But behind the scenes, the ISHS had been managing these important collections with aging, unsupported records management tools and no internal records retention schedule. That changed when the state agency partnered with Zasio.

Through the implementation of Zasio’s physical records management solution, Versatile Enterprise (now known as Versatile 2026 with Advanced Physical Records Management) and a comprehensive records retention schedule developed with the help of Zasio’s Consulting Team, the historical society has improved daily operations and strengthened how staff locate, manage, and care for long‑term historical records.

Background

Spanning territorial-era documents from 1863 through manuscript collections, photographs, oral histories, and the archives of city, county, and state agencies, ISHS is responsible for preserving a vast and varied record set. With only 12 staff members, the agency required a system capable of efficiently managing high record volumes while maintaining the rigorous tracking and documentation standards essential to its mission.

Before Versatile, ISHS relied on two outdated systems: a legacy program “not necessarily developed for archives,” and a separate homegrown database at the State Records Center described as being on “life support.”

As State Archives Administrator David Matte noted, the system was unsupported, not user-friendly, and had been built by two programmers who were leaving. The transfer of nearly 35,000 active boxes from the Idaho State Records Center to the Historical Society underscored the need for a more robust and efficient records management system.

Implementing Versatile

After Zasio was selected and Versatile was implemented, day‑to‑day operations at ISHS improved significantly. Tasks that previously took hours (such as printing large spreadsheets and taping them together on a table for monthly billing) became fully automated and far easier and more reliable to manage with our records management software. Staff were able to work more efficiently with faster searching, bulk uploads, and dependable auditing tools (capabilities that simply weren’t possible with the previous systems).

Key improvements include:

• Automated billing and workflow processes, eliminating manual spreadsheet reconciliation.
• Faster, more precise searching, including the ability to drill down into sub‑entities within large agencies.
• Bulk inventory uploads, replacing handwritten box inventories and reducing errors.
• Robust auditing and space‑management tools, enabling staff to verify locations, correct past misplacements, and keep track of every box and its location during the move.

Versatile helped the agency conduct an audit of its archives for the first time. It’s also become a critical tool in the agency’s 50,000-square-foot expansion project (scheduled to open in 2027) and relocation of more than 30 semi-truck loads worth of boxes that will be transported to the new building.

“Versatile is key to the whole expansion project,” David said. “We know where every single box is from every agency and that information will be used in moving to the new building.”

Consulting

While Versatile solved system and workflow challenges, ISHS was in an awkward situation. It still did not have its own internal records retention schedule. Staff had long been responsible for helping and guiding other state agencies on proper retention, yet internally it relied on the general state schedule.

“It always felt a little weird… we should be leaders in that, and we couldn’t completely make the case for our leadership if we ourselves didn’t have a retention schedule,” David said.

The agency had wanted to develop a records retention schedule for years, but budget and timing never aligned. That changed once ISHS partnered with Zasio’s Records Retention Consulting Team. After a positive experience with Versatile, choosing to partner with Zasio to help create a new retention schedule was the obvious next step.

“I didn’t think of anybody else to create a schedule with,” David said.

Working closely with Frank Fazzio, Senior Analyst, ISHS and Zasio worked with departments across the agency to build the schedule. Frank and David went through multiple review sessions to refine, consolidate, and ensure retention rules were “as lean as they could be” while still aligned with the general state schedule.

“The retention schedule is amazing and everybody in the agency was very impressed with it,” David said. “It really has been one of the many highlights during the 18 years I’ve worked here.”

The Result: A Scalable Partnership for Preserving Idaho’s History

David repeatedly emphasized how positive the working relationship with Zasio has been, describing the company as customer‑oriented, highly skilled, and supportive from start to finish. He praised the software and the technical support during Versatile’s implementation. He also recognized Frank who provided steady guidance, and a collaborative approach to build the much-needed retention schedule.

David said he appreciates how Zasio took time to understand how the agency works and structured the project around those needs.

