The Versatile platform
One records management platform, built to work together
Electronic records, physical records, retention schedules, workflow, an employee portal, and mobile apps. In Versatile these are not separate products joined at the edges. They are one system, built by one team, and every screen works off the same records.
What is an integrated records management platform?
An integrated records management platform manages every kind of record an organization keeps (documents, email, content in systems like SharePoint, and paper in boxes) with one retention schedule, one set of permissions, one way to place a legal hold, and one history of who did what. Versatile, from Zasio, is built that way. The web client, the Windows client, the Corporate-Wide Access employee portal, the mobile apps, and electronic records management all work off the same system and the same data.
That matters because records do not stay in one place. A contract arrives as an email, is approved in a workflow, is signed on paper, goes into a box, and is asked for three years later by someone in another department. When each of those steps lives in a different product, the gaps between them are where records get lost and where an audit gets difficult.
Follow one record through Versatile
Here is a single contract, from the day it arrives to the day it is destroyed. Every step happens in the same system.
It arrives and files itself
The contract comes in by email. Intake files it in the right folder under the right retention period. Electronic Records →
The right people approve it
Filing the contract starts its workflow. Legal reviews, a manager approves, and each decision is recorded. Workflow →
The signed original goes into a box
The paper original is boxed, labeled, and scanned onto a shelf with a phone. The box and the electronic copy follow the same schedule. Mobile Apps →
An employee finds it without asking anyone
Three years on, someone in another department searches the portal, opens the document, and requests the box, all from one search. Corporate-Wide Access →
A dispute puts it on hold, once
One legal hold covers the electronic document and the box in storage. Neither can be destroyed until the hold is released. Physical Records →
The schedule says when it is done
When retention ends, the record's owner reviews and signs off, and the document and the box are disposed of together, with the legal citation that justified the period. Retention Schedules →
One contract, six steps, four kinds of user, and a single history that shows all of it.
What every part of Versatile shares
One retention schedule
The same schedule, with the same legal citations behind it, governs documents, email, content managed in place, and boxes in storage.
One security model
Set a person's permissions once. They apply in the browser, on the desktop, in the employee portal, and on a phone.
One way to place a hold
A legal hold is placed once and takes effect immediately on electronic and physical records together.
One disposition process
The same review, approval, and sign-off applies whether the record is a file on a server or a box on a shelf.
One audit trail
Who filed it, who approved it, who checked it out, and who signed for its destruction, in one history.
One sign-in
People sign in the way your organization already does, and one account works everywhere in Versatile.
Every kind of record, treated the same way
Having a module for each kind of record is not the same as managing them together. In Versatile, an electronic file, a document, a paper file, and a box are all records, and every function handles them the same way and at the same time.
| Function | Electronic files | Documents | Files | Boxes |
|---|---|---|---|---|
| SearchOne search returns all of them | Yes | Yes | Yes | Yes |
| Legal holdPlaced once, in effect immediately | Yes | Yes | Yes | Yes |
| RetentionOne schedule, the same rules | Yes | Yes | Yes | Yes |
| DestructionOne review and sign-off | Yes | Yes | Yes | Yes |
| CollectionsGathered side by side in one set | Yes | Yes | Yes | Yes |
Place a legal hold and it takes effect at once on every electronic file, document, file, and box it names. There is no second system to update and nothing to wait for.
One system behind every screen
Different people need different ways in. Versatile gives each of them the right screen, and all of the screens work off the same system. A change made in one is there in the others, because there is nothing to synchronize.
The web client
The full product in a browser, built for the people who run the records program: schedules, legal research, disposition, holds, physical records, electronic content, dashboards, and administration. Nothing to install. Web Client →
The Windows client
For teams that prefer a desktop application, with filing from Outlook, Word, Excel, and File Explorer. It works off the same system as the web client, so a team can use either, or both.
The employee portal
Self-service for everyone who is not a records specialist, in your organization's branding. Corporate-Wide Access →
The mobile apps
Barcode and RFID tracking on iOS and Android, for the people in the stacks. Mobile Apps →
Versatile runs as a Zasio-hosted service or on your own servers, and it is the same product in both. See technical requirements →
Eight questions to ask any records management vendor
"We do it all" is easy to say. These questions show whether a suite was built as one product or assembled from several. Ask them in the demo, and ask to see the answer on screen.
Is there one retention schedule, or one per module?
In Versatile there is one. Change a retention period and it applies to paper and electronic records alike.
If I place a legal hold, does it cover paper and electronic records in one step?
In Versatile, yes. One hold, both kinds of record.
Can one search find a document and the box its original is in?
In Versatile, yes. One search covers schedules, documents, files, and boxes.
Is there one audit trail, or do I export from each module and combine them?
In Versatile there is one history for the record, wherever the activity happened.
Do the browser, the desktop, the portal, and the phone show the same data at the same moment?
In Versatile, yes. They all work off the same system, so there is nothing to synchronize.
Do the physical records screens and the electronic records screens look and work like the same product?
In Versatile, yes, because they are the same product. Ask to see both in one demo, side by side.
If two modules share a database, do they also share the rules?
In Versatile, search, holds, retention, destruction, and collections work the same way on electronic files, documents, files, and boxes.
Who built each module, and who supports it?
Zasio built all of Versatile and supports all of it, with one support team.
Questions about the Versatile platform
Is Versatile one product or several products sold together?
One product. Electronic records, physical records, retention schedules, workflow, the employee portal, and the mobile apps all work off the same Versatile system and the same data, built by one team at Zasio.
Does a legal hold cover both electronic and physical records?
Yes. A hold is placed once in Versatile and applies to the electronic documents and the physical boxes and files it names. Nothing on hold can be destroyed until the hold is released.
Does one retention schedule apply to paper and electronic records?
Yes. The same retention schedule, with the same legal citations behind it, governs documents in the repository, content managed in place in systems like SharePoint, and boxes in storage.
Is the browser version the full product?
Yes. The web client is the full product for the people who run the records program, with nothing to install. A Windows client is also available, and both work off the same system.
Can we start with one module and add others later?
Yes. Start with the capability you need and add others later. They run on the same system, so adding one does not mean moving your data to a different product.
Does Versatile run in the cloud or on our own servers?
Either. Versatile is available as a Zasio-hosted service or on your own servers, and it is the same product in both.