Industry Brief · Government and Public Sector
Government and Public Sector
Government creates records as a condition of carrying out the mission. Smart Stack 3.0 helps agencies see, refine, preserve, and activate the information across Microsoft 365 and connected mission systems so accountability and modernization advance together.
Executive Summary
What You Gain in the First 90 Days
Electronic records, program files, investigations, and public-records material accumulate across SharePoint, OneDrive, Teams, Exchange, and shared drives. Smart Stack 3.0 identifies what must be preserved, reduces what carries no continuing value, and prepares approved Trusted Data for Microsoft analytics and AI.
80%
of the agency estate is unstructured content that records schedules were never applied to
Annual
records-management maturity reporting the agency must answer for content IT cannot yet fully see
NARA agency reporting
60%
of unstructured content is redundant, obsolete, or trivial, and the agency stores, secures, and indexes every copy
The Data Estate
Where the Information Actually Lives
Microsoft 365 is the collaboration and communication backbone of the modern agency. Mission information also resides in case, grant, and legacy systems connected to that estate.
Microsoft 365 Core
SharePoint sites for programs, offices, and interagency work
OneDrive accounts holding staff working material
Teams and Microsoft 365 Groups created for programs, task forces, and incidents
Exchange communications subject to records and public-records obligations
Purview labels, retention policies, and hold signals
Power BI assets, datasets, and lineage
Shared drives and Windows File Shares holding long-lived program content
Microsoft Fabric, OneLake, Copilot, and supported agent grounding sources
Connected Mission Systems
Case management and investigation systems
Grants, procurement, and financial systems
Public-records and FOIA processing platforms
Geospatial and program data repositories
Contractor and partner collaboration environments
Legacy systems scheduled for retirement
The Cost of Doing Nothing
What Ungoverned Data Costs You
When records cannot be distinguished from working copies, agencies preserve everything, respond slowly, and pay to store material that documents nothing.
Records indistinguishable from transitory content across collaboration environments
Sensitive and controlled unclassified information without consistent labeling
Dormant sites and stale contractor access after programs end
Incomplete retention and disposition coverage for electronic records
Slow FOIA, investigation, and oversight response
Cloud storage and legacy system cost carried without mission value
The agency should not pay to store, migrate, secure, discover, index, embed, and process information that has no continuing value.
The Smart Stack 3.0 Response
One Connected Enterprise Platform
Trusted Data Refinery
Trusted Data Refinery analyzes SharePoint, OneDrive, Teams, and shared drives in place. It identifies records, sensitive information, ownership, and mission-critical content, isolates redundant and obsolete material, and prepares higher-value Trusted Data.
Trusted Data Archive
Trusted Data Archive preserves electronic records and communications, enforces retention and legal holds, maintains chain of custody, and supports investigations, oversight, and long-term access.
Trusted Data Lens
Provides a read-only view of ownership, permissions, contractor access, dormancy, label coverage, and retention coverage across the supported Microsoft estate.
Trusted Data Collections
Organizes program, investigation, and public-records material with source, permissions, classification, policy, and provenance attached.
Data Mirroring and Trusted Data Composer
Prepares approved information for Fabric, OneLake, Power BI, Copilot, and agents with visible transformation logic.
The Complete Platform
Smart Stack 3.0: One Expanding Enterprise Platform
Smart Stack 3.0 brings executive performance visibility, trusted-data transformation, defensible preservation, controlled information access, and an expanding collection of purpose-built capabilities into one enterprise platform. The result is a connected operating model for improving performance, reducing information risk and cost, and preparing approved organizational data for Microsoft analytics and AI.
Executive Performance Dashboard
The Executive Performance Dashboard gives leadership a unified view of organizational performance, priorities, commitments, risks, and results. It replaces disconnected reporting with a measurable executive operating environment that helps leaders see what is happening, what should be happening, and where intervention is required.
Trusted Data Suite
The Trusted Data Suite transforms uncontrolled enterprise information into governed, higher-value, AI-ready Trusted Data. The Trusted Data Refinery discovers, analyzes, classifies, enriches, and improves rapidly growing unstructured data estates. The Trusted Data Archive securely preserves required information with retention enforcement, legal hold, chain of custody, journaling, defensible discovery, and long-term preservation. The Trusted Data Portal provides controlled access to policy-approved information for authorized people, Microsoft platforms, analytics environments, and AI systems.