“We couldn’t have done it without Zasio,” he said.

The ISHS’s transformation shows how much of a difference the right software and support can make. ISHS has moved from outdated systems and informal processes to a more organized, efficient operation that’s better prepared for future growth. It can now preserve Idaho’s history with greater accuracy, efficiency, and confidence than ever before.

With Versatile and Zasio’s Consulting Teams’ expertise, ISHS has not only improved operations for today but also put tools in place that will support its work for years to come.

To learn more about Versatile 2026 with Advanced Physical Records Management, and our Consulting services, call 800-513-1000 or email connect@zasio.com

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When Butler County Records Center & Archives (Ohio) faced mounting challenges with its aging records management system, employees knew it was time for a change.

With over 438,000 files and 16,000 boxes, ranging from court and sheriff documents to historical records dating back to 1797, the county needed a solution that could handle both scale and complexity.

Background

Prior to 2022, Butler County had relied on a homegrown system. While innovative for its time, the system had become outdated and difficult to maintain.

“They were just putting Band-Aids on it,” Denise Goll, Chief Deputy Recorder, said. “If I needed a report, they would give me raw data, and I would try to create reports off of that.” The system lacked basic reporting capabilities, had data inconsistencies, and was not intuitive, making it hard to get other departments on board. “We had a really hard time getting people to buy in,” she added. “It was so archaic, they didn’t want to use it.”

Implementation

When Denise visited another county’s record center, she saw Zasio’s Versatile software in action for the first time. “I reached out to our IT department and said, ‘You’ve got to look at this, it can solve our problems.’”

Working with Zasio, Butler County transitioned from spreadsheets to Versatile Professional (now known as Versatile 2025 with Standard Physical Records Management) in 2022.

Despite complex data, the process with Zasio’s Support team was quick and easy. “I was pleasantly surprised the data actually appeared exactly where it was supposed to,” Denise said. “I’ve been through other conversions, but this one was really smooth.”

Training and onboarding were equally successful. Staff who had used the old system for years were initially hesitant but quickly adapted. “They were really surprised at how modern it looked and how easy it actually is to use compared to the old software,” Denise said. “It didn’t take a ton of training. It’s very self-explanatory.”

Benefits & Favorite Features

Versatile 2025 has transformed Butler County’s records management program.

From improved data accuracy to streamlined workflows, the benefits are clear.

“It’s a powerful, powerful piece of software,” Denise emphasized. “It’s not intimidating and it’s really simple to use.”

One of her favorite features is the record series builder, which allows about 40 departments to manage different retention schedules with precision. “To have it automatically come up with the calculated destruction date is just crazy,” she said. “You’re not always trying to find that paper document… it’s right there at your fingertips.”

Versatile has also helped Butler County save valuable time.

The checkout manager in Versatile has significantly helped the records retrieval process for several departments. Previously, tracking files relied on informal methods, often leading to misplaced records and long-overdue returns (sometimes years overdue).

Now, with automated tracking, due dates, and overdue alerts, employees can easily monitor file status and follow up promptly. This saves time and improves accountability while reducing the risk of lost records.

Partnership with Zasio

Denise praised Zasio’s support team for its responsiveness and expertise. “It’s great. I don’t think I’ve ever had any circumstance that hasn’t been extremely fast, same-day service,” she said. Whether it’s answering questions or assisting with upgrades, Zasio has been a reliable partner. “They literally go through and help our IT department figure everything out,” she added. “That part’s been super smooth.”

The affordability of Versatile was also a pleasant surprise. “I was concerned going to our county commissioners to ask for money,” Denise admitted. “But they didn’t even blink. It was so cost-effective for what we needed.”

Conclusion

Three years after implementation, the Butler County Records Center & Archives continues to rely on Versatile 2025 for its day-to-day operations. Departments that once resisted change are now happily using Versatile. “It’s so useful, so broad, and affordable,” Denise said.

