Julie Hamilton is an analyst with the consulting division at Zasio Enterprises. She has substantial experience in legal and industry research, privacy regulation, regulatory compliance, and complex issue analysis, having worked as a litigation associate at a large, international law firm prior to joining Zasio.

Julie has represented global technology and pharmaceutical and medical device companies in government investigations and civil litigation and assisted with significant preservation and discovery efforts. She applies knowledge gained and lessons learned in such matters to help develop multinational and domestic enterprise policies and retention schedules supporting defensible disposition and assessing and minimizing client risk relating to information governance. Julie is licensed to practice in the states of Idaho and Colorado and is a certified Information Governance Professional (IGP).

Blogs and Articles by Julie

California Strengthens Online Privacy Landscape with Child-Specific Legislation

California recently became the first state to enact legislation governing the profiling and processing of personal information gathered from children online.[1] The California Age-Appropriate Design Code Act (CAADCA) becomes law on July 1, 2024, and builds upon the state’s current privacy legislation.[2] The law applies to any business that provides an online service, product, or feature…

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Digital Therapeutics And The Challenges They Pose For RIM Professionals

BOISE, Idaho — Digital therapeutics is a novel technology with many implications for records management. This blog will address some emerging records management issues specific to digital therapeutics.  What are digital therapeutics? Digital therapeutics (sometimes referred to as “DTx”) combine software and monitoring devices for the management and treatment of physical, mental, or behavioral health…

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Following the Cookie Trail

BOISE, Idaho — If you are following the various privacy laws being passed around the world, you have certainly heard a lot of chatter about cookies. You may also be annoyed by website banners that pop up whenever you view a website. What are cookies and why are they used? Cookies are small text files…

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Legal Research Analyst

Zasio is seeking a full-time legal research analyst to join our Boise team at our downtown Boise office researching records and information management (RIM) and privacy laws in the U.S. and worldwide. This position is a prerequisite and potential stepping stone into our information governance consulting division. Zasio also seeks a growth-minded and motivated individual…

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Zasio Software Allows Users to Directly Manage Records Retention in Electronic Document Repositories

Zasio Enterprises, Inc., a global leader in business-to-business information governance and records management solutions, is pleased to announce its industry-changing software, Versatile Electronic Records Management System™ (ERMS), now works with Versatile Retention. ™ The integration means it’s now possible to directly manage records retention in your electronic document repositories. “Zasio is the first company in…

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Update on the EU-U.S. Data Privacy Framework

Since our previous post discussing plans for the European Union-U.S. Trans-Atlantic Data Privacy Framework, the United States has taken a significant step toward setting this new framework into action. On Oct. 7, 2022, President Joe Biden signed an “Executive Order on Enhancing Safeguards for United States Signals Intelligence Activities,” which lays out steps the U.S.…

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SEC: More than $1 billion in fines issued after companies fail to preserve electronic communications

WASHINGTON, D.C., — Several firms have agreed to pay millions in fines after the federal government reported they failed to maintain and preserve electronic communications. In September, the Securities and Exchange Commission said it issued more than $1.1 billion in fines after several firms acknowledged they violated federal securities laws. From January 2018 through September…

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Zasio Represented at Health Sciences Records and Archives Association Conference in Manchester, England

I attended the HSRAA (Health Sciences Records and Archives Association) Conference in Manchester, England. The conference focused on life science records management processes, the establishment and management of GxP archives, and the lifecycle management of regulated records. Featured speakers presented on several relevant topics including conformance with industry self-regulatory organizational recordkeeping standards and regulatory requirements…

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What the Heck is Privacy, Anyway? Some Foundations on Privacy Law in the U.S.

Privacy is everywhere these days. And as RIM professionals, we must be aware of how privacy laws impact records and information management. But terms like ‘sectoral versus comprehensive regulatory approach,’ ‘cross contextual behavioral advertising,’ and many, different—and often convoluted—definitions of ‘personal data’ can make privacy a difficult topic to stay engaged in. Thankfully, for RIM…

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November Virtual Coffee with Zasio Consulting

Keeping records longer than needed for legal, regulatory, and business or operational needs exposes companies to significant risks and expenses, particularly in the age of privacy. Despite the threats, companies continue to fall behind in executing defensible dispositions successfully. Disposition is a critical step in the records and information management lifecycle, and a challenge is…

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In Defense of Destruction

A few years ago, I attended a discussion hosted by a federal regulatory agency. At the time, I was a litigation associate at a large international law firm, forehead-deep in discovery, preservation, and production for an expansive government investigation. During the discussion, a government attorney floated the idea that, with advances in technology and the…

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The IGP—A Master Class in a Lot More Than Information Governance (and Why You Should Become an IGP, Too)

I recently sat for the Information Governance Professional (“IGP”) exam. The IGP certification is issued by ARMA, which bills it as the “premier certification focused exclusively on the high-level, strategic practice of information governance.”[1] As an in-house attorney, some of the most oft-repeated advice you’ll hear is ‘get to know the business.’ Working at a…

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NAGARA Conference – July 13-16, 2022

We’re excited to travel to Salt Lake City, Utah in July to exhibit at this year’s annual NAGARA Conference, “Exploring the Information Wilds!” Visit us to learn about our records and retention management products and IG services. Warren Bean, CRM, CISM, Senior Sales Engineer, and Frank Fazzio, JD, IGP, CRM, CIPP/US, Sr. Analyst, and Licensed Attorney,…

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Connecticut Becomes the Fifth State to Enact Comprehensive Consumer Data Privacy Legislation

State-enacted comprehensive consumer data privacy legislation is becoming more common across the United States. Connecticut is now the fifth state to enact such legislation, joining California, Colorado, Utah, and Virginia.[1]  Public Act No. 22-15—The “Act Concerning Personal Data Privacy and Online Monitoring” (also referred to as the “Connecticut Data Privacy Act” or “CTDPA”)—will go into…

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Virtual Coffee with Zasio Consulting