Trusted Toolkit
The Trusted Toolkit is an expanding collection of purpose-built technologies for specific data, compliance, AI, and operational challenges. New capabilities increase the value of Smart Stack 3.0 without forcing the organization to procure a separate product, license, or user entitlement every time the platform expands.
$1 Million Annual Unlimited Enterprise License
One predictable annual license provides unlimited authorized organizational use and users across an expanding platform. The organization is not purchasing a static point solution or assembling a collection of separately priced tools. It is establishing an enterprise capability whose value increases as adoption expands, more information is governed, legacy cost is removed, risk is reduced, and new Smart Stack capabilities are introduced.
Unlimited authorized users and organizational use
Predictable enterprise-wide annual cost
Expanding capabilities without separate product-by-product purchasing
Increasing value through adoption, risk reduction, cost avoidance, and continuous innovation
Smart Stack 3.0 helps the organization understand, refine, preserve, and control the information moving through its Microsoft environment. Microsoft provides the enterprise platforms. Zantaz improves the quality, governance, defensibility, and readiness of the data those platforms depend on.
Outcomes
What Your Teams Get
Modernize Electronic Records Management
Distinguish records from transitory content and apply disposition with evidence.
Preserve Email and Collaboration Records
Maintain accessible, tamper-evident communications with chain of custody.
Improve FOIA and Oversight Response
Locate responsive material faster and narrow the review population.
Support Reorganization and Mission Transfer
Determine what records exist, what transfers, and what must remain accessible.
Transition Contractor Data
Review external access and recover material at contract end.
Retire Legacy Systems Defensibly
Preserve required content and decommission platforms with confidence.
Identify Sensitive and Controlled Information
Find material that requires additional protection across the estate.
Prepare Trusted Data for Copilot and Agents
Build approved mission knowledge collections with visible provenance.
AI Readiness
Copilot Honors Permissions, Not Accuracy
Microsoft Copilot and agents honor existing permissions. Smart Stack 3.0 helps the agency establish whether the information inside those permissions is a record, current, appropriately controlled, and suitable for AI.
Identify overshared and controlled information before Copilot expands
Reduce redundant and obsolete content before AI indexing and embedding
Establish ownership and policy context for program material
Create approved Trusted Data Collections for mission knowledge
Preserve provenance so outputs can be traced to an exact source
Prepare governed information for Fabric and OneLake rather than raw shared drives
The Readiness Ladder
Six Stages From Visibility to AI
- 1
Visibility
Ownership, permissions, and contractor access across the estate
- 2
Classification and Context
Records and controlled information identified
- 3
Exposure and ROT Reduction
Transitory and obsolete content removed
- 4
Retention and Preservation
Electronic records and holds enforced
- 5
Governed Trusted Data
Collections built for mission, legal, and oversight use
- 6
Microsoft AI Readiness
Approved data prepared for Fabric, OneLake, and Copilot
Timing
Signals That Now Is the Moment
You are expanding Microsoft 365 Copilot or deploying mission agents
You are moving program data into Fabric or OneLake
A records backlog or NARA reporting gap needs to close
A reorganization is moving missions, staff, or responsibilities
FOIA and oversight response times are under pressure
You are retiring legacy systems or replacing an archive
You need to reduce volume before paying to migrate, secure, archive, or process it with AI
Three Questions for Your Leadership Team
- 1
Do we know which information across Microsoft 365, shared drives, archives, and connected mission systems is a record, sensitive, obsolete, or subject to disposition?
- 2
Can we connect what Microsoft reports about permissions, labels, retention, and legal holds to the records we are accountable to preserve?
- 3
Are we preparing approved data for Fabric, OneLake, Copilot, and agents, or allowing AI to reason over uncontrolled program content?
Close
Understand, Reduce, Preserve, Prepare
Smart Stack 3.0 helps your agency understand what it has, reduce what it no longer needs, preserve what it must protect, and prepare approved Trusted Data for Microsoft analytics and AI.
Sources
- Federal Records Management Responsibilities · National Archives and Records Administration · 2026
- Federal Agency Records Management Reporting · National Archives and Records Administration · 2026
- Data, Privacy, and Security for Microsoft 365 Copilot · Microsoft Learn · 2026