With a growing need to manage both paper and electronic records, Butler County sees Versatile as a long-term solution. “We’re always going to have paper, we’re always going to have boxes of records,” she concluded. “It’s such a great system.”

About Zasio

Zasio has over 38 years of experience in providing information governance solutions. We help organizations build and maintain world-class records management programs. Our in-house team includes expert software developers, legal specialists, and certified records managers who stay ahead of evolving IG trends and scale our Versatile solutions to meet customer needs. It’s no wonder thousands of organizations—including half of the top 20 Fortune 500 companies—trust Zasio’s software and consulting services to create robust, compliant information governance programs. To learn more about Versatile 2025, call 800-513-1000 or email connect@zasio.com

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Wake County is one of the largest and fastest growing counties in North Carolina. With more than 5,000 employees, and a population of more than 1 million people, the county manages numerous records within its various departments.

“It really is like working at 12 different companies,” Becky Pezzoni, Wake County’s Enterprise Records Manager said.

There were challenges. Before 2022, the county’s records retention schedule had more than 3,000 record series, and a dozen different retention schedules. There was also widespread duplication across those 12 schedules published by the State Archives.

“The general schedule records series were repeated in every single functional schedule — and each of the 12 schedules were individual PDF documents and not in a database,” Pezzoni said. “For ease of use, we had to copy and paste everything into a spreadsheet.”

Then there were the widespread formatting issues. Row by row, and cell by cell, the many record series had multiple retention rules.

It was apparent the county needed an intuitive records retention schedule solution.

A New Solution + Favorite Features

Wake County became fans of Zasio after meeting at a professional records management conference. Pezzoni and Records Analyst Lisa Coombes also attended Zasio webinars and received personal referrals, which praised Zasio’s software solutions and customer support.

In 2022, the county purchased Versatile Retention (now known as Versatile 2023 with Retention Schedule Management). Zasio’s software was the clear winner compared to other vendors.

“Honestly, it was the simplicity of (Versatile) and the value for the money (compared to other software solution providers),” Pezzoni said. “I was able to compare the time and number of clicks it took to find a specific record series in the official PDF published versions on the web, vs. Excel, vs. Versatile, and it was clearly so much easier and user-friendly.”

Pezzoni appreciates Versatile’s searching functionality and having schedules in one place.

“It’s nice to have the user-defined fields so we can easily find records series with multiple disposition rules or agency-defined rules (for future simplification),” Pezzoni said.

She also likes how users can document exceptions to the published retention rules where there’s a justifiable business need to retain a particular series of records longer than required by the State. This is also helpful where the State Archives allow local governments to set ‘agency policy’ retention rules based on business needs. “Now we have one easily searchable source of the truth for our agency-driven rules! Information is stored in a UDF (user-defined field) so that it’s not just in some director’s memory, it’s official,” Pezzoni said.

Technical Support + Implementation

Zasio Software Support Specialist Andrew Serna worked with the county to implement Versatile.

“First of all, we think Andrew is amazing,” Pezzoni said. “He was our guy! He sat down with us and made it very simple.”

During implementation, Andrew tested the information received and ensured data was successfully imported. “It was very collaborative and pretty quick and easy,” Pezzoni said.

Transitioning from spreadsheets and copy/paste methods to using Versatile to manage the county’s retention schedule was like night and day.

“It’s much easier than having to go and do a ‘Find All’ (in Excel),” Coombes said. “When you’re looking for things (in Versatile) it will all pull up on one page.”

Results

Purchasing Versatile 2023 with Retention Schedule Management gave Wake County a modern and reliable solution. The days of duplication and formatting errors are gone, and the team has analytics to show improved efficiency.

“From the traffic I can see on our dashboard, I would estimate we are saving time — close to a day each month (compared to the prior spreadsheet scenario),” Pezzoni said. “But it means more to us than saving time. The value we see in ‘teaching people to fish’ will pay off as our records management program at Wake County continues to mature.”