That’s a wrap for 2022! If you missed one of our previous sessions this year, the links can be found below. We appreciate all of the questions and conversations this year. Join us in early 2023 as we start a new year of Virtual Coffee with Consulting! If you have topic suggestions, please reach out…

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Let’s Try This Again – Sending Personal Data Across the Pond under Privacy Shield 2.0

On Friday, March 25th, the United States and European Commission issued a joint statement announcing their agreement in principle on a Trans-Atlantic Data Privacy Framework (the “Framework”). If finalized, the new framework would allow cross-border transfers of personal data from Europe to the United States. This agreement is the culmination of over a year of…

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Poking Holes in Big Buckets — The Impacts of Data Privacy and Security on Simplified Retention Schedules

Big buckets have been the trend in recent years, but if they are too big and designed without a sound strategy, unnecessary risks are created for your organization. While everyone wants a simple retention schedule, ignoring necessary exceptions leads to over-retention of records that effectively counteract the benefits of simplicity. The two areas impacting big…

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Part 3: It’s a Marathon, Not a Sprint – Successfully Implementing Your Simplified RRS

It’s a common mistake in records and information management (RIM) to put all your focus on creating your records retention schedule (RRS) and neglect what comes next: implementation. Lax planning, poor preparation, and a lack of oversight will frustrate even the best efforts in creating an RRS and expose your organization to unnecessary risks. Don’t…

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Part 2: Keep it Simple, Duh. – Developing a Simplified RRS

Long gone are the days of intricate departmental records retention schedules—often very long, with duplicative record categories scattered across multiple business areas. Today, a simplified functional (or Big Bucket) records retention schedule (RRS) is the way to go and is now considered industry best practice. A 2018 multi-sectoral survey of practitioners confirmed that a simplified…

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Part 1: One Size Doesn’t Fit All – Customizing Your RRS Through Information Collection

A records retention schedule (RRS) is truly the linchpin of a sound and legally defensible records management program. Each RRS must be designed to provide a balance between robust coverage of business operations on the one hand, and simplicity of use and administration on the other. A bottom-up approach that incorporates input from businesses and…

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Zasio Successfully Achieves SOC 2, Type 2 Certification

BOISE, IDAHO — Zasio Enterprises, Inc., a global leader in business-to-business information governance and records management solutions, is pleased to announce that it has successfully completed the Service Organization Control (SOC) 2 Type 2 audit with respect to Zasio’s Versatile Software as a Service System. Zasio utilizes the Versatile System to provide its suite of…

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When Disaster Strikes, Will Your Organization’s Records be Safe?

Natural disasters have increased in both frequency and destructiveness. In 2020, the United States experienced a record-breaking 22 weather or climate disasters that resulted in the loss of life, billions in property damage, and numerous irreplaceable items. Some of these irreplaceable items included vital business records—information that an organization needs for daily operation.[i] Knowing which…

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Meet Our Team!
Jordan Blackburn, JD, Research Analyst

What excites you about Zasio’s products and services?  I like that our services cover the whole gamut within Records Management and Information Governance – from business-specific, highly specialized consulting projects to our software, which provides an end-to-end solution to just about everything in our clients’ records management programs. I like that our software is highly…

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How Nevada Doubled Down on Privacy Legislation

The Privacy of Information Collected on the Internet From Consumers Act (NPICICA) and Security of Information Maintained by Data Collectors and Other Businesses statute (SIMDC) are Nevada’s two main online consumer privacy laws (together, Nevada’s Privacy Laws). Although lesser-known and considered less comprehensive[1] than the California Consumer Privacy Act (CCPA), Nevada’s Privacy Laws are still…

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2022 Lunch and Learn Survey Page

2022 Quarterly RIM Lunch and Learn SeriesPlanning Questionnaire The Zasio team hopes to host a quarterly in-person lunch and learn series in 2022 for local Idaho companies where we can present and discuss RIM-industry pain points, and other Idaho-centric RIM topics. As part of our planning process, we invite you to respond to the following…

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Do You Ever Feel Like, Somebody’s Watching You? That’s Because They Are

With video surveillance becoming less expensive and more widely available, our images are increasingly recorded. But things are not as Orwellian as they seem. Even before drones, dashcams or video doorbells became everyday items, regulators established requirements for video surveillance. How long an entity can retain images depends on several things, including the areas the…

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You Have Updated Your Retention Schedule, Now What?

This season, the ARMA Triangle Chapter is exploring records and information management (RIM) technology and how it can help in the industry today and into the future! As part of this series, Zasio experts Warren Bean, CRM, CSIM, and Rick Surber, IGP, CRM are joining the Chapter for their October meeting and would like to invite you, too! During the session,…

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ISO Compliance and Cybersecurity Reporting – Yet Another Way to Strengthen Your Records and Information Management Program

In today’s world where humans produce 2.5 quintillion bytes of data daily (that’s a million trillion!),[1] the average data breach costs $3.86 million,[2] and companies can face data privacy-related fines north of $800 million,[1] records and information management (RIM) is getting more time in the spotlight. Most RIM practitioners can build a strong case for…

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

“Zasio supports us so well as a records management group, but they’re also willing to help other departments within our company. It’s above and beyond the scope of consulting or Versatile Retention.” -“SRM” Senior Records Manager, Global Pharmaceutical Company Summary A global pharmaceutical company needed records retention consulting and a new retention management tool when…

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Privacy and Confidentiality — a Sound Investment for Any Business

How an organization handles data matters. While records management covers many tenets of data collection, one particular area deserves exploration–privacy: what is it? How is it different from confidentiality? And why does this distinction matter? While privacy and confidentiality may seem interchangeable, both terms refer to different points in the data lifecycle. Let’s start with…

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Workflow Management Capabilities Coming to Zasio’s Popular Electronic Records Management Software

