Zantaz Data Resources

    Industry Brief · Healthcare

    Healthcare

    Healthcare runs on trusted information. Smart Stack 3.0 helps health systems understand, govern, preserve, and prepare the data across Microsoft 365 and connected clinical environments for security, compliance, operations, and AI.

    Executive Summary

    What You Gain in the First 90 Days

    The clinical record is only part of the story. Protected information, contracts, credentialing files, quality documentation, research material, and investigation records live across SharePoint, OneDrive, Teams, Exchange, and Windows File Shares. Smart Stack 3.0 makes that estate visible, governed, and ready for Microsoft analytics and AI.

    80%

    of the typical health system estate is unstructured and ungoverned

    60%

    of that unstructured content is redundant, obsolete, or trivial, and every copy is stored, secured, indexed, and embedded

    0

    accuracy checks Copilot performs on the content it can already reach, because it honors permissions, not authority

    Microsoft Learn, Copilot data and privacy

    The Data Estate

    Where the Information Actually Lives

    Microsoft is the collaboration and AI center of gravity in every large health system. Significant institutional information also resides in clinical, research, and departmental platforms connected to that estate.

    Microsoft 365 Core

    SharePoint sites for departments, service lines, and committees

    OneDrive accounts holding working clinical and administrative material

    Teams and Microsoft 365 Groups created for units, projects, and incidents

    Exchange communications subject to retention and legal hold

    Purview labels, retention policies, and hold signals

    Power BI assets, datasets, and lineage

    Windows File Shares carrying decades of departmental content

    Microsoft Fabric, OneLake, Copilot, and supported agent grounding sources

    Connected Healthcare Systems

    Electronic health record exports and downstream reporting extracts

    Imaging and diagnostic environments

    Clinical research and trial management systems

    Credentialing, quality, and accreditation repositories

    Revenue cycle and payer correspondence platforms

    Legacy archives and inherited systems from acquired organizations

    The Cost of Doing Nothing

    What Ungoverned Data Costs You

    Protected information rarely stays where policy assumes it will. Once it moves into collaboration and file environments, ownership, classification, and retention coverage break down.

    Protected health information sitting in SharePoint, OneDrive, and file shares without classification

    Dormant sites and stale external access left behind by projects, studies, and acquisitions

    Incomplete retention and legal-hold coverage across communications and unstructured content

    Duplicate and outdated clinical policies competing with the authoritative version

    Storage, backup, migration, and archive spend on content with no continuing value

    Longer investigations, audits, and discovery because ownership and authority are unclear

    The organization 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 Windows File Shares in place. It identifies protected and sensitive information outside the core clinical applications, establishes ownership and policy context, isolates redundant and obsolete content, and prepares higher-value Trusted Data.

    Trusted Data Archive

    Trusted Data Archive preserves required communications and records, enforces retention and legal holds, maintains chain of custody, supports defensible discovery, and reduces dependence on aging archive systems inherited through growth and acquisition.

    Trusted Data Lens

    Provides a read-only view of ownership, permissions, external sharing, dormancy, label coverage, retention coverage, and hold signals before broad processing begins.

    Trusted Data Collections

    Organizes clinical policy, research, credentialing, and investigation 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 and approval.

    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

    Find Protected Information Outside the Clinical Record

    Locate patient, employee, and research information across SharePoint, OneDrive, Teams, and Windows File Shares.

    Establish Legal Hold Across Microsoft and File Shares

    Connect Microsoft hold signals with broader identification, preservation, retention, and chain of custody.

    Consolidate Legacy Archives

    Preserve required communications and records while retiring aging, costly archive platforms.

    Rationalize Acquired Data

    Determine what a combined health system owns, what must be preserved, and what can be defensibly removed.

    Retire Superseded Clinical Policy

    Identify duplicate and obsolete procedures so the authoritative version is the one people and AI find.

    Govern Clinical Research Material

    Close out studies with ownership, sensitivity, retention, and external sharing understood.

    Prioritize Recovery and Resilience

    Identify the information that matters most so it is protected first and restored first.

    Prepare Trusted Data for Copilot

    Give Copilot, analytics, RAG, and agents approved information with visible provenance.

    AI Readiness

    Copilot Honors Permissions, Not Accuracy

    Microsoft Copilot and agents honor existing permissions. Smart Stack 3.0 helps a health system determine whether the information inside those permissions is current, authoritative, appropriately classified, and suitable for AI.

    Identify overshared and sensitive clinical and administrative content before Copilot expands

    Reduce redundant, obsolete, and trivial content before AI indexing and embedding

    Establish ownership and policy context for departmental material

    Create approved Trusted Data Collections for policy, research, and operational knowledge

    Preserve provenance and transformation history for every approved collection

    Prepare governed information for Fabric and OneLake rather than raw departmental content

    The Readiness Ladder

    Six Stages From Visibility to AI

    1. 1

      Visibility

      See the Microsoft estate, ownership, and external access

    2. 2

      Classification and Context

      Protected data, sensitivity, and policy identified

    3. 3

      Exposure and ROT Reduction

      Oversharing narrowed, obsolete content removed

    4. 4

      Retention and Preservation

      Records, holds, and chain of custody enforced

    5. 5

      Governed Trusted Data

      Collections built for clinical, legal, and operational 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 building clinical and administrative agents

    You are moving healthcare data into Fabric or OneLake

    SharePoint, OneDrive, Teams, and file shares have grown without consistent ownership or classification

    You are reviewing external sharing, dormant sites, or retention-policy coverage

    You are replacing a legacy archive or preparing a major migration

    You have inherited tenants, archives, and file shares through acquisition

    Legal, records, privacy, security, IT, and data teams work from different views of the same information

    The Research

    The Full Analysis Behind This Brief

    Healthcare AI Readiness is the executive conversation behind this brief. It explains what your AI inherits today across Microsoft 365 and Windows File Shares, why permissions are not authority, and the sequence that gets a health system to trusted, AI-ready data.

    Read Healthcare AI Readiness

    Three Questions for Your Leadership Team

    1. 1

      Do we know which information across Microsoft 365, Windows File Shares, archives, and connected clinical systems is protected, authoritative, obsolete, or subject to policy?

    2. 2

      Can we connect what Microsoft reports about permissions, labels, retention, and legal holds to the broader clinical and administrative information we must govern and preserve?

    3. 3

      Are we preparing approved data for Fabric, OneLake, Copilot, and agents, or allowing AI to inherit the data-quality and permission problems that already exist?

    Close

    Understand, Reduce, Preserve, Prepare

    Smart Stack 3.0 helps your health system 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 Healthcare Category PageModel the Cost You Can Remove

    Sources