When deploying Versatile to additional users, Wake County said the general reception was very positive. Prior to Versatile, Pezzoni and Coombes received frequent messages from employees with the same question, “What’s the retention on this record?”

Thanks to Versatile, the number of inquiries has decreased. Pezzoni is pleasantly surprised by how many staff are using the software on their own and no longer need to inquire.

“The silence is golden. I’m a huge proponent of working myself out of a job,” Pezzoni said.

Performance and reliability, along with exceptional customer service, and Versatile’s overall affordability, established a winning recipe and continued partnership.

“We have other software products that aren’t nearly as straightforward, easy to work with, or as affordable as Versatile. Being in government, you don’t always have those funds, so we appreciate the value,” Pezzoni said.

About Zasio

Zasio has over 35 years of service in information governance. We help businesses get started in records management and maintain top-of-the-line IG programs. To do this, we’ve recruited a team of expert software developers and technicians, legal experts, and highly-accomplished records analysts—all in-house!

Our highly trained team includes certified records managers, information governance professionals, and certified information privacy professionals who keep up with evolving IG trends and scale our Versatile solutions to meet our customers’ needs. It’s no wonder that thousands of organizations, including half of the top 20 Fortune 500 companies, have trusted our software solutions and expert consulting services to create world-class information governance programs.

To learn more about Versatile 2023 with Retention Schedule Management, call 800-513-1000 opt. 1 or email connect@zasio.com.

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The City of Bellevue, Wash., has been a Zasio customer for three decades. From the early days of Versatile for Windows (1994), and transitioning to Versatile Enterprise in 2001, the city needed a powerful tool for its records management program.

Today, the City manages 13,000 boxes in off-site storage.

“Before we had Versatile (Enterprise), we didn’t have an electronic system to manage our off-site records or retention – it was all paper-based,” Bellevue’s City Records and Information Manager, Danelle Court, said.

“Obviously, we are not as heavily paper-based as we used to be back in the late 1990s, or early 2000s,” Court said. “But (Versatile) still provides all that functionality for us and the reason we’ve kept going with it — it’s easy to use.”

Court added, “[We have to make] sure we have the right information, when we need it, where we should have it, and that we get rid of it when we no longer need it, and the software helps us perform those functions in a little bit more automated manner.”

Favorite Features

After more than thirteen years of working with Versatile, Court appreciates its consistency.

“It’s probably one of the most stable records management software solutions we’ve had – or that we’ve ever had – in terms of maintenance and just doing what it should do, and not having issues in terms of the technology,” Court said. “That’s why we got it. . . and why we keep using it and keep loving it.”

Sue Gunderson, the City’s Public Records Analyst, is a self-described Versatile power user. She uses the software to enter contract data, create new files, and ensure files are imported into the city’s SharePoint electronic records repository.

Gunderson’s favorite feature is Versatile’s search capabilities. It allows for simple and complex search requests.

“(We) get lots of research requests from the city attorney’s office that [can] involve really old records,” Gunderson said. “It’s a  very good tool, to be able to dig in, and try and find historical or old records for people that need to reference those.”

Employee Learning Curve

“The training is really pretty easy because it’s such a simple program to learn and use,” Gunderson said. “When I get a new user, I know it’s probably not going to be phone call after phone call saying, ‘I don’t understand,’ or ‘I don’t get it.’ Most people find they can navigate (Enterprise) with just one training.”

Practicality and Flexibility

Gunderson’s colleague, City Records Business Analyst, Suzanne LeDoux, boasts about Versatile’s functionality.

“I like how robust it is — you can customize and filter your search in a lot of different ways and still have the flexibility of using a keyword search,” LeDoux said. “You can do a very narrow scope search and then expand and broaden your search from there. It’s very versatile.”

World Class Technical Support

Reliable technical support is just as important to the City of Bellevue as Versatile’s features and functionality.

