Two Zasio team members are hitting the road in June to share their insight into all things retention and information governance.

Warren Bean, Vice President of Technology and Product Development, and Rick Surber, Senior Consultant, will be traveling together to Bismarck, North Dakota to co‑present at ARMA North Dakota’s Annual Spring Seminar on Wednesday, June 3.

The seminar brings together records and information management professionals from across the state, and Warren and Rick will be teaming up to deliver two timely, complementary sessions that reflect the evolving realities of the profession.

Their first session, “Beyond Records: The Future is Process‑Driven Retention Management,” addresses a challenge many organizations quietly struggle with: defining what actually counts as a record anymore. In an increasingly digital, interconnected environment, the lines between data, information, and records are blurred. Together, Warren and Rick will explore how shifting the focus from individual records to business processes can improve compliance, reduce risk, and better account for personal data, complex data relationships, and growing cybersecurity concerns.

In their second co‑presented session, “Mine the Gaps: Uncovering What You Don’t Know About Your Retention Schedule,” the focus turns to the blind spots that often exist within retention programs. Drawing on hands‑on experience, they’ll walk through practical methods for identifying gaps using system inventories, engaging key stakeholders, and staying current with legal and regulatory requirements. The session also covers common pitfalls, maintenance strategies, and ways to keep retention schedules defensible and aligned with real‑world business operations.

For Warren and Rick, the event is about more than presenting—it’s an opportunity to connect with peers, exchange ideas, and learn from the challenges others are facing. Zasio is proud to support ARMA North Dakota and looks forward to meaningful conversations and shared learning in Bismarck this June.  |  Additional Details

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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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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 Legal Landscape: What’s Required?

In the United States, federal and state laws impose strict requirements on records retention, particularly for public entities and regulated industries. The Federal Records Act mandates that government agencies preserve records that document the organization, functions, policies, decisions, and essential transactions of the agency. Similarly, the Freedom of Information Act (FOIA) and state-level open records laws require that certain communications be accessible to the public.

For private-sector organizations, regulations like the Sarbanes-Oxley Act, HIPAA, and SEC Rule 17a-4 impose retention requirements that can span years. These laws apply to all communication mediums (email, text, or encrypted messaging), requiring organizations to retain any qualifying business record.

Messaging Apps and Auto-Deletion: A Risky Combination

Apps like Signal and Telegram offer auto-delete features that can erase messages after a set period—sometimes in as little as 30 seconds. While these features enhance privacy, they can also undermine compliance if not properly managed. Without a clear Records Retention and Disposition Schedule (RRS), organizations risk losing critical data, legal penalties, and damaging public trust.

Case in Point: Denver’s “Strike Force”

In early 2025, Denver Mayor Mike Johnston and 14 senior staff members formed a group dubbed “Strike Force” to coordinate the city’s response to the migrant crisis. They used Signal, an encrypted messaging app, and enabled auto-deletion for their communications. This decision came just weeks after legal watchdogs filed open records requests related to the city’s handling of the crisis.

Critics, including the Colorado Freedom of Information Coalition, argued that this was a deliberate attempt to circumvent transparency laws. Although the mayor’s office later adjusted the auto-delete settings and eventually disabled them, the damage to public trust was already done.

Lessons for RIM Professionals

This incident underscores the importance of proactive records management policies. Here are key takeaways:

• Audit Messaging Tools: Know and regulate which platforms your employees use and know whether they support auto-deletion or encryption. Ensure disposition practices align with policies and procedures.
• Update Your RRS & PIM Policy: Ensure your retention schedule and records and information management policy account for records and non-records in all communication channels, including ephemeral messaging apps.
• Train Staff: Employees must understand that convenience should never override compliance.
• Implement Governance Tools: Use enterprise-grade solutions that integrate with messaging platforms to archive and manage records automatically.

Zasio Can Help

At Zasio, we specialize in helping organizations navigate the complexities of modern records management. Our solutions are designed to ensure compliance across all communication platforms, including those with auto-delete features. Whether you’re updating your RRS or conducting a compliance audit, Zasio provides the tools and expertise to keep your organization protected.

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

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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.

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 unnecessary and significant risks. By using a records retention schedule (RRS) to prompt regular disposal of what’s no longer useful and keeping only what’s fresh, you can create a system that helps your organization run smoothly.

RIM may feel overwhelming as it touches nearly every function within an organization. However, complexity shouldn’t be a roadblock. A well-structured RRS provides a clear framework for filtering vast amounts of data, ensuring only the most relevant information remains. As a result, organizations benefit from simpler decision-making, reduced risk, and easier compliance. What once seemed like an insurmountable challenge becomes a streamlined, efficient process.

Why a Records Retention Schedule is Your Best Friend

In your fridge, fresh food stays and expired items go. An RRS works the same way, guiding organizations on how long to keep records and when to securely dispose of them once they are past their prime. This process ensures compliance with legal and regulatory requirements, reduces storage costs, and enhances information security. By keeping only what’s needed, organizations improve efficiency, making information easier to find, manage, and protect.

 How Zasio Simplifies the Process

At Zasio, we believe RIM should be simple, not stressful. Our tools and expertise help organizations streamline their records management processes. One example is how we recommend managing redundant, obsolete, and trivial (ROT) data. ROT is typically addressed through a policy that requires the exclusion of transitory information from the RRS and mandates the prompt deletion of transitory or non-record materials once they are no longer needed. A well-developed RIM program provides the necessary governance, processes, and training to ensure that ROT is properly identified and disposed of. When partnered with the appropriate software, this process allows you to identify, and filter outdated and redundant records. This ensures organizations maintain only the most relevant and up-to-date versions of their records reducing clutter and improves compliance.

Keeping RIM Simple

RIM doesn’t have to be overwhelming. It just needs the right approach. By implementing a structured RRS and leveraging tools such as Zasio’s Versatile 2025, organizations can transform records management from a daunting task into a seamless, efficient process. Just like maintaining a well-organized fridge, regularly reviewing and decluttering records keeps everything running smoothly. A strong records retention schedule records and information management approach ensures that outdated records are eliminated on time and relevant data remains accessible.

Ready to simplify your RIM strategy? Let Zasio help you build a smarter, stress-free approach to records management.

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.

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