BOISE, IDAHO — New workflow management capabilities are coming to Zasio’s electronic records management software, Versatile Electronic Records Management System (ERMS)* with the addition of ERMS Workflow™. ERMS Workflow will bring fully integrated workflow management features into the existing ERMS software, which means you will not only have a secure, searchable repository to store your…

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International Tax Record Roundup

For US taxpayers, May 17 (Tax Day) is fast approaching, and the question is often asked – How long should I keep my tax records? Here is a brief rundown of required or suggested recordkeeping periods for income tax records in the United States and other jurisdictions around the globe. These time periods do not…

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Spring Cleaning Your Records

Spring is in the air–birds are chirping, flowers are starting to bloom, and the trees are starting to come alive again. The sun is out, it’s time to open the windows, bring out the cleaning supplies, and start spring cleaning. You clean and declutter your house come springtime, so why not spring clean your records?…

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Connecting During COVID

Earlier this week and with a lot of courage I masked up and stepped into my friend’s home for a visit. After spending my entire pregnancy quarantined and then delivering a medically fragile baby, I’d been conditioned to fear in-person human interaction. “Do you want to sit down?” my friend asked. Though her house was…

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Mitigating Privacy Risks Within Your Records Retention Schedule

RIM and IG professionals are always looking for ways to integrate privacy considerations directly into their programs. In this presentation, Zasio provides immediate strategies and tips organizations can implement and act on to mitigate privacy risks through their records retention schedule. From implementing privacy-based retention periods to reevaluating baseline retention periods, and gathering relevant information…

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Get Your Records Retention Schedule Under Control — And Keep It That Way: A Case Study in Global Retention Scheduling

Developing an international retention schedule is a major challenge, but for Zasio it’s what we do every day. During this co-sponsored webinar with ARMA International, our presenters will walk you through a case study on global retention scheduling involving a major pharmaceutical contract organization, PRA Health Sciences.  You’ll see the step-by-step process used, and see…

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A Year in Review

2020 was a year filled with many challenges, but despite those unexpected challenges, Zasio reached many milestones and we’re proud of our accomplishments. As we reflect on the year, we wanted to share some of our most notable moments and above all, say thank you to our wonderful staff and customers who have made this year one to remember!    Highlights  Expanded our knowledge…

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Get Your Records Retention Schedule Under Control – And Keep It That Way: A Case Study in Global Retention Scheduling

Developing an international retention schedule is a major challenge, but for Zasio it’s what we do every day. Join ARMA International, the world’s leading community of informational professionals, and Zasio, a leading provider of Records Management and Information Governance solutions, for a case study on one of those projects involving a major pharmaceutical contract organization,…

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New Changes to the European Union’s Medical Device and In Vitro Diagnostic Device Regulations

On May 26, 2020, the European Union enacted new regulations concerning medical and in vitro diagnostic devices—a move that should cause manufacturers, clinical trial sponsors, investigators, and other regulated parties involved in medical device development, manufacture, and distribution in the EU to take notice. These new regulations replace existing directives and bring about many changes,…

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Lessons Learned: Data Mapping Made Easier

The rate of information growth and their consumption are exponentially increasing within the business environment. If harnessed properly, businesses gain valuable insight through the depth and variety of information at their fingertips. However, on the heels of this growth come external threats and increased regulations. This unwanted attention and scrutiny elevate the need for a…

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Implementing Privacy by Design

Privacy by Design is a framework that requires the proactive consideration of privacy in the design and operation of business practices and IT systems. While this might sound simple in concept, it can be difficult to implement in practice, especially if privacy is not your day-to-day role! In this webinar, we simplify PbD with an…

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Working from Home: Privacy, Security, and Information Management Tips for a Remote Workforce

The COVID-19 pandemic and “shelter-in-place” orders have upended offices across the country, forcing businesses and workers to rapidly adapt to our new remote work reality. Although lockdown restrictions are gradually easing, remote work is likely to remain a common feature of office life for the foreseeable future. But while working from home brings a new…

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Retention Schedules 101

Whether you’re new to records management or just want to brush up on records and information management awareness for yourself and teammates, this webinar, Retention Schedules 101, will guide you through the fundamentals of records retention schedules and highlight the core principles and theory behind their construction and use. During this webinar, we cover such…

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Versatile Enterprise™ Case Study: Utah Division of Archives and Records Service

“Zasio upgraded Utah State Archives to Versatile Enterprise and integrated all three systems they already had in place into one program. Zasio coded Versatile so it could continue to manage both the temporary records that would eventually be destroyed, as well as their historically valuable permanent collection.” About the Utah State Archives The Utah Division…

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Versatile Enterprise™ Case Study: How a Global Leader in Oil Exploration and Production Streamlined Their Records and Information Governance Program

“I’ve used Versatile since 1993 and cannot imagine performing my daily responsibilities without the product. Whenever I have questions, I can rely on the outstanding services offered by the Zasio Enterprises support group. ” -Records Retention Coordinator Background The featured company works across a variety of industries from oil and gas, power, and refining, to…

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Zasio Adds New Web Browser Interface to Leading Electronic Records Management Software

BOISE, IDAHO – Zasio Enterprises is now offering their popular electronic records management software add-on*, Versatile ERMS, as a web browser interface in addition to the current desktop interface. This new interface, nicknamed ERMS Web, allows users to capture and access electronic documents from any standard web browser – no install required. “Integrating directly with…

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Data Protection Legislative Updates

Since the GDPR passed in 2018, we have seen an ongoing worldwide ripple effect, as other jurisdictions have begun passing their own data protection laws that mirror, or in many respects comply with GDPR requirements. Here are a few such new or upcoming laws worth noting:   Brazil – General Data Protection Law (LGPD) (Law…

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Information Governance Lunch and Learn – RESCHEDULED

Complimentary Information Governance Lunch & Learn Please join us for lunch and hear from industry experts on Researching and Analyzing Legal Records Retention Requirements Date: Thursday, July 23rd Time: 11:30 a.m. – 12:30 p.m. MT RSVP: https://attendee.gotowebinar.com/register/1982224159889546764 Speakers: Rick Surber IGP, CRM and Jennifer Chadband, CRM, IGP, ECMp Description: Records and Information Management (RIM) Professionals…