“The fact that we know people’s names and have a relationship with them,” Court said. “The support has always been great. Whenever we say ‘this is where we’d like to go’, there’s always been that partnership in helping us get there.”

Whenever there was a function the City of Bellevue needed, Zasio’s support team found a solution.

“…Zasio has been pretty responsive in getting (new functions) on the roadmap and making that happen,” Court said. “Just the fact that Zasio is in the industry and knows the challenges and the opportunities and where the industry is going, and actively participates and engages in that, makes a pretty strong partnership.”

Court cited Zasio’s webinars, attendance at conferences, and numerous staff with key professional certifications as evidence Zasio understands the IG industry.

Results

Versatile is a trustworthy and reliable physical records management tool for the City of Bellevue. It’s allowed the city to create a records management program the staff and the public can rely on.

“If we have trustworthy processes, and defensible processes, we can have trustworthy records and information for the public to trust their government,” Court said.

About Zasio

Zasio has over 35 years of service in information governance. We help businesses get started in records management and maintain top-of-the-line IG programs. To do this, we’ve recruited a team of expert software developers and technicians, legal experts, and highly-accomplished records analysts—all in-house!

Our highly trained team includes certified records managers, information governance professionals, and certified information privacy professionals who keep up with evolving IG trends and scale our Versatile solutions to meet our customers’ needs. It’s no wonder that thousands of organizations, including half of the top 20 Fortune 500 companies, have trusted our software solutions and expert consulting services to create world-class information governance programs.

To learn more about Versatile Enterprise, call 800-513-1000 opt. 1 or contact us.

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The City of Vaughan in Ontario, Canada has been a Zasio customer for over 25 years, starting in 1997 with Versatile Windows™, one of Zasio’s earliest solutions. In 2006, the City transitioned to Zasio’s Versatile Enterprise™ solution.

The City needed a powerful tool, like Versatile Enterprise, to help manage 37,000+ boxes at an off-site operations center.

“There’s a space management component we rely on to be able to find our records,” said the City’s Manager of Enterprise Information Management Services (EIMS) and City Archivist. “It’s about having an effective tool in place to find what you’re looking for with the large volume of records that we have.”

He added, “Versatile’s space management is second to none when it comes to other physical lifecycle management software. That’s a huge win for Versatile.”

Favorite Features

Located north of Toronto, the City manages roughly 270,000 files that include land development applications, building permits, human resource files, bylaws, and drawings, along with legal and finance documentation. To meet the EIMS Teams’ operational needs, the City required a solid system to track its 196 active users.

“The check-in/check-out manager (in Versatile Enterprise) is a huge benefit,” said the EIMS Manager. The City has staff who facilitate file requests from multiple records centers, so tracking down who’s got the record and when it was requested, including getting a history is key.”

The City’s Supervisor of EIMS and Deputy City Archivist appreciates Versatile Enterprise’s space management and disposition functions. Prior to using VE’s space management and disposition functions, staff members did everything manually.

Hand-typing barcodes that were 10-12 digits long was time-consuming and led to mistakes. Human error would also cost staff hours retrieving incorrectly keyed boxes and files, as well as protracted searches for missing records.

“We would go in and individually delete files and boxes, which was a pain,” the Deputy City Archivist commented. “Being able to actually have a record of what was targeted for destruction, track physical destruction dates, and have the approval, was a welcomed change.”

The City’s Human Resources department trusts Versatile Enterprise’s security features to ensure sensitive records are only seen by appropriate users.

“In the past, we’ve had new staff in HR who have been very concerned about what information goes into Versatile and who has access,” said the City’s Supervisor of EIMS. “With (Versatile Enterprise) you can assure staff that the proper security steps and private user groups are in place to prevent unauthorized access. Staff can rest assured that only their users have the ability to locate and see these files – no one out of their department can.”

Support

The City is equally enthusiastic about Zasio’s customer support.

In 2022, the team found improperly labeled boxes while temporarily transferring 3,000 boxes off-site to an external vendor. To correct this issue, the City was provided with a spreadsheet from the vendor with 3,000 new RFID tags.

