Physical Records Management
No matter the size of your business, your industry, or the capacity of your records management needs, we have a solution to help manage the complete lifecycle of your paper records.
Whether tracking active files stored on-site for regular access or inactive boxes in an off-site records center, you can always know their status and location, including ownership, retention dates, and more.
Retention Scheduling
Easily schedule records for transfer or destruction with dynamically-calculated retention dates. Simply assign your record series to a file or box, and the system automatically calculates the transfer and destruction dates, including event-based retention.
Label Design
Create an unlimited number of label designs for your files, boxes, or use pre-defined labels.
Record Circulation Tracking
Use circulation tracking to manage check-in/check-out requests, including tracking the status of requests, maintaining a history of custody changes, and generating and emailing overdue notices.
Extensive Records Search/Retrieval
Take advantage of full text, Boolean searching capabilities, as well as our exclusive “Smart Search” feature that allows your searching to be as simple or complex as you like.
Security Control
Ensure the right people are seeing and doing the right things. Each security profile defines what users can do (their role) as well as what records they can access, based on multiple criteria, such as company, department, and location.
Dashboards
Visualize your information with customizable dashboards. Several default dashboards come with the system that you can use as-is, or you can modify to suit your purposes.
Visual Space Management
Locate records easily with the space management feature, which displays a virtual records center with configurable aisles, bays, and shelves. Know your available space without leaving your desk.
Imaging
Built-in scanning feature allows paper records to be scanned directly, eliminating the need to pull the physical record to see its contents.
Disposition Management
Organize dispositions into defined batches of eligible records that may be destroyed with a single touch once check-outs have been cleared.
Tracking Solutions
Improve accuracy and optimize tasks in your Versatile software with labels and tethered scanners. Barcode scanners allow you to fil and track records with the ease of “point and click.”
Robust Reporting
Create unlimited custom reports or use one of our standard templates. Customize each report so you only see the data you need. Build a basic report with a few clicks of your mouse or build out complex forms including logos and dynamic formatting.
Customizable Screens
Manage and track your records with intuitive navigation and screens that can be customized to your needs. Configure home screen features, collapse, or expand menus as needed, and choose search filters and displayed columns to suit your workflow.
Historical Audit Trail
The system monitors changes to records automatically while you go about your standard data maintenance processes. Capture who is performing changes and when the last updates occurred.
Profiles
Allows you to hide and require fields, streamline data entry, and customize default settings for new users making records management more efficient and consistent.
Need Something More Robust?
Versatile 2025, with Advanced Physical Records Management, takes physical records management to the next level for organizations that are larger in scope and complexity or more highly regulated. In addition to the features above, see the software’s advanced records management features below:
Retention Holds
Ensure you don’t destroy records that are pending litigation, audit, or review by applying retention holds. Holds can be applied to individual records, entire classes of records, or to search results involving multiple criteria. Applying a hold automatically suspends calculated disposition dates until the hold is cleared.
Historical/Comparative Audit Trail
Monitors changes to records automatically while you go about your standard data maintenance processes. Capture who is performing changes, when the last updates occurred, and see what the record looked like at the time of the change to highlight differences from the current state. Use the data captured by the audit trail to rollback to a previous point in a record’s life or restore a deleted record.
Enhanced Security Control
Ensure the right people are seeing and doing the right things. Each security profile defines what users can do (their role) as well as what records they can access, based on multiple criteria, such as company, department, retention policy, country, and location.
Document-Level Tracking
Manage records down to the document level, including the ability to barcode, checkout, hold, and destroy documents—either independently or within a file folder.
Enhanced Disposition Management
Organize dispositions into defined batches of eligible records that may be destroyed with a single touch once all check-outs have been cleared. Enable the advanced disposition option to allow electronic disposition review by any number of authorizers and require e-signature capture during review or final processing.
Advanced Retention Schedule Management
Easily schedule records for transfer or destruction with dynamically calculated retention dates. Simply assign your record series to a box, file or document, and the system automatically calculates the transfer and destruction dates, including event-based retention. Optional configuration to allow a box to inherit the longest retention of all the files in the box is also available.
Chargeback Tracking
Bill departments automatically for records management functions, such as file/box checkout or records storage.
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Corporate Office
401 W. Front St.
Suite 305
Boise, ID 83702
(800) 513-1000
connect@zasio.com
A pioneer in information governance, we continue to expand our technology and consulting services to help businesses of all sizes maintain the highest records management and retention standards.