Introduction
At its records center in Newark, Ohio, Licking County Records & Archives manages a wide range of historic and permanent records that support daily operations, legal compliance, and public access.
As the department grew and record volumes increased, staff identified the need for a more robust records management solution.
Since implementing Versatile Professional in 2016 (now known as Versatile 2026 with Standard Records Management), the department has significantly improved how it catalogs, locates, tracks, and provides access to records. These improvements have made daily work faster, more accurate, and easier to manage for both staff and the public.
Licking County Records & Archives oversees records dating back to the early 1800s and has roughly 12,000 cubic feet of boxes. Most of these records are permanent and must be retained for historical, legal, administrative, or financial recordkeeping purposes. The collection includes court records such as case files, adoption records, wills, and trusts. The archive also houses records from the Prosecutor’s Office, Board of Commissioners, Recorder, Auditor, Planning Department, and Job and Family Services.
Prior to implementing Versatile, the department relied on a cataloging system designed for museum collections rather than government records. Although functional, it lacked several critical features required for effective records center operations.
“A lot of the fields this software wanted you to enter just didn’t really apply to us, and vice versa—the things that we needed, the software didn’t have,” Corinne Johnson, Records Center & Archives Manager, said.
The previous solution’s shortfalls became even more apparent when the department prepared to relocate from a temporary storage space into a full-scale records center. With a substantial increase in incoming records and a corresponding rise in requests from other County departments and the public, it became clear the existing system would no longer support quick retrieval, accountability, or long-term growth.
Staff needed a more reliable system that could keep up with demand.
Implementation
As part of its transition to a permanent records center, Licking County Records & Archives evaluated several software options. After reviewing demonstrations together, Versatile stood out immediately. Staff appreciated how intuitive and organized the system was, and how it matched day-to-day workflows.
With Versatile in place and supported by Zasio’s Support team, Licking County Records & Archives quickly standardized data entry, established clear internal guidelines, and took full advantage of the system’s capabilities. Over time, staff cataloged much of the collection down to the individual file level, dramatically improving search accuracy and making records easier to locate and retrieve.
Software + Favorite Features
Johnson described the transition to Versatile as overwhelmingly positive.
“The difference made by having a system tailored to our needs was like night and day,” Johnson said. “It’s much easier to use, and it offers a range of fields we never had before. We were excited that it essentially gave us a map of our archives.”
Key improvements included:
- Precise location tracking down to the bay, row, and box
- Robust search functionality using names, case numbers, and other identifiers
- A visual archive map displaying available and occupied storage space
- Checkout tracking to record when departments remove and return files
Abigail Torre, Reference Librarian & Archivist, has been using Versatile for six years.
“It was very self-explanatory and I was able to figure it out quickly,” Torre said.
Staff reported that Versatile was intuitive and required minimal training, allowing them to quickly navigate the system and complete daily tasks with ease.
But the biggest advantage of moving to Versatile has been its ability to save time. With the previous solution, staff members would rely largely on memory when it came time to find files and “eventually we would find it.” With the number of record requests staff receive, that approach is just not feasible or practical today.
“With Versatile, it takes no time at all,” Johnson said.
Technical Support
Staff describe their relationship with Zasio as consistently positive. The support team is responsive, knowledgeable, and easy to work with. When issues arise, Zasio staff are quick to respond and often work directly with the County’s IT team to resolve technical matters quickly.
“Every time I’ve had to contact Zasio Support, they always seem to know exactly what’s going on, and how to help,” Torre said.
Partnership + Conclusion
For Licking County Records & Archives, adopting Versatile marked a major step forward in modernizing its operations. The platform has made it easier to manage a growing and complex collection while improving speed, accuracy, and accountability.
With its intuitive design, powerful functionality, and strong support from Zasio, Versatile 2026 has proven to be a dependable, long-term solution. Licking County Records & Archives often recommends the system to other record centers and regularly demonstrates it to peers considering a move or expansion.
“I would absolutely recommend it,” Johnson said. “I can’t think of any reason why I wouldn’t recommend it. It’s been incredibly helpful for us.”
Today, Versatile plays a key role in helping staff preserve historic records, meet compliance requirements, and provide timely, reliable service to both County departments and the public.
To learn more about Versatile 2026 with Standard Records Mangement, call 800-513-1000 or email connect@zasio.com