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Document Management While Working Remotely

Businesses in the United States and around the world are currently operating in unprecedented times due to COVID-19. Many businesses have had to become innovative and flexible. Possibly one of the biggest changes to how businesses function from day-to-day is the large number of employees working remotely. Remote work is not new, but many businesses…

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Working from Home: Privacy, Security, and Information Management Tips for a Remote Workforce

Join us for This Free Webinar! Date: May 21st Time: 11:00 a.m. – 12:00 p.m. Mountain Time Description: The COVID-19 pandemic and “shelter-in-place” orders have upended offices across the country, forcing businesses and workers to rapidly adapt to our new remote work reality. Although lockdown restrictions are gradually easing, remote work is likely to remain…

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Using Records Management to Restart

How to Use a Records Management Program to Sustain Business Operations We are living in unprecedented times. People and businesses worldwide are having to adjust their daily routines and navigate new ways to do business. Consumer spending has drastically declined. International travel is at a standstill. Both small businesses and multinational companies have temporarily shut…

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Pandemics and Personal Data

In light of the COVID-19 (coronavirus) viral disease officially being classified as a pandemic, nations around the world are grappling with how to best manage and prevent further spreading of the disease. One such measure we see being taken, especially in early stages of the fight, is contact tracing, where persons infected with the virus…

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Internet Service Providers Launch Litigation Against Maine’s New Opt-In Privacy Law

Several internet service provider (ISP) industry groups have joined together in bringing suit against the state of Maine in response to its new privacy law, LD 946 “An Act To Protect the Privacy of Online Customer Information,” asserting that the new rules run afoul of their free speech rights and constitute discrimination against their industry.…

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How to Avoid the File Format Graveyard

In today’s digital environment, businesses use electronic documents more than ever. While this does increase access, it does not eliminate preservation and stability obstacles. In fact, digital documents can become obsolete much faster than paper. In order for a digital document to be accessible, the software that is able to read it must be up-to-date.…

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Managing Inactive Records

In today’s day and age, many companies have converted to electronic or paperless systems, however, businesses still have old paper records that need to be retained and accessed. Despite this move to electronic records systems, the task of determining how and where to store these old or inactive records is not new to businesses. Keeping…

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Navigating Multiple Jurisdictional Requirements: Which Jurisdiction is Controlling for Retention Purposes?

A common question amongst our international clients is: “which jurisdictional law should our retention schedule follow?” From a records management perspective, the general rule of thumb is to focus on the “place of the regulated activity.” Applying this rule can be difficult, however, when there are regulated activities with legal and operational implications beyond the…

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Molecular-Based Data Storage

As technology continues to advance at a dizzying pace in nearly every aspect of our lives, this holds true for data storage solutions as well. Coming down the pipeline are some big (or, more accurately – minuscule) and exciting developments in the ways we store our digital data! DNA storage In a prior post, we…

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E-Discovery and the Importance of Having a Records Retention Program that Includes Electronic Records

Discovery: the act or process of discovering.[1] In a lawsuit, discovery is the process of sharing information that is relevant to a particular legal action or proceeding. With the rapid growth of technology and electronic data, the discovery process has evolved to include a new way of discovering information: electronic discovery or “e-discovery.” Why all…

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Archive Law, Is It Just Applicable to Governments?

A National Archives Agency preserves official documents, photos, artifacts and records that have important historical value to a country. The purpose of an Archive’s Agency is to preserve these important records for future generations and provide public access to these records. Why are archive laws so important? Archive laws set out standards for preservation of…

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The Importance of Being Permanent

The effect of the word permanent “is rarely pure and never simple”[1] when it comes to records management. In the post-GDPR world, how you interpret and implement the word “permanent” into your retention schedule—as either a long-term retention period[2] or a hardcopy format—could cost you significantly. The Association of Records Managers & Administrators (ARMA) defines…

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EU’s New Whistleblower Directive & Impacts on RIM

Whistleblower Directive Quick Overview The EU recently approved a new Whistleblower Directive promoting common minimum standards designed to enhance protections for Whistleblowers and prevent retaliation for participation in whistleblowing activities. The directive allows for reporting of breaches of law both internally within companies, and externally, directly to national and EU authorities, and requires the creation…

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Are Cloud Drives the Latest Dumping Ground?

The underlying promise of digital transformation is that if you eliminate paper you will improve process workflow and organizational performance. But it often seems that we’ve traded one mountain of clutter for another. We’ve evolved from stacks of paper filling filing cabinets to growing digital disarray in file servers, online repositories, and web-based services. And…

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Is Records Management Ready for Blockchain?

Blockchain is a subject that’s getting a lot of attention these days, and for good reason. Blockchain is an undeniably ingenious invention. By allowing digital information to be securely and transparently distributed but not altered, blockchain technology is creating a backbone of a new type of digital record-keeping. Originally devised for the digital currency, Bitcoin,…

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EDPB Adopts Opinion on Interplay between the Clinical Trials Regulation and the General Data Protection Regulation

On January 23, 2019, the European Data Protection Board (the “Board”) released its opinion here on the interplay between the EU’s General Data Protection Regulation (“GDPR”) and the Clinical Trials Regulation (“CTR”). The opinion comments on a draft of FAQs prepared by the European Commission on the same topic and provides insight into how the…

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MER Conference – May 20-22, 2019

Are you attending MER Conference 2019? We are! And we can’t wait to connect with you. Follow the link to register, then, be sure to schedule a 1:1 meeting with us to discuss your pain points and learn more about managing electronic records. You may not realize that Zasio is known for both top-shelf software tools…

