Versatile Mobile
Mobile Barcode and RFID Tracking for Records Management
The records room is not at a desk. Versatile's apps for iOS and Android put the whole physical records system in your hand: scan a box to see what it is, check it out to the person in front of you, put it away, and audit a room in the time it used to take to find the clipboard.
What is a mobile records management app?
A mobile records management app lets the people who handle physical records (boxes, files, and documents) update the records system from wherever the records are, by scanning a barcode or an RFID tag instead of typing at a desk. Versatile Mobile is the iOS and Android app for Zasio's Versatile records management software. Every scan updates the same system the records team, the web client, and the employee portal use, so the location and status of every box is current.
Records center staff, file room clerks, couriers, and department records coordinators use it in corporate records centers, law firms, hospitals, universities, banks, and government agencies.
Scan with what you already carry
The camera on a phone or tablet
No extra hardware is needed to start. The camera reads the common barcode types, including Code 39, Code 128, QR codes, Data Matrix, and PDF417.
A Bluetooth barcode scanner
Pair a handheld scanner for high-volume work, when a camera is too slow.
A handheld RFID reader
Read many tagged boxes at once without touching them, and link an RFID tag to the barcode an item already has.
A rugged Android handheld
On warehouse-grade Android devices, the app uses the scanner built into the device.
Find any box, file, or document
Search the whole inventory
Search boxes, files, and documents by keyword, across one company or all of them, and narrow the results by date and status.
Scan to see what it is
Scan a box to see its details, its contents, and its history: where it has been and who has had it.
Confirm you have the right one
Pick the item you are looking for, then scan. The app tells you whether the tag in your hand is the one you wanted.
Home in on a misplaced item
With RFID, a signal-strength indicator shows when you are getting closer to a tagged item, which is how a misfiled folder gets found in minutes.
Move records and keep the chain of custody
Check out to a person
Choose the recipient or scan their badge, set when the items are due back, and scan what you are handing over. The app shows which items were requested and which were not.
Check in with one scan
Scan returned items and they are back in the inventory, with the return recorded.
Put away at every level
Scan boxes to shelf locations, files to boxes or to locations, and documents to files, and record boxes sent to an offsite storage vendor.
Request records on the spot
Add search results to a cart and submit a request with a priority and a note, without going back to a desk.
Labels and reports
Queue labels for boxes, files, and documents, and run a report and print or email it from the device.
Audit a records room in one pass
A physical inventory audit answers one question: is everything where the system says it is? Choose a room, or a range of locations or boxes within it, and scan. The app compares what you scan with what should be there and sorts the result into three lists: found, missing, and not expected here. Stop partway and pick the audit back up later. When you finish, print or email a summary or a detailed PDF report as evidence of the audit.
With RFID tags, the same audit covers a room of boxes without taking one off the shelf.
Works where the signal does not
Basements, vaults, and offsite warehouses are hard on wireless coverage. If the connection drops, you can keep scanning. The work is held on the device and sent when you reconnect, and anything that could not be applied is listed so you can send it again or remove it.
Built for your security review
Sign in the way your company does
Use your organization's single sign-on, or a Versatile user name and password. The app respects the same permissions each person has everywhere else in Versatile.
Locked when it is not in use
Protect the app with a passcode, a fingerprint, or face recognition. It warns before an idle session ends and then signs out on its own.
Records stay off the screen
A privacy screen keeps record details out of screenshots and the app switcher.
Part of a SOC 2 Type 2 platform
The apps connect to the same Versatile system covered by Zasio's security program. See Security & Trust →
Questions about mobile records tracking
Is there a mobile app for tracking records boxes and files?
Yes. Versatile includes native apps for iOS and Android that track boxes, files, and documents by barcode or RFID, connected to the same Versatile system your records team uses.
Can we scan with a phone camera, or do we need special hardware?
Either. The apps scan with the device camera, a Bluetooth barcode scanner, a handheld RFID reader, or the scanner built into a rugged Android device.
Does the app support RFID?
Yes. Use RFID to audit a room of boxes without handling each one, to find a single tagged item by signal strength, and to pair an RFID tag with an existing barcode.
Can we audit a records room with the app?
Yes. Choose a room, scan what is there, and the app shows what was found, what is missing, and what does not belong. Print or email the audit report as a PDF.
Does it work without a connection?
Yes. If the connection drops in the stacks you can keep scanning, and the work is sent when you reconnect.
Which devices does it run on?
iPhone and iPad running iOS 15 or later, and phones, tablets, and rugged handhelds running Android 8.0 or later.
Part of one platform
The apps work off the same system as the web client and the employee portal. A box scanned onto a shelf shows its new location everywhere, straight away. See how Versatile works together →