Summary
The City and County of Denver had a need for a records management solution that
could manage their physical records but also handle more than 7 million electronic
records contained in an existing repository. This need arose out of the inability to
consistently destroy electronic documents based on a centralized retention policy,
so they needed an organized solution that also contained a retention schedule to
purge documents based off specific record classifications.


Objectives
• Implement a records management software application to handle physical and
electronic records
• Provide the ability to calculate retention dates and destroy eligible documents
Solution
To address the immediate needs of the City & County of Denver, Zasio
recommended implementing their flagship records management software solution,
Versatile Enterprise™. Leveraging Versatile Enterprise to manage more than 7
million electronic documents presented a challenge, however, because it needed
to integrate with Alfresco, Denver’s existing electronic records repository. Since so
many existing systems were already feeding documents into Alfresco, they didn’t
want to up-end existing business processes, so Zasio used their Versatile Fuse
application to synchronize with Alfresco to calculate retention dates and destroy
eligible documents.
Versatile Enterprise combined with Fuse proved to be the perfect solution for
applying retention and destruction policies to Denver’s current records repository.
Zasio’s team of experts worked closely with the City & County of Denver’s records
management team led by Guy Mason, and contractors Johann Ortner and Steven
Willie to ensure:
• Smooth transition and implementation
• Accurate synchronization of metadata from previous records management
software into Versatile Enterprise
• Key records management team members were thoroughly trained to ensure
accurate understanding and ability to transfer information to others in their
respective departments.

Results
Using Versatile Enterprise and the Versatile Fuse integration tool, Denver achieved
a “State of the Art” fully-integrated Records Management System. By year-end
they had already synchronized more than two million of their documents. Versatile
Enterprise provided Denver with:
• The ability to track physical and electronic records in one technology solution
• An organized approach to destroying records, requiring a series of approvals
before records are destroyed
• A fully traceable process for audit purposes with a 30-day recovery window to
recall in case of inadvertent destruction
• 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

About Zasio
Zasio has over three decades of service in Information Governance. We focus
on one thing, helping businesses not only get started in records management
but maintain top-of-the-line Information Governance (IG) programs. Since we
started in the industry, we’ve recruited a team of experts, including software
developers and technicians, attorneys, analysts, Certified Records Managers
(CRMs), Information Governance Professionals (IGPs), and Certified Information
Privacy Professionals (CIPPs)—all in-house—who not only keep up with evolving IG
trends, but who can also scale our Versatile solutions to meet the demands of both
customers new to records management and seasoned veterans. It’s no wonder
why thousands of companies, including half of the top 20 Fortune 500, have
trusted our software solutions and expert consulting services to implement world-class
Information Governance programs.

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