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A Look Ahead to 2019

Over the past year, we’ve been hard at work gearing up for an amazing 2019. We believe our future is more promising than ever, so we’ve hired developers, writers, support personnel, legal researchers, sales staff, and marketing professionals. Our goal? To roll out upgrades across our Versatile product line, continue to provide our unparalleled customer…

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Ropes showing integration

Integrating Versatile Retention™ with SharePoint

Reading Time: 2 minutes, 38 seconds Microsoft SharePoint is a well-known and widespread platform for team collaboration and business productivity that is used in organizations across the globe. There are over 200 million active users worldwide and 50% of businesses use SharePoint in some form. Indeed, organizations of all sizes and types, and from every…

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2018 Review

A Year in Review

Reading Time: 2 minutes, 36 seconds Reflecting on 2018, Zasio is proud of our dedication to the things we value most: our employees, our customers, our community, and our software and consulting services. As we enter 2019, we wanted to revisit and share some of the highlights from this past year, and also to thank…

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rm & archives

Records Managers and Archivists: Overlap and Distinctions

Reading Time: 2 minutes 30 seconds As the need for professionals to manage information grows, there’s an increasing desire to define the different roles required to do so effectively. Businesses are data-driven and rely heavily on information to make crucial decisions, understand historical events, and often, to avoid litigation. This is where records managers and…

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Records Management in the Movies

Create a Super(hero) Disaster Recovery Plan If you’re like me, you often “marvel” at the large-scale destruction wrought on major cities during the epic fight scenes in superhero movies. But if you’re also an IG professional, you may wonder how businesses in places like Gotham and Metropolis recover from the aftermath. If you think mega-disasters…

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The Right Tool for the Job

Most of us are familiar with the expression, “When all you have is a hammer, everything looks like a nail.” Well, if all you have is a hammer and you need to change the oil in your car, you’ll probably be frustrated during the attempt and less than satisfied with the results. The solution? Use…

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We’re Proud to Announce the Release of VR SaaS Global!

Keeping Pace with Changing Information Governance Requirements Just Got Easier Information governance and records retention are pressing challenges for every organization. No matter what industry sector you are in or how large your enterprise is, regulatory compliance, data privacy and intelligent information management are C-suite concerns for all organizations. This is especially true for companies…

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ARMA 2018

ARMA Live! 2018 – October 22-24, 2018

Connect and learn with us at ARMA Live! 2018 in Anaheim, CA on October 22-24. Because information is one of the most powerful assets, risk factors, and sources of decision-making in any business, it’s crucial that you understand how it influences your day-to-day operations. Join us at booth #501 to learn how to leverage your…

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information governance conference presentations

Z-Talks: Pre-conference Education Sessions

Enhance your ARMA Live! 2018 Conference in Anaheim with additional, complimentary education sessions offered by Zasio. On Sunday, October 21, 2018, three of Zasio’s Information Governance (IG) experts will present information on hot topics in IG and records management. You’ll also be eligible to receive 2.5 CMP credits and 3 IGP* credits while you get…

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personal information

Using Information Governance to Comply with California’s New Privacy Act

Data privacy continues to be a hot-button issue. Several factors contribute to the recent flurry of global legislative activity. These include rising reports of security breaches that compromise personal information, lack of visibility into what personal information is collected, and limited control for owners to determine how information is used. The United States is no…

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retaining genetic records

Genetic Records: Who Owns Your DNA?

In the age of information, you need to keep your personal data safe. If you ever feel like you’re handing out personal information every day, you’re probably right. Your phone calls, bank transactions, and email are all logged, after all. Even so, most people are vigilant when it comes to giving out personal information. But…

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information governance conference presentations

Z-Talks: Pre-Conference Education Sessions

Enhance your ARMA Live! 2018 Conference in Anaheim with additional, complimentary education sessions offered by Zasio. On Sunday, October 21, 2018, three of Zasio’s Information Governance (IG) experts will present information on hot topics in IG and records management. You’ll also be eligible to receive 2.5 CMP credits and 3 IGP* credits while you get up-to-speed…

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Big Bucket Retention Schedules

Is the Big Bucket Retention Schedule Dead in the Age of Privacy?

Big Bucket records retention schedules (RRS) are common practice in the Records and Information Management (RIM) industry. The Big Bucket approach involves grouping records together based on similar business processes and events to the greatest extent possible.  Routine records are classified separately.  Implementing a Big Bucket approach means that duplication and overlapping between business areas…

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Z-Files by Zasio

The Z-Files: The Weight of Waterlogged Records

You’re about to be blown away by the Z-Files featuring licensed attorneys Rick Surber, CRM and Frank Fazzio, IGP, CRM! In this video series, we’ll conduct experiments to learn more about records management and information governance. When we looked at the best practices for handling water damage to boxes of paper records, we found that…

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Ask the Expert Blockchain

Ask the Expert: Blockchain FAQ

1.) Is blockchain software secure? This question is likely the first thing an IT professional will ask. Many news articles have publicized “hacks” in which thieves made off with millions in Bitcoin and other digital currency. The recent Coincheck heist and the famous Mt. Gox hack are classic examples. However, security vulnerabilities in blockchain are…

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Blockchain for Information Governance

Blockchain for Information Governance: Vetting a Solution

In the last article, we explored potential uses for blockchain technology in records management and information governance. Several startups have pilot projects for blockchain records management software, but none have been brought to market yet. Once blockchain software solutions are available, organizations thinking about a switch to blockchain should carefully consider the ways the software…

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Zasio is Attending the MER Conference in Chicago from May 7th through the 9th.

