The 2025 RIM Weather Report: Predictions and Advice for the Year Ahead

Hi! 👋 Happy 2025, and welcome to Advanced Access! This week, records and information management experts give RIM forecasts on trends shaping the industry this year. From evolving regulations to transformative technology and M&A activity, there's no need to guess the forecast—get the insights you need to navigate 2025 with confidence.

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Just like a meteorologist predicts the weather, our panel of records and information management experts— Adam Koonce (Manager, Legal Research), Carole Baker (VP of IT, Mergers and Acquisitions), and Greg Grospitch (Vice President, Unify), all from Access—shared what to expect in the new year during a recent webinar, The RIM Forecast: Predictions and Insights for 2025. From regulatory changes to emerging technology and M&A activity, the conversation helped to paint a clear picture of what’s on the horizon in 2025.

There’s no need to guess the forecast—continue reading for a rundown of the top predictions and insights shared that will help you make the most out of 2025.

Compliance Clouds: Regulatory Changes to Expect

Privacy legislation in the US is gaining momentum. Many of the laws signed in 2024 will go into effect in 2025 or 2026. And just because your business isn’t located in a state that is enacting a new privacy law doesn’t mean you won’t be subject to other state’s privacy laws. Many of them apply to any company doing business within the state. For example, if your business is located in Alabama and you’re shipping products to customers in New Jersey, then you’ll be obligated to follow New Jersey privacy law in addition to any applicable laws in Alabama.

The Growing Importance of Privacy Legislation: Yearly Recap and Impending Impact

As Adam Koonce noted during the webinar, it’s not just about the increasing volume of legislation but also the speed at which it’s being enacted. Legislative timelines are speeding up because states can quickly copy proposed or active laws from others and make small tweaks.

The Rapid Evolution of Privacy Legislation

Adam suggested that individuals keep track of their state’s legislators, conduct relevant searches, and review legislator pages routinely. This will ensure that no new regulations slip by you. He specifically pointed to states such as Illinois, New York, and California, which have extensive legislative outputs. Additionally, you can read more about U.S. privacy legislation in Adam’s most recent Quarterly Legal & IG Update.

Major “Fronts” in Emerging Technology

In 2025, artificial intelligence (AI) in records management is expected to play an increasingly significant role, but organizations must first lay the groundwork to maximize its potential. Greg Grospitch emphasized understanding one’s organizational requirements before embracing AI technologies. “Organizations should have a clear understanding of their problem statement and what ‘good looks like’ before they leverage AI to create something,” he suggested.

Organizations should have a clear understanding of their problem statement and what ‘good looks like’ before they leverage AI to create something.” - Greg Grospitch, VP - Unify

AI can only be effective once organizations have a solid foundation, which includes indexing and cataloging their information to gain clarity and control over their records. Digitization is an important step, but it should be intentional—prioritizing critical records and allowing non-essential content to remain untouched until it is no longer needed.

Once a clear baseline is established, organizations can begin exploring AI tools to enhance productivity and efficiency. However, it’s important to avoid being distracted by flashy new technologies that may not address core challenges. Success lies in careful planning, understanding regulatory requirements, and ensuring digital transformation aligns with business needs. AI will have its greatest impact when used as part of a thoughtful, strategic approach rather than a quick fix.

Greg Grospitch on Preparing for AI Adoption

New Technology, New Regulations to be Aware of

Koonce urged the conscious adoption of AI, advising organizations to stay alert about emerging AI regulations and their consequences on record-keeping requirements. With laws safeguarding citizens and ensuring transparency in AI decision-making setting the stage, Koonce expects organizations to face heightened scrutiny and regulations related to AI. Staying updated on the latest developments and abiding by these regulations will help skirt potential legal and compliance issues.

Shifting Climates in Merger and Acquisition Activity

Recently, the economy has not been optimal for M&A activity, but it looks like things are about to change. Carole Baker commented that she has already noticed an uptick in acquisition interest as the economic and political landscape of the U.S. is expected to change in 2025.

Various sources, including Bloomberg and EY-Parthenon, also predict that M&A activity will rise in 2025 “as uncertainty over the US election wanes, economic activity remains robust, and interest rates continue to move lower.”

To prepare for a merger or acquisition, records managers should prioritize thorough diligence and comprehensive documentation. It’s crucial to take the time to fully understand the records, systems, and processes involved, as well as to develop a detailed playbook outlining all components, requirements, and steps needed for the transition. Equally important is aligning all parties to a shared understanding, ensuring everyone is speaking the same “language” before implementing any changes. Premature changes can lead to confusion and disruptions, so it’s essential to fully evaluate the potential impact of any adjustments before proceeding.

The Secret Sauce: Diligence, Documentation, and Understanding

Expert Advice for Sunny Skies Ahead

To close, each panelist shared one piece of advice to implement for a successful year ahead.

Carole recommended adopting a mindful and open approach: Go into the year with an open mind and take time to listen, learn, and understand the changes happening around you. This deliberate approach allows for better decision-making and alignment with evolving trends and challenges.

Greg emphasized the value of leveraging partnerships and expertise: Engage with vendor partners and industry experts to help navigate complex changes and develop a solid plan. Many organizations lack the specialized knowledge to address every internal challenge. Collaborating with experienced partners ensures you have access to best practices and resources, reducing the burden of figuring everything out alone.

Adam encouraged identifying and using the right resources: Focus on the specific challenges or areas critical to your organization. Determine which regulatory bodies or industry resources provide relevant guidance, and use tools and services—such as Access’s Virgo software—that can help streamline your processes, manage complexity, and reduce the workload of staying compliant.

As we tread into an era marked by burgeoning privacy laws, the advent of AI, and escalating M&A activities, one thing stands clear – the organizations that adapt and evolve with these trends are the ones that will flourish.

To gain even more insights from our “RIM meteorologists,” watch the webinar recording of The RIM Forecast: Predictions and Insights for 2025.