lets you modify retention settings as your needs evolve. Purview locks in many properties such as name and scope once created. 📘 Info

✅ Flexible retention triggers: In Versatile, you define retention triggers based on any of the standard date fields. Purview allows creation date, last modified date, and label application date by default, but an advanced license is required to customize event triggers. 🔗 Info

✅ Automatic policy inheritance: Versatile applies retention policies to folders, which are automatically inherited by documents within the folder. Microsoft Purview requires manually applying retention to records unless you pay for advanced licenses. 🔍Read the Doc

✅ Proactive notifications: Versatile automatically alerts you when records are eligible for destruction while Purview requires an upgraded subscription. 🔗Learn More

✅ Built-in disposition workflow: Versatile includes a review and approval process out of the box. Purview requires premium licensing. 🔗Info

✅ Unified retention management: Versatile applies retention across SharePoint, OneDrive, Versatile folders, third-party repositories, and even physical records (all from one place). Purview, with an advanced license, allows the creation of file plans as a work-around for physical records management. 🛠️Tech Specs It also allows importing of third-party data using data connectors, but there’s no “manage-in-place” option. 🛠️Tech Specs

Versatile was specifically designed with records lifecycle management in mind, unlike other content management systems that prioritize collaboration and storage, usually leaving retention and disposition as afterthoughts. Versatile is straightforward to configure and manage, with expert help to guide you along the way.

Ready to see the difference? Contact Zasio today! connect@zasio.com

*Microsoft 365 and Purview are trademarks of Microsoft Corporation.

The post How Does Versatile ERM Compare to Microsoft Purview™? See the Difference. appeared first on Zasio.

The integration means it’s now possible to directly manage records retention in your electronic document repositories.

“Zasio is the first company in the market to offer such a powerful solution: The ability to apply our legal research capabilities directly to electronic documents, including third-party repositories such as SharePoint, One Drive, etc.,” said Kevin Zasio, founder and president.

The process also works seamlessly with shared network folders that can have retention policies applied directly to documents. You can watch a demonstration of the process below.

Zasio has helped thousands of organizations build, maintain, and revise records retention schedules—through both consulting services and software solutions. But having a schedule isn’t enough. In fact, having a retention schedule and not applying it to your records can actually be worse than not having one at all.

“Many companies have made great strides in developing and enhancing their records retention schedule, but very few have actually put it into practice on digital repositories–making it operational throughout their infrastructure,” said Warren Bean, senior sales engineer at Zasio.

Thanks to the new integration of the Versatile software, the process, and efficiency of applying retention to your repositories become easier for you and your organization.

Have questions? Feel free to reach out to sales@zasio.com or by calling 800-513-1000 option 1.

The post Zasio Software Allows Users to Directly Manage Records Retention in Electronic Document Repositories appeared first on Zasio.

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In this webinar, Zasio’s Warren Bean, CRM, offers practical tips on applying electronic records management retention rules to various types of repositories, even the slippery ones like email, cloud drives, and messaging platforms.

The post Practical Strategies for Electronic Records Management appeared first on Zasio.

Highmark Inc. is a national, diversified health care partner serving over 5 million members across the United States through its businesses in health insurance, dental insurance, vision care, and reinsurance. Prior to engaging Zasio Enterprises, Highmark did not have a formal records management program. Records were being managed from one department to another and in most instances, everything was being retained permanently, including email. Even when not required by a specific regulation, both the paper and electronic versions of the same record were retained. A listing of record series and their retention periods existed for offsite storage, however, destruction was never authorized. Needless to say, this made recordkeeping very costly and a risk-nightmare.

To establish a records management strategy that would ensure all its records were managed in accordance with business, legal, and regulatory requirements, Highmark Inc. partnered with Zasio Enterprises to implement Versatile Retention™, Zasio’s robust retention schedule management and research solution.