MER Conference, May 7-9, 2018

We’re excited to be attending the 2018 MER Conference in Chicago, IL, May 7-9. Have questions about how to handle records retention for emails, social media posts, or other types of electronic records? Want to learn more about how to manage the potential impact of the GDPR? Wondering how to keep up with Cloud? Schedule one-on-one…

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Blockchain technology's uses in Information Governance

Blockchain for Information Governance: The IG Use Case

In the previous article, we looked at some of the basic features of blockchain technology. While Bitcoin and blockchain have made a splash in the payments space, many investors and futurists also herald blockchain technology’s potential to reshape other business and economic sectors. The value of blockchain’s immutable, uninterruptible, incorruptible framework doesn’t end with payment…

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Software-as-a-Service model for Zasio Records Retention Software

Zasio Releases Record Retention Software as a Service Model

Zasio Enterprises now offers an easier, more convenient way to manage your records retention schedules online via Software-as-a-Service (SaaS). Zasio, a global leader in Information Governance (IG) technology solutions and consulting services, now offers their records retention program, Versatile Retention, fully online. Versatile Retention is a complete retention schedule management and research solution that gives…

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Privacy protection with Zasio Records Management Software at the 2018 Global Privacy Summit

Global Privacy Summit 2018

At Zasio, we believe in continued education and innovation. We’re always looking for ways to expand what we know to better help serve our clients. This means we often take opportunities to learn from other experts in the industry. With this philosophy in mind, our Director of Consulting and General Counsel Soo Kang will be…

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Zasio international research for consulting clients and Versatile Retention Records Management Software, including the adoption of the GDPR, General Data Protection Regulation.

2017 Zasio Research Summary

Our Zasio research summary team had another eventful year in 2017. We conducted international research for 58 countries, which includes all states and DC for the U.S. and all Australian and Canadian territories/states. This research was performed for Consulting clients and Versatile Retention (VR) software subscribers in a wide range of industries, including financial institutions,…

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Zasio offers a Physical Records Management Software that reduces the risk of digital data breach.

Hard-Copy Files in a Digital World

Another day, another personal information data breach. Many companies started looking at their own system’s weaknesses after learning about the recent Uber data breach. No one wants to be the next data breach headline. This kind of news can make people long for the days when records retention was simpler and paper-based documents meant data…

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Zasio Records Management Software gives you 5 Tips for a more Secure Password.

5 Tips for a More Secure Password

We are in an age of unprecedented digital technology and connectivity. As a result, businesses face an ever-increasing risk of cyber-attacks and security breaches. Just glance at the news to see how frequently such incidents occur. These attacks and breaches can be extremely costly and debilitate a business’s vitality and reputation. One of the most…

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Avoid Employee Privacy Record-Keeping Violations with Zasio Records Management Software's Information Governance Software.

U.S. Employer in Class Action Lawsuit Over Employee Privacy Recordkeeping Violations

Employees from Peacock Foods recently filed a class action suit against their employer. The group claims the company violated the Illinois Biometric Identifier Privacy Act. The employees say the company collected their fingerprints when they clocked in and out of work. They also claim the company didn’t follow the mandates meant to protect this information.…

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Zasio records management software helps meet medical records retention requirements with records retention software and record retention consulting.

Solving the Medical Records Puzzle: Identifying Retention Requirements

Records retention is challenging for healthcare entities. The requirements are complex and there is a lack of harmony among state, federal, and accreditation requirements. State and federal regulations identify different documents you must maintain in a patient’s medical record and mandate different retention periods for the medical record. Federal law typically requires the retention of…

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Zasio's record retention consulting can help with the proper destruction of paper and digital or electronic records.

Proper Destruction of Records

When paper or electronic records have reached the end of their retention period, how do you appropriately destroy them?  Below is a summary of common records destruction methods. Paper Records Confidential Information Shredding: Paper is cut into thin vertical strips (straight-cut shredding) or into vertical and horizontal confetti-like pieces (cross-cut shredding). Most non-confidential records can…

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Zasio records management consulting software helps with appropriate de-identification methods to avoid re-identification.

Breaking Down Big Data: Challenges of Meeting De-identification Standards

Simply removing direct and indirect personal identifiers isn’t enough to achieve de-identification of a dataset. Data controllers must also analyze the context in which the data is presented, as well as the risk of re-identification. Not only that, but technical methods for performing de-identification are not prescribed by law, but rather are often left to…

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Zasio records management consulting software can help address when to apply de-identification and the legal standards.

De-identification Standards to Protect Personal Information

Individuals value their privacy. In contrast, businesses value the ability to leverage personal information to deliver quality products and services to meet the needs of their clients. The legal standards that regulate the protection of personal information help bridge the gap between these two opposing interests. This article addresses when to apply de-identification, the legal…

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bronze key resting on a keyboard with a finger about ready to press a large red key with the words personal data

GDPR Compliance Prep for US Companies

The clock is ticking on the European Union’s new privacy law, the General Data Protection Regulation (GDPR). We’re less than one year away from when the GDPR comes into force, May 25, 2018. This new regulation imposes sweeping privacy protection requirements on any entities that oversee personal data operations or process personal data in the…

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Records Handling Requirements Format

Records Handling Laws: Format Requirements

Records managers often overlook laws that regulate record formats. Most companies store the bulk of their records electronically—or they’re moving in that direction. This makes it important to consider legal requirements about records formats. Permissive Format Regulations The good news is that most format regulations allow for electronic recordkeeping if you meet certain conditions. In the…

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Zasio Records Management Software specializing in Information Governance Consulting Software exhibited at the NAGARA, National Association of Government Archives and Records Administrators, Conference in 2017.

