Zantaz Data Resources

    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. 1

      Visibility

      Ownership, permissions, and contractor access across the estate

    2. 2

      Classification and Context

      Records and controlled information identified

    3. 3

      Exposure and ROT Reduction

      Transitory and obsolete content removed

    4. 4

      Retention and Preservation

      Electronic records and holds enforced

    5. 5

      Governed Trusted Data

      Collections built for mission, legal, and oversight use

    6. 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. 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. 2

      Can we connect what Microsoft reports about permissions, labels, retention, and legal holds to the records we are accountable to preserve?

    3. 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.

    See the Government Category PageModel the Cost You Can Remove

    Sources