Objectives

Highmark needed a tool that could:

• Implement an enterprise-wide records management program complete with governing policies
• Create a records retention schedule
• Design an all-employee records management training course
• Provide direction in procuring an electronic records management solution

Implementing Versatile Retention

Zasio consultants conducted extensive interviews across the enterprise to tailor Zasio’s scalable retention management solution, Versatile Retention, that would remedy the issues and best fit Highmark’s diverse business needs. They met with Highmark’s high-level stakeholders, as well as departmental subject matter experts. These information-gathering sessions enabled Zasio to develop the following solutions:

• A corporate records management policy applicable to all formats of records
• A process-based retention schedule that applied business, legal, and regulatory retention requirements
• A uniform retention period for all email
• A training course that was added to mandatory corporate training for all employees, including new hires
• Unbiased and impartial assistance with creating an RFP for an automated electronic records management solution
• A top-to-bottom records management program complete with policies, processes, and roles necessary to manage the program independently

Results

Through Zasio’ s guidance, Highmark successfully procured and implemented Versatile Retention that effectively applies Highmark’s retention schedule, manages legal holds, and issues disposition for over 2 billion structured and unstructured electronic records.

Highmark was more than pleased with the Zasio partnership and implementation of Versatile Retention, as positive results were immediate:

• The new retention schedule consisted of 373 consolidated record series, compared to the over 4000 record series reported to offsite storage
• Offsite paper destruction was implemented, reducing the inventory by 67%
• A 3-year uniform retention period for all email was adopted; over 100 terabytes were deleted, saving $433,000 in yearly storage costs
• 100% of the employees participated in records management training and they all passed a required test assessment

The post Consulting Services Case Study: Highmark Inc. appeared first on Zasio.

The City of Kodiak serves more than 6,000 residents in Kodiak, Alaska. In 2003, the City Clerk started to work on a comprehensive management system at the direction of the City Council. They were in need of a solution that could consolidate processes and manage their electronic and physical records efficiently. In 2005, an independent consultant working with the City Clerk recommended Zasio for the company’s robust technology solution offerings that addressed each of the outlined needs. Since the start of the partnership, the two entities have implemented a solution that takes into consideration the intricate needs of the growing City.

Objectives

• • Routinely update the records retention schedule
  • Consolidate the process and needs for managing content across all departments
  • Implement a technology solution that would be simple to use for the varying levels of technical knowledge within the different departments
  • Capture all records, including electronic documents and emails
  • Easily organize and track location of physical records in multiple buildings and locations

“As a records manager I have used and trained other staff to become users of Versatile Enterprise and Versatile Electronic Records Management System (ERMS). The document management system is a wonderful tool. I have been very impressed with many aspects of the software. The electronic records management component is integrated well with Versatile Enterprise. The ability to manage each paper and electronic record’s lifecycle from creation to destruction is phenomenal! If you need a document management system, I highly recommend using Versatile Enterprise and Versatile ERMS.”

 -Michelle Shuravloff-Nelson, CMC Deputy Clerk/Records Manager at The City of Kodiak

Solution

To address the immediate needs of the City, Zasio recommended and implemented Versatile Enterprise™. The leading records and document management solution was the perfect tool to take on all of the information stored in electronic and physical form by each department, as well as create a dynamic retention schedule that was both streamlined and easy to use. Versatile Enterprise’s intuitive user interface and functionality allowed the City to use minimal technology resources and ensured that users with varying degrees of experience and ability to interact with technology software felt comfortable with the new system. Zasio’s team of experts worked with key City personnel, including the City Clerk’s office, Information Systems, and other departments to ensure:

• • Smooth implementation
  • Accurate migration of legacy information
  • Thorough training
  • Efficiency and consistency across the organization

Results

In partnering with Zasio, the City of Kodiak saw impressive results, including:

• • The ability to track over 100,000 physical records in one technology solution
  • Easily searchable 324GB electronic file storage database, providing quick access to all electronic records
  • A consistent records retention schedule across all City departments
  • Ability to work in all user environments utilized across the City’s infrastructure
  • Flexibility for growth as the City’s use and needs expanded
  • Confidence with a solution that provided all the physical requirements along with a support team that would be there for future guidance

The post Versatile Enterprise™ Case Study: The City of Kodiak appeared first on Zasio.