“We were trying to figure out how we could get one system to talk to the other because inputting new data for 3,000 boxes would have been a very time-consuming and manual process. We didn’t want to run the risk of keying the wrong barcode ID and having future issues,” the EIMS Team said.

It turns out, they didn’t have to worry.

Zasio’s technical support team helped successfully import the data.

“All the numbers were accurate and it was a huge time saver for us,” the Deputy City Archivist said.

Support recently helped the City implement Zasio’s Versatile Mobile Package, which allows staff to make quick work of many records management tasks. This includes scanning bar codes and performing records searches from mobile devices.

“You guys are second to none — you set the bar for the City when it comes to support standards,” the Manager of EIMS said. “It’s instant, it’s consistent, it’s efficient. I haven’t come across this type of support or service with any other service or product.”

The EIMS Team says the superior customer support extends to the Zasio customer portal, which she describes as simply “amazing.” “You’ve got so many resources on there – It’s been a lifesaver.”

Results

The City said it will continue partnering with Zasio indefinitely. Reliable records management software solutions, combined with a team of solid subject matter experts and trustworthy support made this an easy decision.

About Zasio

Zasio has over 35 years of service in information governance. We help businesses get started in records management and maintain top-of-the-line IG programs. To do this, we’ve recruited a team of expert software developers and technicians, attorneys, along with highly-accomplished records analysts—all in-house!

Our highly trained team includes certified records managers, information governance professionals, and certified information privacy professionals who keep up with evolving IG trends and scale our Versatile solutions to meet our customers’ needs.

It’s no wonder that thousands of organizations, including half of the top 20 Fortune 500 companies, have trusted our software solutions and expert consulting services to create world-class information governance programs.

To learn more about Versatile Enterprise, call 800-513-1000 opt. 1 or contact us.

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When Pete Weichers joined the City of Encinitas as deputy city clerk nearly four years ago, he knew the beach-front community needed to drastically improve its records management strategy.

“We were kind of limping along when I first got here,” Weichers said. “We had a long way to go to get things modernized and into compliance.”

The city, located about 25 miles north of San Diego, had used Microsoft Access™ to manage files, microfilm, and boxes both on-site and as an off-site records storage vendor. After nearly 20 years, the deputy city clerk said it was time for a much-needed change.

“When I got here in 2019, the Access database was in shambles with data from multiple departments,” Weichers said.

A year later, the city says it lost about 3,000 files when employees moved the previous software onto a virtual machine.

Weichers wanted an efficient and scalable solution that could not only integrate with the city’s retention schedule but also easily apply its retention schedule rules to the city’s records. Being able to create labels was another big need and staff did not have any disposition reporting capabilities.

WHY VERSATILE PROFESSIONAL SaaS?

When it came time to find a new solution, Pete remembered using Versatile Professional during his time in the nearby City of Escondido. He was confident it would be a good option.  “I knew it would be a good solution so I kind of approached it from that standpoint, knowing what Zasio has to offer, the wealth of knowledge (the staff has), and just how simple the product is…it’s just ready to go. There’s not a real steep learning curve.”

Ultimately, the city moved forward with Pete’s recommendation and in April 2022, chose Zasio’s Versatile Professional SaaS application. Pete said Zasio’s support team made the implementation efficient and easy for him and his small team.

IMPLEMENTATION, CUSTOMER SUPPORT & FAVORITE FEATURES

Once the SaaS application was implemented, the city could start using it right away as there weren’t any major challenges in the set-up process. When some staff members reported having login problems, Zasio’s customer support team reached out to the city’s IT department and the issue was quickly resolved. “I’ve always found your support staff to be incredibly responsive and helpful,” Pete says.

Now that the city has been utilizing Versatile SaaS for nearly a year, Pete’s team has grown to appreciate its many features. “The simple, but incredibly powerful search bar” as well as the “label design to ensure continuity with processes and procedures” are some of the highlights, he says. And, in addition to being a major time saver, accessibility has proven to be a big plus.