NAGARA Conference – July 12-15, 2017

Zasio is exhibiting at the NAGARA Conference in Boise, ID on July 12-15. We understand the challenges you face as you manage federal, state, and/or local government records and how important it is to continue your professional development, whether you’re a records administrator or an archivist. We’ve stayed ahead of the curve with our intuitive, scalable records…

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China Further Expands Reach of Data Localization Law to Multinationals 800x500

China Further Expands Reach of Data Localization Law to Multinationals

Countries are continuing to escalate restrictions on storage location and transfers of data, with China being the most recent to follow suit. China broadened its cybersecurity initiatives significantly in 2016 with the release of the Cybersecurity Law (Law). Scheduled to come into effect June 1, 2017, the Law introduced many new requirements concerning the handling…

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Zasio Consulting Newsletter, Advancing the Practice of Information Governance

Inside Consulting: Simplifying, Harmonizing, and Maintaining Retention Schedules

We’re excited to highlight some of the recent engagements of our Consulting Division and the ways we’re using our expertise, resources, and thought-leadership to serve our clients and communities as we advance the practice of records management and information governance. Retention Schedule Maintenance Our experience and reputation in drafting and updating retention schedules continues to earn…

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2017 MER Conference

MER Conference – May 8-10, 2017

Zasio is exhibiting at the MER Conference in Chicago, IL on May 8-10. We understand the challenges you are facing in the current IG climate. We would love to hear what you have been working on and share our experiences to see how we may be able to support–whether it is demonstrating the power and…

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2017 Zasio Article Electronic Recordkeeping and the Managing Government Records Directive

Electronic Recordkeeping and the Managing Government Records Directive

On November 28, 2011, President Obama signed a Presidential Memorandum entitled Managing Government Records, initiating “an Executive Branch-wide effort to reform records management policies and practices” of agencies by developing a “21st-century framework for the management of Government records.” To achieve this objective, the Director of the Office of Management and Budget (OMB) and the…

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AIIM On Air Featuring Zasio’s own Warren Bean

Recently on AIIM On Air, Zasio’s own Warren Bean, Senior Sales Engineer and It/Security Manager, discussed the advantages of an integrated, best-of-breed approach to records and information management. Click the link below to hear Warren’s interview. 28: “Paper-Light” at the AMA – Integration of Multiple RIM Systems; Zasio on best-of-breed approach Mar 3, 2017 Episode…

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Using Outlook 365? We Have You Covered

In the last several years, cloud-based email apps like Outlook 365 have won the favor of many businesses. It’s no surprise. They can increase efficiency and save money on software updates. The trouble is, this trend carries information governance (IG) risks if you don’t have a solid plan. Email is a key concern and a…

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2016 Zasio Research Summary

Zasio’s Research Team had a busy year in 2016. We conducted international research on records management citations for over 50 countries and domestic research at the federal level for all 50 states and D.C. This research was performed for Consulting clients and Versatile Retention (VR) software subscribers in a wide range of industries, including financial…

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Avoiding the Ethical Perils and Pitfalls of Big Data

Rapid advancements in technology and globalization have led to an unprecedented rise in data collection. While this information provides a unique insight into global human behavior, it can also promote unethical business practices that violate international privacy standards. As we enter into a new era of data analytics, in-house counsel must strike an important balance…

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AIIM Conference Orlando – March 14-16, 2017

Zasio is exhibiting at AIIM Conference 2017, the global meeting place for Information Professionals, taking place in Orlando, Florida on March 14-16, 2017. We would like to invite you to participate in our informative roundtable discussion on Long-term Strategies for Managing SharePoint Data, led by Zasio’s Senior Sales Engineer, Warren Bean. Stop by booth #1, where we’ll be showcasing our records management…

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Why Should I Invest in Support?

When you purchase software, you’re probably already making a big investment. You might think one way to cut down on cost is to skip the product protection or support plan. Dodging these add-ons might not be a big deal for software that has limited reach in your day-to-day operations, but enterprise-level software is a special…

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Biometric Authentication and Considerations for the Information Professional

MasterCard recently announced that it is going live with biometric payment authentication in certain European markets with a worldwide launch expected in 2017. In brief summary, mobile payments are authenticated through either facial or fingerprint biometric recognition, which is delivered through a corresponding app. The use of biometric data is increasing as people are introduced…

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Implications of Statutes of Limitations, Privacy & Handling Requirements on Information Management

All enterprises, whether they be commercial, governmental, charitable, or any other structure, are required to follow information management regulations in some way; there are even laws regulating the president of the United States.[1] This article discusses several regulatory requirements that impact enterprises during information creation, custodianship, archival and disposition cycles. Good practice requires the identification…

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Zasio Invests in Expanding Information Governance Knowledge Base; Inks Sponsorship with the Information Governance Initiative

Collaboration furthers mission of both companies to provide businesses across the globe with Information Governance best practices through industry leading research, technology and consulting services BOISE, ID – August 25, 2016 – Zasio, a global leader in Information Governance (IG) technology solutions and consulting services, today announced that it has joined the Information Governance Initiative (IGI),…

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ROT Introduction & Prevention Tips

ROT stands for Redundant, Obsolete, and/or Trivial information and includes all information NOT being stored for a valid business, legal or common practice purpose. It is duplicative of official records, past its useful life, and/or information that does not meet the standard for an official record. Also, it’s important to remember that ROT consists of…

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Designing the Modern Records Management Solution

Records Management in Design Records management isn’t a topic designers often hear about in the design industry. Before the existence of digital art, designers organized artwork in humidity-controlled environments to protect the materials and increase longevity; but implementing a records management application or process was rarely considered because the need for records management wasn’t there.…

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Zasio Announces Significant Growth and Expansion in First Half of 2016

  The leading provider of customizable Information Governance and Records Management solutions and consulting services reports addition of 21 new customers, significant updates to its suite of Versatile™ solutions and new employees BOISE, Idaho—June 29, 2016— Zasio, a global leader in Information Governance (IG) technology solutions and consulting services, today announced that it has secured…

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2016 NAGARA Annual Conference

We are excited to join our peers at the 2016 NAGARA Annual Conference in Michigan in a few weeks. The theme of the event, “on the trail of information” and the workshops fall right in line with what the Zasio team and customers encounter every day.   About Zasio We’re experts in Records Management Software…

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Electronic Signatures and Digital Signatures. What’s the Difference?

Electronic signatures and digital signatures are often used interchangeably in conversations, but they carry significant legal, evidentiary, and practical differences within the context of records management. Electronic signatures are any form of endorsement or assent captured electronically and adopted with the intent to sign a document. They can include printed facsimiles of ordinary signatures, typed…

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How Long Should You Keep Non-Hire Resumes, Applications and Other Related Records?