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Digitizing makes sense. Doing so makes finding and accessing information easier, quicker and more complete. But the trouble is that it can become just another dumping ground for everything in your office. Oftentimes documents and information are digitized and stored away without really taking time to categorize the content and apply retention policies. This lack of basic information governance will come back to haunt you.

The promise of Digital Transformation is that eliminating paper will improve process performance. But have we traded one mountain of clutter for another?

Is SharePoint the Answer?

Many organizations use SharePoint as a way to rein in the digital clutter and complexity. And it’s true that SharePoint provides better collaboration with the ability to make content follow specific rules. But it seems that even SharePoint has become another disorganized mess. Often users or departments are allowed to create their own sites – without any retention or metadata rules established ahead of time, and as a result, the digital dumping ground has expanded just as rapidly, if not more so, than with basic file shares.

Don’t Get Boxed In

The advent of consumer-based Cloud storage repositories is feeding the information chaos. Services like Google Drive, Box, OneDrive and Dropbox are popular with users, especially those working virtually or who are constantly on the run. It’s easy to upload content to the Cloud and work around the hassle of corporate protocols regarding information governance. It takes the burden off of IT in terms of expanding discs and server sizes since these online repositories have seemingly unlimited storage capacity. Convenience and expedience often override the forethought of good information management. The result is that users end up creating yet another place where content is stored without proper organization. The problem is compounded if the cloud drives are owned solely by a user, with no corporate-wide visibility or access. And, unlike old-school stacks of boxes, or servers in the data center, the problem can be invisible – just waiting to be discovered by an opposing litigant.

Retention and Governance

Some Cloud repositories, like Box, for example, have a governance module that does provide some basic retention and hold functions and does so from a corporate level. But for most serious information management applications, these facilities do not go far enough. In that case, I recommend that organizations look closely at partnering with third-party suppliers, like Zasio and others, who specialize in records retention and information governance. In any case, organizations should have an eyes-wide-open strategy; perhaps standardizing on one particular Cloud-based repository and then apply some thoughtful third-party tools on top of that to better manage and retain that information.

Battling the Chaos

With all the collaboration and storage options available, it can be difficult to determine the next best steps to battle information chaos. Here are some tactics to consider.

• Before you let users run wild and use whatever storage platform they want, consider standardizing on a single platform, preferably one which provides some measure of governance and control.
• Look for tools within those platforms that can help with information governance, at least at the retention level, if not also able to apply holds and other data governance measures.
• Consider if it’s necessary and/or feasible to manage retention, holds, and disposition within a given tool, or if it might be better to move documents into a long-term repository once the active period for those documents is completed.
• Evaluate existing policies and workflows to ensure you’re not driving users to more convenient alternatives by an overly-cumbersome document classification process. I have witnessed systems that require five or more screens of questions just to save a document.
• Evaluate tools from third-party vendors that have the ability to apply retention and governance policies and that provide centralized management. The Zasio suite of solutions is one good place to start.

Moving Forward

Your company may have already set up a well-organized policy for electronic records management. But the reality is that the process may be cumbersome and restrictive enough where people simply decide to circumvent that policy and load content on the next convenient Cloud drive because they don’t want to take the time to go through the governance process. Make sure that Google Drive and other Cloud-based repositories don’t become a dumping ground for information that will be impossible to clean up later.

Speak with a Zasio Solutions Consultant

If you would like to speak to someone about your current electronic records management policies, or how our Versatile™ solutions could be a good fit for you, please fill out our Contact Form and one of our Solutions Consultants will get in touch with you.

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 Are Cloud Drives the Latest Dumping Ground? appeared first on Zasio.

Join us at booth 1001 to learn how to leverage your information to innovate, inform, and impact your world. We’ll be offering live, drop-in demos throughout the conference or you can schedule a private 1:1 appointment with Zasio!

In a 1:1 appointment, you’ll have the opportunity to discuss pain points with our experts or see a tailored demo if there is a specific feature you would like to see. Schedule your appointment below!

Need an excuse to get to Nashville early? Join us for our Z-Talks: Pre-Conference Education Sessions on October 20^th!

ARMA InfoCon Session Schedule

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