“We were kind of hamstrung before where only one person from the whole city could get into the program (Access) at a time. With Versatile Professional, we have enough licenses that allow multiple people to work in that space,” Weichers said.

Being in city government, transparency is important in his line of work. And Versatile Professional definitely helps with that process.

“To me, transparency and records management will forever be intertwined especially at the local government level. Over the last couple of years, the City of Encinitas has had a significant number of new employees come aboard with little or no government experience, and it has been the city clerk’s mission to train them and emphasize the importance and legal ramifications of records management and being transparent with the public,” he said.

As part of the city’s records management strategy, Weichers says his team will be presenting the application to department leaders later this year, pointing out how it’s helping elevate their program and assist with long-term initiatives.

RESULTS

“Overall, it’s been a huge positive for us. I’ve had other experiences and have used other software where you’re promised this and that, but there’s a letdown in between. (With Zasio) every step of the way, from beginning to end, you guys have been comprehensive and always reaching out. What you promise and what you deliver match, and in this day in age that’s unique, to say the least,” Weichers said.

 ABOUT ZASIO

 Zasio has over 35 years of service in information governance. We focus on one thing, helping businesses get started in records management and maintain top-of-the-line IG programs. Since starting in the industry, we’ve recruited a team of experts, including software developers and technicians, attorneys, analysts, certified records managers, information governance professionals, and certified information privacy professionals —all in-house—who keep up with evolving IG trends and scale our Versatile solutions to meet demands of both customers new to records management and seasoned veterans.

It’s no wonder that thousands of companies, including half of the top 20 Fortune 500, have trusted our software solutions and expert consulting services to implement world-class information governance programs.

To learn more about Versatile Professional please call 1-800-513-1000 opt. 1 or email sales@zasio.com.

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The University of North Dakota School of Medicine and Health Sciences launched its records management program in 1994. The School was moving into a different building and needed to do something about the high volume of records that had built up over the years, so they hired a records manager, Susan Carlson, CRM. Susan reviewed the situation and determined the need for a records management solution to track records, and a retention schedule to identify what needed to be kept and what they could destroy. Susan interviewed different vendors and decided to implement Versatile for DOS™, Zasio’s original records management solution. Since the initial implementation in 1995, Versatile has grown with Susan and her team. From Versatile for DOS, they scaled up to Versatile Professional™, Zasio’s records management solution for small-to-mid-sized companies, and then to Versatile Enterprise™—their current, enterprise-level solution. “You rarely stay with a company for this long, but at every turn, Zasio helps us transition and continues to provide products that meet our needs. They grow with us,” said Susan.

Favorite Features

Versatile Enterprise is the solution of choice for Susan’s team because it’s a fully integrated system that does it all. “I wanted a seamless interface for our records tracking program and the ability to develop and manage our retention schedule. Versatile Enterprise allows us to do all of this,” said Susan. Versatile Enterprise comes with many state-of-the-art features, but Susan relies heavily upon its searchability, retention schedule, destruction capabilities, and Zasio’s customer support.

Searchability

Under Susan’s training, her team quickly learned to take advantage of Versatile Enterprise’s description feature to input information like keywords and report titles for easy, full-text searching. “It’s nice because people can search for things and find them without having to talk to the records team, and we’re not dependent on a single user or someone having to remember where things are,” said Susan. “People come and go and as they do, it’s so much easier to have a system where we can find things.”

Retention Schedule

Susan wanted to manage her retention schedule within her records management solution. With Versatile Enterprise, she can. “The retention schedule is our foundation and having it right in Versatile Enterprise is huge for us!” said Susan. The School of Medicine and Health Sciences has many record series that require different retention periods and retention calculations. To accommodate this, Zasio was able to customize Versatile Enterprise for them, adapting standard retention calculations to meet the specialized retention calculations necessary for a school of their caliber and the different types of medical records they come across.

