Introduction
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 While innovative for its time, the system had become outdated and difficult to maintain.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