The employee hiring process inevitably involves the creation of many records involving applicants that are ultimately not selected for a position. The question then becomes how long should these records be kept now that the potential hire is no longer being considered by the company? Also, increasingly, to what extent are these records impacted by…

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A Security Reminder for the Traveling Employee – Encryption May Result in Data Compromise

Often people carry a laptop or tablet when traveling for business with no thought to potential restrictions. However, where travel takes you out of country there are additional considerations when it comes to data management. Specifically, not all data are created equal. There are different classes of data, from sensitive, confidential, restricted, public, and a…

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Dawning Digital Dark Age

The accelerating pace of technology continues to change the way we communicate and do business. Systems, software, and file formats are in a constant state of flux, rapidly altering how we create, use, and store our data and documents. But the emphasis today is on innovation and productivity, often without consideration for how information will…

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Tips to Prepare for the EU Financial Instruments Directive’s Communications Preservation Requirements

Implementation of the “Markets in Financial Instruments Directive” or MIFID II is most likely delayed until at least early 2017, but companies should not delay in taking steps to prepare for its elevated communications record-keeping requirements.  The EU Commission’s second MIFID broadly applies to any business that is involved in the distribution and/or trading of…

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iPhone Encryption Debate Underlines the Importance of Robust Security Measures

Digital encryption technology has been recently subjected to public pressure and oversight by Congress, Federal Courts and law enforcement agencies.  In the wake of the San Bernardino terrorist attacks and the ongoing public struggle between Apple and the Federal Bureau of Investigation over access to encrypted iPhone contents, it was revealed that the company does…

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Preventing Headlines with Information Governance

The use of social media sites by elected officials have recently come under heavy scrutiny as one official in Pima County, Supervisor Ally Miller, allegedly deleted comments from her “official” social media Facebook page, while other public offices banned accounts from commenting. These actions were fully preventable with sound information governance practices. Here are three…

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Anonymization and Compelled Destruction Requirements for Companies

INTRODUCTION Data privacy laws complicate the ability of companies to manage information by: (1) compelling their destruction before fulfilling business or operational needs; and (2) limiting how information can be shared or transferred. This article discusses anonymization techniques and options to deal with compelled destruction requirements for companies collecting and storing personal information for valid…

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ARMA International Conference & Expo – September 25-27, 2016

This year’s ARMA International Conference & Expo will mark Zasio’s 28th consecutive year as an exhibitor. The conference draws an estimated 2,000 information governance professionals from around the world. Recognized as the premier event for information governance, this conference has a powerful reputation for education, technology, and solutions. For us, it’s a wonderful opportunity to say hello…

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MER Conference – May 23 – 25, 2016

Join us on the magnificent mile in Chicago for the 2016 MER Conference. MER is the only national conference focusing on the issues and challenges of managing electronic records and information from three perspectives: legal, technical, and operational. Zasio has been assisting clients with the life-cycle management of electronic information for decades. Stop by and learn…

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AIIM Conference – April 26-28, 2016

Zasio is excited to join the global community of Information Governance Professionals at the 2016 AIIM Conference in New Orleans. In these chaotic and disruptive times, information is among your most valuable assets. The conference sessions will focus on ways in which it can best be managed. Stop by our booth and learn how we…

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ARMA Houston Spring Conference – April 19-20, 2016

Join Zasio, along with hundreds of records and information management colleagues, for two days of educational sessions and networking opportunities at the 2016 ARMA Houston Spring Conference. This is ARMA’s largest regional conference. Please visit us and hear how we’re helping organizations throughout Texas with our IG Technology Solutions and Consulting Services. For more information, visit ARMA Houston Spring Conference.   About…

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ARMA Metro NYC Annual Spring Conference – March 8, 2016

Zasio is exhibiting at New York City’s premier RIM/IG educational event. The conference will provide comprehensive and cutting edge educational experiences, along with programs detailing best practices in technology trends. Stop by our booth and learn how we’re helping pharma, finance, insurance, energy, government, and legal professionals with their IG needs. For more information, visit ARMA…

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Is Your Records Management Program Focusing on Retention Periods Alone?

As a core component of information governance (IG), records management is responsible for the systematic control of the creation, use, maintenance and disposition of a corporation’s recorded information. At its foundation, a strong records management program must identify the legally-mandated recordkeeping requirements applicable to the corporation’s business activities to minimize the risk of regulatory non-compliance.…

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Mitigating the expense of E-discovery: Recognizing the difference between back-ups and archived data

The volume of electronically stored information (“ESI”) in companies is reaching levels previously unimagined in a paper world and, with the increasing adoption of technology, all indications suggest continued growth at rapid rates. To mitigate both risks and costs, companies are challenged to exert control over this ever-growing amount of information ebbing and flowing through…

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Managing Risks: Wearable Technology in the Workplace

Managing risks related to mobile devices in the workplace is a key area of focus for organizations. These risks are plentiful, ranging from proper storage of information generated/received to meet legally mandated retention requirements, e-discovery and litigation hold issues, addressing cybersecurity vulnerabilities, privacy issues, and so forth. In most instances, the conversations revolve around smart…

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Culture v. Behavior: A Perspective on Business Communications in the Modern Era

The arrival of technology has forever changed the way we interact in the business environment. Emails, instant messages, and texts are now the go-to tool for file sharing, collaboration, project management, project coordination, and official business communications. However, due to the accepted practice of commingling business with personal, the formality once observed for business communications…

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Connect the Dots: Requiring a “Leap of Faith” Will Sink Defensible Disposition

Crews v. Avco Corp., No. 70756-6-I, 2015 WL 1541179 (Wash. Ct. App. Apr. 6, 2015)(unpublished opinion) On April 6, 2015, the Washington Court of Appeals affirmed the severest of sanctions (a so-called “death penalty” order) against Avco Corporation for discovery violations. Various articles and blogs summarizing this decision appear to contend that the order of…

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