Destruction

For Susan, the destruction feature is a key benefit. Initially, the School had a huge volume of records because, pre-Susan, staff had never received guidelines for retention management; they kept everything forever. Once the retention schedule was in place, Susan used the destruction feature to begin cleaning up the various departments. Today, her destruction process is simple. She sends an annual report to records coordinators identifying records eligible for destruction, they pull the records and destroy them, and she tracks it all right in the system. “My goal was to send fewer records to the University’s archive each year as we got through all of these various departments,” said Susan. “For a while, I was sending roughly 100 boxes to archive annually. Now, I’m down to about 30.”

Customer Service

Zasio is known for their outstanding customer service and Susan could not agree more. “The support team has been there for all of our major conversions. In the past, they’ve physically come onsite to offer help and training. Now with Zoom and Teams, we do it that way, but it’s great because they understand what we’re doing and what we’re about,” she said. “Being able to simply call when you need answers, talk to a live human, and get those answers in a few minutes is amazing. It’s so valuable.”

Add-Ons

One of Susan’s favorite parts about Zasio and the Versatile system is how it’s broken up into modular add-ons. “It’s a quality product separated into modules, but when you put them together, it’s fully integrated,” she said. The two main add-ons Susan’s team uses are Versatile Imaging™ and Versatile Electronic Records Management System™ (ERMS).

Versatile Imaging

The University added Versatile Imaging in 2014 before moving into a newly built facility. They wanted to save floor space and avoid clutter by turning their high-volume of student files into scanned files they could store as electronic records. With Imaging, they can easily scan files directly into Versatile Enterprise and manage them as records, applying the same retention and destruction policies as they would for a physical record.

Versatile ERMS™

Versatile ERMS is the latest add-on to the School’s suite of Versatile products. Initially, the records coordinators of the various departments were slow to adapt but when COVID-19 hit in 2020, people were forced to work at home and the need for electronic records became more apparent. To help with the implementation and adoption of ERMS, Zasio’s Support Team customized it, adding an automation process that would ensure consistency and familiarity in how the School manages its physical and electronic student records. “I offer training sessions on ERMS and at the end, people always say, “wow, it’s so easy!”’ said Susan. “It’s like a shared drive, people don’t have to think twice about how the records get in and they can easily find what they’re looking for.” She adds that it’s also nice to have processes in place to handle records that are delivered as an attachment via email or DocuSign because they can go right into ERMS. “I’m always explaining how so much information today comes in electronically, if we just capture it and manage it electronically in ERMS from the start, our lives will be so much easier,” said Susan.

Results

Since implementing Versatile, Susan and her records team have built a highly efficient records and information management program from scratch. Starting in the days of paper records, and transitioning into the high-speed pace of electronic records, Zasio’s Versatile product line has been there for them every step of the way. “I wanted a solution that would manage information from cradle-to-grave and apply retention times automatically, and I’ve found that and more with Versatile,” said Susan. “Having a state-of-the-art product that has not only kept up with our growth over the years but also continues to provide new technology solutions is truly amazing.”

About Zasio

Zasio has over three decades of service in Information Governance (IG). We focus on one thing, helping businesses get started in records management and maintain top-of-the-line IG programs. Since starting in the industry, we’ve recruited a team of experts, including software developers and technicians, attorneys, analysts, Certified Records Managers (CRMs), Information Governance Professionals (IGPs), and Certified Information Privacy Professionals (CIPPs)—all in-house—who keep up with evolving IG trends, and scale our Versatile solutions to meet demands of both customers new to records management and seasoned veterans. It’s no wonder why thousands of companies, including half of the top 20 Fortune 500, have trusted our software solutions and expert consulting services to implement world-class Information Governance programs.

To learn more about Versatile Retention or Zasio’s Consulting Services call 1-800-513-1000 opt. 1 or email sales@zasio.com.

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